Message Board and Forum Tips

The topic of Message Boards and their proper use comes up on a regular basis.

Here are some tips to make sure you have a more enjoyable, constructive experience:

=> Review the "Charter" or rules for the message board and abide by them. If you don't like the rules, search out another board that is more in line with what you feel is appropriate or are willing to abide by. It is the right of the owner of the message board to dicate terms of use. If you don't like them, rather than ruin the experience for all the other participants, find another message board or start up your own. Most rules are common sense and in place to ensure an enjoyable constructive experience for all members.

=> What about my right to "free speech" to say whatever I want whereever I want? Use of any site or message board is not a right! To participate, you will be asked to follow a few simple rules. The "freedom of speech" guarenteed by the U.S. Constitution that folks so willingly throw around many times to justify their poor behavior, only protects you from governmental intervention in your right to express yourself -- it does not give you free reign to use computer resources, paid for by others, against the wishes of their owner. Again, if you don't like the rules, search out another board that is more in line with what you feel is tolerable.

=> Stay on topic and discuss issues only relative to the thread in question. A thread is the term used for a ongoing conversation based on a particular subject. Feel free to change the subject to something more apropos if the thread goes off in another direction or start an entirely new thread. When you do so be sure to change the SUBJECT: field to clearly reflect the revised topic so the other members are aware of the change in direction from the original thread.

=> If new to the message board, "lurk" for awhile to get a feel for the community and personalities of the regulars before you post. You will be participating in an established community and don't want to just bust in and blurt out demands or questions before getting a good idea for the feel of the group. Then, in your first post, a short intro about you before you comment is recommended and helps you start to become part of that community.

=> Never give out personal information or specifics to your location on message boards. This information can then be farmed by troublemakers.

=> Keep in mind there will always be differences of opinion. Try to remain objective and not personalize issues if at all possible. You can disagree with others by being firm and expressing your opinion with clarity without resorting to name calling, slurs or innuendos just to make your point. Posters that behave in that manner are generally those whose opinions are weak or not based in any truth or facts and are viewed as such.

=> Don't fall for trollers. Trollers are folks who will post rude comments just to get a rise out of everyone on the board. Ignoring folks who do this simply halts their efforts to disrupt the board and get them the attention they seek. Move on to more constructive conversations.

=> Be sure to down edit, or remove any part of the post you are replying to that is no longer necessary to the ongoing converation. This includes anything within the >>> that no longer applies, previous poster's signature files and any header information. By down editing, you will show your command of the technology in which you are participating, while doing your part to keep the conversation focused and easy to read by the other members. These efforts will be greatly appreciated by your fellow members.

=> Always review your post(s) before you click send/post. Make sure they express the appropriate tone you want to relay. If you are joking, add a ;-). Use emoticons to reflect the seriousness or lack thereof of your comments. Most forums provide you with standard emoticons so you can do just that. "I didn't mean it that way..." doesn't apply online - people will take your words at their face value! If you type it (or format it), you'd better mean it and be willing to accept the repercussions that can possibly ensue. Also be sure to check your spelling and grammar to do your best to make sure you are viewed as someone who made it out of the 6th grade.

=> If conversations get out of hand and others do try to personalize your comments, try not to take it too personally - they don't know you, however, when you do defend yourself, do so politely based on your opinion not personal digs. Always take the high road and you will be respected by the other members of the forum.

HTH!

New Business Announcement Protocol

What is the proper protocol to announce a new business to several dozen companies? Would using Bcc be to impersonal? Is there a proper way to send a mass distribution so that it goes to each individual in the "To" listing without sharing the names of others who received the message?

There is no one solution to cover all those bases. If you want personalized notices, you send individual e-mails--just as you would with off-line communications. I think that sometimes folks want technology to be a one-size-fits-all based on what they are willing to do, spend or learn and it just doesn't work that way.

Did these folks give her their e-mails specifically so that she could send them such notices? Otherwise, she will be spamming them. Regardless of how important she feels her new business is, e-mailing those who did not ask for her information about a commercial venture is not the way to get a new business off the ground.

I would be more concerned about spamming than being too impersonal. Since this is a new business commercial announcement, I recommend she use a service such as VerticalResponse.com that allows you, by putting in a snippet of code such as [NAME] to add the First Name of the recipient in her notice where ever she likes.

More importantly, VR also has an unsubscribe feature at the bottom of every e-mail so those she sends to can easily get off her list if they don't want to receive future e-mails from her. The service has a pay as you go model and would be very inexpensive for only several dozen e-mails while allowing her to give the perception of the epitome of professionalism and tech savvy.

That said, services such as this have a very strong spamming policy.

No, there is no way to have each individual be in the To field unless you send each an individual e-mail or use a service as mentioned above. If you don't want to use the Bcc field you have two options:

=> Use a service like Vertical Response.
=> Create a template or stationary file in your e-mail program that you simply customize with each person's name without having to retype the entire e-mail.

HTH!

E-mailing Resumes & Cover Letters

What is the proper way to e-mail a cover letter and resume to an employer who has requested an e-mail resume? Great question and one I get asked quite frequently. First, include a brief and professional note with your attachment confirming their request.

Dear....:

Per our conversation, please find attached....

Please do not hesitate to contact me with any questions you may have. Thank you for your time and consideration.

Sincerely,
FirstName LastName

If they did not specifically give you a format that they prefer I would send my cover letter and resume in one Adobe PDF file.

The Adobe Reader is free and on almost every computer and will allow them to open one file to get both documents. PDF is the only format that would ensure that your layout will be viewed as intended on any operating system.

For example, if you send in Word format and they have WordPerfect (or visa-versa), their software will convert to the native format and the layout of your documents can end up not being as impressive as you planned.

If you don't have Adobe Acrobat software to create a PDF file there are several free services online that will convert your documents for you--just do a search at your favorite Search Engine.

Another suggestion is to name your file to be descriptive of what it is:

firstname-lastname-resume.pdf

This helps to make sure once they have the file on their computer they know who and what it is at a glance. ;-)

Good luck with your job search!

To: or Cc: ?

When do you put your contacts in the To: field or the Cc: field? There really are no hard and fast rules -- you have to use your discretion based on the circumstances at hand.

As a general guideline, use the To: field if you want to address several contacts for the same reason as a group, while encouraging their input. The Cc: field is generally used to keep people in the loop (FYI) with no expectation of a reply being required. That is unless you have something important to add to the conversation that needs to be pointed out. In that case only reply to the Sender and do NOT hit Reply to All.

One thing is clear -- don't play politics with these fields to make someone feel less important or to make a point by putting them in the Cc: field when they should be in the To: field and be welcomed to contribute. That is never a successful strategy and can have you looking trivial and/or unprofessional.

HTH!

How do I handle unasked for IM/AIM/ICQ requests?

Whenever you are "online" either through IM, AIM or ICQ, you can get other users who probably don't know you asking to be added to your contact list. Some give a first name and some don't. Since you do not know for sure if you know the person on the other side or not, what is the best way to respond?

First of all, I only allow contact with those on my approved list or they have to ask to be added. That is simply a good instant messaging practice so you are not inundated by IM spammers or weirdos looking to communicate with total strangers.

Here is what I say when I refuse a request to be added to my approved list:

"I'm sorry, as I am sure you can understand, I do not approve additions to my contact list from those who do not give me the courtesy of introducing themselves by name and including why they want to communicate with me. Have a great day!"

This way, in case it is some you know, you haven't offended them. Folks should understand why you are taking caution in giving access to anyone who does not identify who they are and their intentions. That's just common sense!

When Is It Safe to Shop Online?

Shopping is safe online as those of you with full fledged eCom sites can attest. However, many still stress their concerns about security and credibility to me on a regular basis. I have had several folks request recently if I could provide the basics tips one should use to know all is well. Ask and ye shall receive! ;-) Here you go:

1. Create a Bookmark/Favorites Folder for Online Purchases. Any site that you do pruchase items from, bookmark them to that folder for easy access at a later date. You wouldn't believe how many folks buy things, then don't remember the site they purchased from when they do not receive a confirmation e-mail (yes, some sites still do not confirm orders by e-mail).


2. Create a folder in your e-mail program as well for online purchases filing any correspondence or confirmations there for easy future reference.


3. Always expect an email confirmation with 24 hours of making an online purchase acknowledging the receipt of your order. If you do not receive such an e-mail, return to the site and request an update of your order.


4. Before inputting your personal and credit card information, be sure the site is secure by looking for the locked or highlighted padlock in your browser which indicates the connection is secure. I am always amazed at the number of sites I run into where they do not go through the process and expense of encrypting your information! This indicates either they do not know how, do not know that they should, or worse yet they do not want to incur the expense of doing so. Also look for an https: in the location bar. If the site is framed, meaning, only parts of the page are secured, there will be a lock icon within the framed portion of the site. If the site is not secure DO NOT purchase from them online.


5. Look for online stores with easy-to-understand customer service statements that include return policies, shipping terms, and a privacy policy. If these basics are not in place - find another site!


6. Don't hesitate to use an online merchant's toll free telephone number to get questions answered or clarify information from their web site - BEFORE - you order.


7. Be cautious if you're asked to supply personal information such as your SS number or bank account numbers. This information is rarely necessary for online transactions.


8. Look for a well designed credible site that gives you the confidence they will back the products and services they sell. A quality site lets you know they take their image and their perceived perception seriously and have the business savvy necessary to realize the importance of their online appearance. If the site looks home brewed or amateurish, look for a another site for the products or services you seek. No need to work with a low-end site that makes one wonder what other issues they have cut corners on when you do have a plethora of ptjer choices online. Those that do not spend the expense or effort to have a professional site, in my experience, also do not get other very important aspects of doing business or they would do whatever is necessary to give you the perception of credibility.


9. Contact information also lends credibility to an online store - it should be easy to locate on the site. There should be phone numbers, an off-line mailing address, fax number and email address. If this basic contact information is not made available to potential customers, one has to wonder why they are avoiding making contact information available. You may want to print the contact page as well so you have this information at your finger tips at a later date if necessary.


10. Print out a copy of your completed online order form or order confirmation page as a paper record of your transaction.


11. After you have received your items, always keep receipts and shipping materials in case you need to make a return.

I pretty much buy everything online and do not have security concerns. If the above basics are not in place, I look elsewhere to a site that understands and invests in the importance of such issues. To get my business, one has to convince me both in their verbiage, images and prices that they are legitimate and worth my hard earned dollars - you should do the same!

Undeliverable or Returned E-mails

I get asked about this all the time from my clients, so I thought I would share with you today information on undeliverable or returned e-mails. The several common reasons you may receive undeliverable e-mail returns:

• You had a typo in the e-mail address making it incorrect and therefore undeliverable. Conducive to dialing an wrong phone number.


• The person you are e-mailing actually gave you an incorrect e-mail address (typo) - that happens a lot!!


• Their inbox is filled to capacity due to large attachments or not logging in for a while. Another cause is they have "leave mail on server" checked in their e-mail program which then does not allow their e-mail account to be cleared as all e-mail is "left on the server". Until that option is unchecked and all e-mail is downloaded to clear out their e-mail account this will continue to happen. Leave this option unchecked unless you can micro-manage it!


• A spammer used a phony e-mail address when sending to you and your autoresponder message could not respond to the bogus e-mail address.


• Someone who has your e-mail address on their system has a virus that is propagating itself to old or non-existent e-mail addresses putting your address in the FROM: field. This causes undeliverable virus generated e-mails to be return to you.

Undeliverable error messages are the protocol in place to let you know when messages do not (for many different reasons) make it to the intended recipient. You want to become familiar with how these messages relay exactly what the problem is.

With all returned e-mails, there will always be an "undeliverable reason" at the top of the e-mail as to why the message could not be delivered. Many of you have noticed as of late the rash of Undeliverable Messages being returned by your ISPs due to viruses.

If you look closely at the returned message you will see what the problem was - they look similar to this:

The original message was received at Thu, 12 Jun 2003 18:45:05 -0500 (EST) from tiberius-t.isp.net [207.69.232.22]
----- The following addresses had permanent fatal errors -----
----- Transcript of session follows -----
... while talking to mx.server.name.here.:
>>> RCPT To: <<< 550 ... User unknown 550 ... User unknown

The above reflects that there is no such e-mail address on that system - user unknown.

Here is a listing of the most common error codes you will see in undeliverable e-mails and what they mean:

=> 251 User not local; will forward to 421 Service not available, closing transmission channel

=> 450 Requested mail action not taken: mailbox unavailable (E.g., mailbox busy)

=> 451 Requested action aborted: local error in processing

=> 452 Requested action not taken: insufficient system storage

=> 500 Syntax error, command unrecognized

=> 501 Syntax error in parameters or arguments

=> 502 Command not implemented

=> 503 Bad sequence of commands

=> 504 Command parameter not implemented

=> 550 Requested action not taken: mailbox unavailable (E.g., mailbox not found, no access)

=> 551 User not local

=> 552 Requested mail action aborted: exceeded storage allocation (mailbox filled)

=> 553 Requested action not taken: mailbox name not allowed (E.g., mailbox syntax incorrect)

=> 554 Transaction failed

These messages vary depending on the systems involved in the delivery of the e-mail. And, you will always see the e-mail that could not be delivered below the error message to see if it is in fact an e-mail you sent, your autoresponder or a virus generated e-mail that you did not send.

HTH!

It's Still Spam!

Every day through NetManners.com I get inquiries about the appropriateness of e-mailing other onliners about commercial ventures, new businesses or "information I know they can use." Whenever this question is asked it is because the person making the inquiry has an inkling that they shouldn't but want to see if there is an excuse or a reason to override what they pretty much know is not a good idea.

*"Can you e-mail someone you don't know whose e-mail address was included with yours and a whole bunch of others in the To: field of a forwarded e-mail? I have some information about my company I know they can use." Nope, spam!

=> Just because you have a contact in common, doesn't mean you have the right to e-mail everyone they know. Because the knucklehead who forwarded the e-mail didn't use the Bcc: field for their list of contacts thereby displaying everyone's e-mail address publicly to strangers doesn't give you the right to e-mail those whose addresses you are now aware of. You don't know them--why would you want to e-mail them?

No matter how important you think your information, product or services are you don't e-mail others about them unless they specifically gave you their e-mail address and asked you too.

*"Can you e-mail business associates you've known over the years about your new business?" Nope, spam!

=> That would be taking a liberty with the e-mail addresses of those associates--and hope they appreciate you doing so. Did they provide their e-mail address because they wanted to know about your new business? If not, don't spam them. Why not send an old-fashioned snail-mail letter on your new nifty letterhead and send them a business card with the introduction? Certain business practices will never go out of style!

*"Can you e-mail addresses found publicly listed on business sites about your commercial venture?" Nope, spam!

=> If an e-mail address is listed on someone's business Web site that doesn't mean they want to be sold to or hear from anyone who feels they have a service or product to offer. You're still spamming them--because they didn't ask for your information. Instead, use their contact form to ask if they would be interested and to whom specifically you can send more information. Don't use their server resources and include your whole sales pitch in the form. Short, sweet and ask if they are interested and if they would like to know more. If you don't hear back, you have your answer.

The fact remains that unasked for e-mail is spam. If an onliner did not directly provide their e-mail address to you to know about your commercial venture, you don't e-mail them. There are all kinds of nifty and creative marketing tactics one can use to get their business exposure and to make announcements. If your credibility and legitimacy are important to you, blindly e-mailing others isn't one of them.

Virus Apology?

Should you apologize if your business computers/network gets an e-mail virus that starts sending out to all your clients? First you want to figure out how that was allowed to happen in the first place so it does not happen again. Lack of employee training, software, updates?

Then, you may want to send out a simple broadcast apology stating you are sorry for any inconvenience caused and noting the proper practices are now in place to prevent this from happening again.

Keep in mind however, that if your customers have good virus protection, it probably will not be an issue and they may not even notice because the infected e-mail will be quarantined on the download. See, the only people who have problems with viruses are those who don't make the effort to protect their own computers which includes constantly updating their virus software.

What about if your personal computer gets a virus and sends out to everyone in your address book? It's called grovel! At this point in time there really is no excuse to be that irresponsible. Offer all your contacts your humble apology only after you download some reliable virus protection software so this doesn't happen again. And, make sure you use the built in update scheduler to ensure that your computer is kept informed of the latest new viruses to know what to protect you from.

If you know someone who needs to be made aware of this information, check out my article on the topic. Simply click on the little "SEND" button in the top right corner of the page to e-mail them a direct link:

Remaining Virus Free is YOUR Responsibility!

Dear John E-mails?

In the past several weeks, several onliners have e-mailed me about getting a "Dear John e-mail" and asking how they should reply. One lady explaining that after a decade long relationship that the Dear John e-mail not only ended things but made the statement to not bother replying or calling. What a cad! And a chicken boy to hide behind his monitor when it comes to something he should have been man enough to talk about in person about!!

Some things are not meant to be communicated by e-mail. Breaking up a relationship is certainly one of them! Not only is it extremely bad manners to send a Dear John e-mail, it is plain old selfish. Obviously anyone would be better off without a person in their life who cannot even give them the courtesy of contacting them on the phone or in person to about such an emotional issue.
I have covered this topic in various articles but will do my best to continue to put folks on notice that sometimes you have to communicate face-to-face or at the very least on the phone in certain cirumstances. Even if it is more difficult -- it is simply the right thing to do!

Unfortunately, there will always be those who are lean on character who will hide behind their screens when it comes to doing what's right. That in of itself should speak volumes of the type of person they are (and are not!).

If you receive a Dear John e-mail, know you are better off without someone like that in your life. Hold your head high and think of it as though they did you a favor!

Please Don't Jump to Conclusions

Before you hit that Reply button and start typing a cryptic emotional response that you may later regret, sit back and reread the e-mail you are responding to carefully and take its intent in it's entirety. If you react emotionally to only a portion of an e-mail without looking at the message as a whole, you can many times take the sender's meaning out of context.

The last thing you want to do is send off a reply that is filled with accusations (and the formatting to back up your intent) when, if you would have reread the e-mail, and took it at it's face value, you could have saved yourself embarrassment. Make sure you are not reading anything into the e-mail that isn't there!

I see this happen every day. "I thought that they meant...." when in fact the e-mail in question did not indicate anything to that effect. The person was reading more into the typed words than was actually there (or didn't take the time to read the e-mail in its entirety). More times than not, if you take something personally that is not meant as such, it is because you chose to do so.

Take the sender's words at their face value and don't assume anything that isn't there. If you still feel upset, take the time to ask if how you perceived their words is what they meant before you fly off the handle. You will find you avoid hurt feelings and misunderstandings by asking instead of reacting!