Boast send a copy to my e-mail. How to set up forwarding of all letters from one mail to another! Ethics in business email
Every day we send dozens emails. Sometimes these are very short messages, for example: “Shall we go to lunch?” Sometimes - with the help of which you present your business or website. When there are a lot of letters and little time, we begin to rush and make mistakes. Usually trivial, like a typo, but sometimes things happen that can seriously harm your reputation and spoil your relationship with a client or employee.
This can be avoided, you just need to be collected and know about some pitfalls. Here are the most common mistakes made when sending emails. Read carefully and remember that you first need to take a short pause, check if everything is in order, and only then click on the “Send” button.
You are typing the wrong address
The most common and most unpleasant mistake. Imagine you want to send rather personal photos to a friend, but you automatically type the address of your boss or customer. And only after the letter has left do you realize with horror what has just happened. If it’s any consolation, each of us has found ourselves in this situation at least once in our lives: lawyers sent confidential documents to the opposite party, designers sent website layouts to the wrong client, etc. But when this happens to us, it seems that the ground disappears from under our feet.
Fortunately, many email services, for example Gmail, have a function. Turn it on and specify a large time interval - it’s quieter, you know.
You forgot about the attachment
You wrote that a certain file was attached to the letter, but you forgot to attach it. Another common mistake that often leads to misunderstandings and apologies. On the one hand, it’s okay, no one is perfect, but it’s better to check everything first and only then send the letter. And to avoid questions from the recipient, we recommend listing all attached files directly in the body of the letter. For example, like this:
Hello, Maxim! I am sending you several files, they are attached:
Service Agreement
GIF with a cat
You don't think about the design
They greet you, as you remember, by their clothes. If you want to prevent your email from making you want to immediately delete it, work on its form. They say you need to devote as much time to it as to the content. Fortunately, today it's easy. We recommend using Wix app ShoutOut, select a suitable template and add your text to it. No special knowledge is required, just make sure everything looks neat and beautiful. By the way, a good newsletter has its own secrets and rules, so we recommend reading our email marketing director. Don't thank me.
You do not specify the subject of the letter
The subject of the letter performs approximately the same role as the title of the text. It appears next to your name, the recipient sees it and understands what you sent him: an invoice, meeting results, job offer, website layout, etc. Remember that the topic must be clearly formulated so that if necessary, a person will quickly find your letter, and convincing so that he becomes interested, if we are talking about, say, a newsletter. Not long ago we wrote about how, if you have forgotten, it’s worth re-reading.
You don't save drafts
If you like writing letters to text editors, then save more often, otherwise it will turn out that you spent the whole day working on a letter, and then suddenly the computer froze and everything was lost. Or write directly in the mail service - then all your sketches will be automatically saved in the “Drafts” folder.
You are being rude
Politeness in correspondence is no less important than in life. Here are the basic rules that must be followed by everyone:
Always thank the sender for the letter, especially if you see that he did a good job. Remember when we were all taught “magic” words as children? Let's not forget them, even though we are adults.
Stay calm, even if the matter is extremely urgent and important. Nervousness and reproaches will definitely not lead to anything good.
Begin and end your letter with common phrases. The degree of formality will depend on who you are corresponding with. If this is your boss or just an official person, do not use “Hello,” “Bye,” or “Kisses.” And vice versa, if you are writing to a colleague or friend, you can do without the traditional “Sincerely.”
You don't proofread the text
Typos can ruin the whole impression, so carefully re-read the written letter, preferably several times. If you have doubts about spelling or syntax, go to Gramotu.ru. It’s better to measure seven times, that is, check, than then apologize for typos and prove that you are actually literate.
And by the way: if you are afraid of accidentally sending an unfinished letter, first write the entire text in full, and only then type the recipient’s address.
You are not putting the right people on the copy of the letter
Let's figure out who might actually receive your letter. The To field is the primary recipient. Field "Ss" - the person who will receive the copy. He is not directly related to the issue being discussed, but wants or needs to be aware. The "Bcc" field is the hidden recipients. You add them, but the primary recipient doesn't see them. And here you need to be careful: you can confuse Cc and Bcc, and then the recipient will think that he is being spied on.
Keep in mind that it is important for some people to be aware of what is happening. You don’t want to listen to reproaches about “How could you not add me to the copy?! I worked on this project for two months!” If in doubt, add everyone who has anything to do with the question. Maybe not everyone will be happy that they are being distracted, but there will be no complaints against you.
You don't subscribe
You wrote “Sincerely, Masha” and think that everything is in order, but the recipient of the letter sits and wonders what kind of Masha this is. From the printing house? Or maybe an illustrator? To avoid leaving him guessing, set up a signature and it will be automatically added to the end of each of your messages. Be sure to include your first and last name, company name, position and contact information, for example, Skype or phone number. You can add an address - although this is advertising, it is unobtrusive.
You're choosing the wrong time
Writing letters at night is not a good idea. Reason one: you are probably terribly tired during the day, you don’t think very well and you risk doing everything specified errors. Reason two: the avalanche of morning mail will bury your midnight letter, and the addressee will definitely not see it in the near future. And third: apparently, you have nothing better to do if you are writing business letters at three in the morning.
Our advice: if nothing Important or Urgent has happened, send messages from Monday to Friday and during working hours, like all normal people.
Need to for your business? Create it yourself on Wix - it's easy and free!
“It’s like the fairy tale about the boy who constantly cried wolf.” If you abuse the “urgent” tag, people will stop answering your emails. And a truly important letter may go unnoticed because of this.
Familiarity
Yes, the tone of your letter can reflect your relationship with the recipient. However, you may be considered unprofessional if you allow yourself to be too informal in your correspondence. Don't overuse exclamation marks, emoticons, colored text, unusual fonts and excessive brevity of messages.
Be especially careful if you have to work with people different ages, with a language barrier or with those who prefer a more traditional form of communication.
Too dry tone
At the same time, being a robot is also not worth it. It's okay if you show your character or enthusiasm in your letters - within reasonable limits.
Reply All
Work email is not for entertainment, but for communication. So if you're replying to an email sent to a group of people, think twice before clicking "reply all." To do this, your answer must be extremely important to everyone.
Sending copies without permission
Sharing other people's information with others is, to say the least, impermissible. It doesn't matter whether you send a client a copy of a letter from your boss who responded to him in any way, or include one employee in personal correspondence with another. Few people might like it if you send a copy of a letter without their consent.
Send BCC
Sending BCC breeds mistrust. If you want to send a letter to someone, and this person, in theory, should not participate in work correspondence, copy the text and send it as a separate letter.
Unspecified email subject
Subjects like “It’s Me,” “Hello,” or “FYI” (FYI) simply don’t grab attention. The person will not understand what is being said and will not want to respond to the letter. Work-related letters should be clear and concise. The recipient is more likely to open the email if he understands what you want from him.
Sending too many personal emails
You can sometimes use jokes, touching stories and motivational quotes to cheer someone up. But people get tired of this quickly, no matter what your intentions were in writing them. If you send too many personal emails, they will simply be set to auto-deletion.
Be rude
You shouldn’t send letters full of poison, because people will remember it when the opportunity arises. Instead, write a letter and leave it in “Drafts” for two days. Then you can come back to it and edit it, removing the barbs. This way you will achieve what you want faster. In addition, you will be treated as a very patient and thoughtful professional.
Stupid email address
If you are sending an email to a client, employee, or potential employer, do not use email with an “unprofessional” title. If there is anything in the email title that purports to be witty or contains sexual or vulgar connotations (something like ), you run the risk of making the other person feel negative about you from the very beginning. Create a separate email for purely professional needs.
Typos
The fact that the email was sent from an iPhone is not an excuse for sending sloppy emails. If you make more than one mistake in your letter, it may be considered unprofessional. If this is a very important letter, and you are in a hurry to get somewhere, then try to at least check it before sending it.
Sending emails early in the morning
Most people, when receiving letters, look at the time they were sent. If the letter is sent too early, you may be viewed negatively. At the very least, you will be considered a workaholic with no personal life. It's worse if you are considered intrusive. If inspiration awakens you at night, write a letter, save it in “Drafts” and send it during working hours.
Too many punctuation marks
People sometimes get too carried away and use a lot of exclamation points. The result may seem immature or too emotional to some. Don't abuse it!!!
Non-professional fonts
The Purple Comic Sans font has its own scope. In business, it is better to use classic fonts, colors and sizes. Your letters should be easy to read.
Typically a font size of 10 or 12 is used. Easy-to-read fonts like Arial, Calibri or Times New Roman are best for the job. Preferable color is black.
Letter too long
Most people spend seconds, not minutes, reading emails. Many people simply skim over the text with their eyes, so write your letters based on this. People find it difficult to read large paragraphs - break the text into blocks smaller size. Highlights and bulleted lists much easier to read. You can also highlight the main points in bold or italics, but do not do this often.
Today, almost every person has an email, or even several. However, quite often e-mail contains a large number of important information. And losing it can be worse than if you take it and format it HDD your computer. Therefore, taking care of creating backup copies, so-called backups, of your mail is no less important than backing up your documents. But her solution is not as trivial as copying files from one location to another. Even if you find the files mail programs, in which all your letters are stored, it will be difficult for you to do anything with them. Try to answer yourself a few questions: “how will you restore letters?”, “how will you view one of the letters?”, “how are you going to look for the letter you need in the backup copy?” etc. There is no clear answer to almost all questions, or it will be so complicated that you will quickly give up on it.
The class of utilities discussed in this review will allow you not only to save your precious emails in a safe place, but also to perform tasks with them simple operations, such as: browsing, searching, etc.
Review of free programs for creating mail backups
MaiStore Home is a powerful mail backup tool
Allows you to create backups all messages Email(email) from various applications and online services, and store them in one secure archive. The utility really knows how to work with huge sizes. This is easy to feel; just try to look for something, and you will see that the speed is simply amazing. It falls into the category of “set it up once and use it.” The utility has a fairly flexible interface for configuring recovery from a backup copy. So you can always quickly restore everything you need. Always remember that the utility does not create backup copies of account and contact settings, although you can always restore the latter from emails.
Can create backup copies:
- Microsoft Outlook 2000, XP, 2003, 2007, 2010, 2013
- Outlook Express, Windows Mail and Windows Live Mail
- Microsoft Exchange Server 2003, 2007, 2010, 2013
- Mozilla Thunderbird and SeaMonkey
- POP3 and IMAP (including webmail services such as Gmail and Yahoo)
- Microsoft Office 365 (Exchange Online)
- .eml and other files
For products of this kind, MailStore is updated quite often. This gives you confidence that in a year you won’t have to look for a suitable utility again and set everything up again. The user interface is a bit angular in some areas. But, nevertheless, the utility is quite easy and simple to use. You can read emails directly from the backup, and it will be as easy as if you were reading them from mail clients. You can even reply to messages directly from MailStore. We can say that this program is suitable for users of any level.
KLS Mail Backup is a simple and high-quality program for creating mail backups
This is a simple and high-quality utility designed to create email backups of many popular email clients. It also allows you to backup profiles of various Internet programs. The utility uses the well-known Zip format to compress and store electronic messages. So you can always access your messages directly. The processes for creating and restoring backups are presented with special setup wizards. Even the most inexperienced user can quickly figure out what's what and start using it. KLS Mail Backup is free for personal use only.
KLS Mail Backup cannot work with the POP and IMAP protocols. This means that you will not be able to backup your mail directly from the server.
Various products for creating backups...
MozBackup is a utility for creating backup copies of the following programs: MozSuite/SeaMonkey, Mozilla Firefox, Mozilla Thunderbird, Netscape, Flock, Sunbird, Spicebird, PostBox and Wyzo. It saves mail, bookmarks, address books, passwords, etc.
Comodo Backup is general purpose a backup utility that also allows you to create email backups. You are also offered 5 GB of online storage for free. Comodo operates from customers who use online storage on a commercial basis. It supports Thunderbird, Microsoft Outlook, Windows Live Mail and Outlook Express. It also allows you to create backup copies of files and folders.
MailBrowserBackup is simple portable program which detects and prompts you to create a backup Internet Explorer, Mozilla Firefox (profile), Flock, Windows Mail, Windows Contacts (Win 7), Windows Live Mail, Mozilla Thunderbird, Opera (browser and mail), Apple Safari, Google Chrome, SRWare Iron, FileZilla FTP client and Windows Live Messenger Plus.
In Windows 7, you will need to run the program as an administrator or the account associated with Windows Contacts, otherwise the utility will not be able to create a backup for it.
Microsoft provides a free backup program for Outlook that backs up your pst files. Works with Outlook 2002 and later.
Gmail Backup (site no longer available) is an open source solution that allows you to create backup copies of your emails using the IMAP protocol.
Quick selection guide (links to download free programs for creating mail backups)
MailStore Home
| Backup all email messages from multiple apps and accounts. Quick search. Ease of working with backups. Backup via POP3 and IMAP protocols (including webmails such as Gmail and Yahoo! Mail). Very easy to use. | ||
| Requires Microsoft .NET. | ||
| ------------- | ||
| http://www.mailstore.com/en/mailstore-home-email-archiving.aspx | ||
| 5.5 MB 8.1 Free for private use only Windows 2000 / XP / Vista / 7 / 8 | ||
KLS Mail Backup
| Many popular email clients. A clear and simple tool for creating backups. Uses zip archives to store your mail, so you always have direct access to your emails. | ||
| Does not support POP and IMAP protocols. This means that you cannot create backups directly from the mail server. | ||
One of the most popular functions on the site is the application or order form, the data from which is sent by email to the site owner. As a rule, such forms are simple and consist of two or three fields for data entry. How to create such an order form? This requires the use of HTML markup language and PHP programming language.
The HTML markup language itself is simple; you just need to figure out how and where to put certain tags. With the PHP programming language, things are a little more complicated.
For a programmer, creating such a form is not difficult, but for an HTML layout designer, some actions may seem difficult.
Create a data submission form in html
The first line will be as follows
Now let's put everything together.
Now let's make the fields in the form mandatory. We have the following code:
Create a file that accepts data from the HTML form
This will be a file called send.php
In the file, at the first stage, you need to accept data from the post array. To do this, we create two variables:
$fio = $_POST["fio"];
$email = $_POST["email"];
Variable names in PHP are preceded by a $ sign, and a semicolon is placed at the end of each line. $_POST is an array into which data from the form is sent. In the html form, the sending method is specified as method="post". Thus, two variables are taken from html forms. To protect your site, you need to pass these variables through several filters - php functions.
The first function will convert all the characters that the user will try to add to the form:
In this case, new variables are not created in php, but existing ones are used. What the filter will do is transform the character "<" в "<". Также он поступить с другими символами, встречающимися в html коде.
The second function decodes the URL if the user tries to add it to the form.
$fio = urldecode($fio);
$email = urldecode($email);
With the third function we will remove spaces from the beginning and end of the line, if any:
$fio = trim($fio);
$email = trim($email);
There are other functions that allow you to filter php variables. Their use depends on how concerned you are that an attacker will try to add program code to this html email submission form.
Validation of data transferred from HTML form to PHP file
In order to check whether this code works and whether data is being transferred, you can simply display it on the screen using the echo function:
echo $fio;
echo "
";
echo $email;
The second line here is needed to separate the output of php variables into different lines.
Sending received data from an HTML form to email using PHP
To send data by email, you need to use the mail function in PHP.
mail("to which address to send", "subject of the letter", "Message (body of the letter)","From: from which email the letter is sent \r\n");
For example, you need to send data to the email of the site owner or manager [email protected].
The subject of the letter should be clear, and the message of the letter should contain what the user specified in the HTML form.
mail(" [email protected]", "Application from the site", "Full name:".$fio.". E-mail: ".$email ,"From: [email protected]\r\n");
It is necessary to add a condition that will check whether the form was sent using PHP to the specified email address.
if (mail(" [email protected]", "Order from the site", "Full name:".$fio.". E-mail: ".$email ,"From: [email protected]\r\n"))
{
echo "message sent successfully";
) else (
}
Thus, the program code of the send.php file, which will send the HTML form data to email, will look like this:
$fio = $_POST["fio"];
$email = $_POST["email"];
$fio = htmlspecialchars($fio);
$email = htmlspecialchars($email);
$fio = urldecode($fio);
$email = urldecode($email);
$fio = trim($fio);
$email = trim($email);
//echo $fio;
//echo "
";
//echo $email;
if (mail(" [email protected]", "Application from the site", "Full name:".$fio.". E-mail: ".$email ,"From: [email protected]\r\n"))
( echo "message sent successfully";
) else (
echo "errors occurred while sending the message";
}?>
Three lines to check whether the data is being transferred to the file are commented out. If necessary, they can be removed, since they were needed only for debugging.
We place the HTML and PHP code for submitting the form in one file
In the comments to this article, many people ask the question of how to make sure that both the HTML form and the PHP code for sending data to email are in one file, and not two.
To implement this work, you need to place the HTML code of the form in the send.php file and add a condition that will check for the presence of variables in the POST array (this array is sent from the form). That is, if the variables in the array do not exist, then you need to show the user the form. Otherwise, you need to receive data from the array and send it to the recipient.
Let's see how to change the PHP code in the send.php file:
//check if variables exist in the POST array
if(!isset($_POST["fio"]) and !isset($_POST["email"]))(
?> ) else (
//show the form
$fio = $_POST["fio"];
$email = $_POST["email"];
$fio = htmlspecialchars($fio);
$email = htmlspecialchars($email);
$fio = urldecode($fio);
$email = urldecode($email);
$fio = trim($fio);
$email = trim($email);
if (mail(" [email protected]", "Application from the site", "Full name:".$fio.". E-mail: ".$email ,"From: [email protected]\r\n"))(
echo "Message sent successfully";
) else (
echo "Errors occurred while sending the message";
}
}
?>
We check the existence of a variable in the POST array with the isset() PHP function. An exclamation mark before this function in a condition means negation. That is, if the variable does not exist, then we need to show our form. If I hadn’t put the exclamation point, the condition would literally mean “if exists, then show the form.” And this is wrong in our case. Naturally, you can rename it to index.php. If you rename the file, do not forget to rename the file name in the line
