The following is an excerpt from my book, Netiquette IQ .
All email users send attachments on a regular basis whether they are personal, business or social. It is incumbent to preserve good Netiquette by using the attachments properly.
Most attachments are simply a means of document delivery. However, it has also become commonplace for to use attachments to launch cyber attacks, typically with executable code, which produce many varied effects, some highly destructive and malicious. When a recipient receives a suspicious attachment, it should be scanned and, unless it is from a trusted source, not opened. Some corporations, hosting companies, and ISPs will block, quarantine, or remove files with specifically identified file extensions. It is beneficial to consider at least some of these security measures [JL1] to prevent inadvertent file removal. Care should be taken as well not to forward such messages without a security scan.
- Do not send attachments that are not needed.
- Do not return attachments when replying. The original sender knows what they attached.
Finally, when attachments are sent, some may have similar names to other files on the sender’s system. With an inadvertent slip, the wrong attachment may go out, perhaps a compromising or confidential document. Therefore, opening attachments to validate they are appropriate and correct is critical to a proper email process.
Titles of attachments are often visible in a mailbox preview mode. These titles can be very important for a number of reasons. Primarily, an accurate and appropriately named attachment will encourage the recipient to open the email and read the attachment. If an attachment is not appropriately named, opening it may be delayed or dropped altogether. Some important considerations to utilize in titling attachments are date, specific content (e.g., proposal, invoice, résumé, or author). Avoid using titles that are very long, contain all numeric characters, do not represent the content, or have inappropriate information. The last might contain dates long since past or very generic names such as “letter,” “schedule,” and so forth. Maintaining a structured process such as consecutive numbering or defining categories is not only useful for the recipient but also for the sender. It is also important to adhere to in attachment titles by utilizing correct punctuation, capitalization, and spelling.
Good Netiquette to All!
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In addition to this blog, Netiquette IQ has a website with great assets which are being added to on a regular basis. I have authored the premiere book on Netiquette, “Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". My new book, “You’re Hired! Super Charge Your Email Skills in 60 Minutes. . . And Get That Job!” has just been published and will be followed by a trilogy of books on Netiquette for young people. You can view my profile, reviews of the book and content excerpts at:
Anyone who would like to review the book and have it posted on my blog or website, please contact me firstname.lastname@example.org.
In addition to this blog, I maintain a radio show on BlogtalkRadio online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and Yahooa member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ and PSG of Mercer County, NJ.
Additionally, I am the president of Tabula Rosa Systems, a “best of breed” reseller of products for communications, email, network management software, security products and professional services. Also, I am the president of Netiquette IQ. We are currently developing an email IQ rating system, Netiquette IQ, which promotes the fundamentals outlined in my book.
Over the past twenty-five years, I have enjoyed a dynamic and successful career and have attained an extensive background in IT and electronic communications by selling and marketing within the information technology marketplace.