E-Mail Messages and Web Writing

McGraw-Hill/Irwin

PPT

Module 13

E-Mail Messages and Web Writing

©2007, The McGraw-Hill Companies, All Rights Reserved.

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E-Mail Messages and Web E-Mail Messages and Web WritingWriting

To learn how toTo learn how to Format e-mail messages.Format e-mail messages. Use e-mail effectively.Use e-mail effectively. Write effective subject lines for e-Write effective subject lines for e-

mail messages.mail messages. Manage time.Manage time. Write for the Web.Write for the Web.

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Start by answering these questions:Start by answering these questions: How should I set up e-mail How should I set up e-mail

messages?messages? What kinds of subject lines should I What kinds of subject lines should I

use for e-mail messages?use for e-mail messages? Should I write e-mail messages the Should I write e-mail messages the

same way I write paper messages?same way I write paper messages?

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Start by answering these questions:Start by answering these questions: What e-mail “netiquette” rules should I What e-mail “netiquette” rules should I

follow?follow? How and when should I send How and when should I send

attachments?attachments? What style should I use when writing What style should I use when writing

for the Web?for the Web?

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Start by answering these questions:Start by answering these questions: Can I use blogging on the job?Can I use blogging on the job? What other technologies use the What other technologies use the

Internet?Internet?

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Start by answering these questions:Start by answering these questions: What e-mail “netiquette” rules should I What e-mail “netiquette” rules should I

follow?follow? Should I worry about viruses?Should I worry about viruses?

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When Writing E-Mail, RememberWhen Writing E-Mail, Remember

All principles of good business All principles of good business writing still apply with e-mail.writing still apply with e-mail.

While e-mail feels like talking, pay While e-mail feels like talking, pay attention to spelling and grammar.attention to spelling and grammar.

You should proofread messages.You should proofread messages. E-mail should interest the readers E-mail should interest the readers

in the subject line and first in the subject line and first paragraph.paragraph.

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E-Mail Subject LinesE-Mail Subject Lines

Are specific, concise, and catchy.Are specific, concise, and catchy. Give good news in positive Give good news in positive

messages.messages. Give negative news when it’s Give negative news when it’s

serious, the reader needs the serious, the reader needs the information to act, or you report your information to act, or you report your own errors.own errors.

Make the request clear in Make the request clear in persuasive messages.persuasive messages.

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For Proper “Netiquette,” NeverFor Proper “Netiquette,” Never

““Flame” your Flame” your audience.audience.

Send unnecessary Send unnecessary e-mails.e-mails.

Compose e-mail Compose e-mail messages when messages when you’re angry or you’re angry or upset.upset.

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Web WritingWeb Writing

Business writing basics apply.Business writing basics apply. Be clear, concise, and Be clear, concise, and

complete.complete. In general, keep the style In general, keep the style

simple and conversational.simple and conversational. Readers skim.Readers skim.

Use short sentences and Use short sentences and paragraphs.paragraphs.

Use titles, headings and Use titles, headings and bulleted lists.bulleted lists.

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Web WritingWeb Writing

Work with designers on Work with designers on format.format. If links seem too many, they If links seem too many, they

probably are.probably are. Test your design with potential Test your design with potential

users.users. Images should support text.Images should support text.

Avoid complex introductions that Avoid complex introductions that slow loading a page.slow loading a page.

Tell a story with titles and Tell a story with titles and captions.captions.

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Scannable TextScannable Text

According to John Morkes and Jakob According to John Morkes and Jakob NielsenNielsen Highlight key words.Highlight key words. Use meaningful subheadings.Use meaningful subheadings. Include bulleted lists.Include bulleted lists. Use one idea per paragraph.Use one idea per paragraph. Use “inverted pyramid” organization.Use “inverted pyramid” organization. Use half the word count of a printed page.Use half the word count of a printed page. Avoid “marketese.”Avoid “marketese.”

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BloggingBlogging

Blogs can be used for business.Blogs can be used for business. Company may own the space.Company may own the space.

Stay professional.Stay professional. Avoid deeply personal information or Avoid deeply personal information or

unflattering opinions about the company unflattering opinions about the company or its employees.or its employees.

Popular blog sites are blogger.com Popular blog sites are blogger.com and businessblogconsulting.com.and businessblogconsulting.com.

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To Create a Blog for BusinessTo Create a Blog for Business

Jeff Wurio suggestsJeff Wurio suggests Identify your audience.Identify your audience. Decide where your blog should live.Decide where your blog should live. Start talking.Start talking. ““Blog roll,” or link to other sites and Blog roll,” or link to other sites and

blogs.blogs. Emphasize words.Emphasize words. Keep it fresh.Keep it fresh. Watch traffic closely.Watch traffic closely.

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TechnologyTechnology

Web-based Web-based technologytechnology PDAs.PDAs. Cell phones.Cell phones. Videoconferencing.Videoconferencing.

Technology changesTechnology changes—be flexible—but —be flexible—but choose useful choose useful technology.technology.

Documents

E-Mail Messages and Web Writing