Undeliverable or Returned E-mails

When an e-mail is returned as undeliverable, that does not necessarily indicate that your e-mail it "broken" or even that the message has anything to do with you.

There will always be a numerical error code message as well as a brief description as to why the e-mail was unable to be delivered in the top part above the returned message. That code will give you a clue as to what may be happening. Here is a link to a site that covers e-mail error codes.

Understanding SMTP error codes

Most of the confusion comes in when you receive a returned or "undeliverable" e-mail that you did not initiate or send. This is generally due to tricky spammers or one of your contacts that has a virus on their computer which just sent the virus off to everyone on their address book -- with your e-mail address in the From: field.

In both of these cases there isn't much you can do but hit delete. You probably cannot find out who you know that has a virus, nor can you track down the spammer throwing other's e-mail addresses in the From: field to try and shield their identity.

Most times your returns will be due to benign reasons such as mailbox filled to capacity or due to a typo; no such e-mail address/account. What you can do, however, is become a bit more informed and familiar with the typical return messages you'll see so that you understand what is going on. And with technology that's always a good thing!

Capitalization Is So Very Important

With e-mail, how you are perceived is important to if your message, request or point of view will be taken seriously. A primary example is making just a little effort by hitting that darned shift key to capitalize the start of your sentences. Doing so can make all the difference in the world as to whether you will be perceived as someone who is to be taken in earnest.

We all learned basic sentence structure in grade school. Use it. There is not a single resource that I am aware of that negates the need to communicate in an educated and thoughtful manner in e-mail. When you do not capitalize your name or the beginning of sentences you are relaying several possible things about yourself:

1. I don't care if I am perceived as uneducated or ...
2. I am uneducated or...
3. I am so lazy I can't hit the shift key when required.

None of the above is complimentary. Use your shift key. It is an effort well worth the positive impression doing so will leave.

It's All About Emphasis

I receive on average 8-10 e-mail each week asking if bolding or changing font color to red is the same a yelling or screaming. Is it the same as using all caps? It can be. Most who ask me these questions are trying to interpret what the person who sent them an e-mail really meant. They aren't sure and don't want to assume. But they know. Bolding and red type -- means the other side is trying to make a point they don't want you to overlook!

When you take the time and make the extra effort to bold or change font colors on certain words or statements you are making an emphasis. Now, the tricky part is how is that emphasis going to be perceived by the person(s) on the other side?

That depends. The very same e-mail sent to different people can garner different reactions based on the relationship dynamics between you. The very same e-mail can be perceived differently depending on how close you are or how well the person on the other side knows you. That is because we all "read" things into e-mails -- things that are not there. We assume what the other side meant. That is very dangerous territory but everyone does it.

So how do you avoid misunderstandings? Don't rely on formatting or caps to make your points. The English language in particular is filled with verbs and adjectives for every occasion. Bone up and hone your written communication skills so that you can relay your intent and tone by choosing the appropriate words to do so. By making this extra effort, you can communicate with clarity and not leave any guess-work to formatting.

HTH! ;-)

NetMannersBlog.com's New Home

This is the new home for my regular posts on E-mail Etiquette and Proper Technology Use. I had my Blog on another platform that was just a PIA and the service stunk. So here I am on Blogger!

To those who have been subscribed to this Blog for some time, or are regular visitors to NetManners.com, thank you for your patience and I'll be back and posting by Monday.

Have a great weekend!

At your service,
Judith
NetManners.com