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November 13th, 2008:

CC and BCC: What These Are and How These Should be Used

Nov 13th, 2008
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When composing a message in your email’s message box, you most likely have noticed the CC and BCC fields. These fields can contain addressees of the email you’re going to send. Don’t know the difference between a CC and a BCC? Below are some information on what these are and how these should be used.

CC means carbon copy or courtesy copy, and this field is used to contain the email addresses of all the persons whom you want to send a copy of the email you are sending. For example, if you’re working on a project with a team and you were asking your boss or telling him about something that concerns the project, then you’re going to put your boss’s email address on the To field and then input your teammates’ email addresses on the CC field. All the recipients, both your boss and your teammates will see who exactly got the message.

But what if you want to send a copy of the message to someone but don’t want others to know that that person received a copy? Then that’s when you should use the BCC field. BCC means blind carbon/courtesy copy, and this field is usually used when someone is being sneaky or when the sender just doesn’t want to explain why he or she feels the need to send someone else a copy of the email message. This field can also be used so that the recipients won’t see the email addresses of the others who got a copy of the email. This way, their email addresses are protected and they can be sure that other people who don’t know them won’t get their email addresses through the email you sent.

Email Etiquette Guidelines

Nov 13th, 2008
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Whether you’re emailing clients or sending messages to your best friends, it’s important to take email etiquette into account. After all, you could end up losing valuable clients or even annoy your friends if you start sending email messages that don’t communicate your message the way it should.

* Double-check your email message before you send it. Email messages can easily get misunderstood, so its important for you to read and reread your message before pressing the “send” button. You should also make sure that you’re sending your email message to the right recipients.

* Use current antivirus software. Make sure that you’re not unknowingly spreading virus to everyone on your mailing list. Once you end up spreading viruses, many people are likely to remove you off their contacts list. This includes your current clients and potential ones.

* Write a clear and concise subject line. Don’t take the subject line for granted. Your subject line is supposed to contain the gist of your email message. If your subject line doesn’t catch the attention of readers, it’s likely that they’ll just delete your email message.

* Clean up emails before forwarding them. If you have something to share but it’s been sent by so many other people before you, you might find that there are lots of information on the page that aren’t useful. Erase the email addresses of past senders and just retain the email message you want others to read. In case you have any comments regarding the email message you’re sending, place them before or after the forwarded message. Be careful not to mix the forwarded email message and your comment together because this may confuse readers.

How to Prevent Spam from Entering Your Email

Nov 13th, 2008
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Spam emails can cause your email account to be flooded with useless and even potentially harmful messages. These spam emails can infiltrate your computer and give it viruses, malicious programs, or spyware. There are various ways by which you can lessen the number of spam emails you receive at your email account.

* Use a different email when registering for various websites online. Do you love joining various social networking sites? These sites will most likely ask you for your email address. A good thing to do would be to create a different email account and use this account when signing up for various sites or for entering promotions. Even though websites usually state that they guarantee your email is safe, spammers can still find ways to get emails from various sites. Using a different email for various sites than the one you use for important correspondence lessens your chances of getting spam emails at your official email account. You can even send your registration emails to your official email account so you won’t have to keep checking two accounts.

* Use your email account’s spam filter. When you see spam emails in your inbox, mark them as spam. By doing this, your email will be able to recognize similar messages as spam.

* Don’t click on unsubscribe links. Although spam emails promise to take you off their mailing list when you click the unsubscribe link, this isn’t always true. In fact, when you click the link, spammers will just send their mail to you via a different email account because all you did was verify that your email account is indeed active and that you are opening and reading emails.

Why Spam Emails Aren’t Good for You

Nov 13th, 2008
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If you have a free email account, then you’re most likely getting tons of spam emails. Spam emails are unwanted emails that keep popping up in your inbox. These spam emails, aside from being annoying, are also bad for you. Below are just some of the reasons why you shouldn’t take spam lightly.

* Spam emails can bring you malware. When you open spam emails — especially if you open their attachments — computer viruses, malicious programs, and spyware may enter your computer system and cause serious problems. These viruses and programs can cause your documents to become unreadable, or even cause your computer to crash.

* Spam emails are often used for phishing. Phishing happens when links are utilized to get personal information from computers. You can lose your financial data, account information, and even your social security numbers to individuals who would like to use these information for identity theft. When phishers get various information about you, they can use these for online transactions.

* Spam emails can take up much of your time. Sifting through your emails and deleting unwanted ones can take a chunk off your time that you could have used for doing more productive tasks. Aside from that, you may be tempted to click on links or download attachments that can cause harm to your computer.

When you receive spam email, it’s important that you delete these immediately so that you won’t run the risk of clicking links by mistake in case you open the emails again. It would also be good for you to mark these kinds of emails as spam so that your email account can spot similar emails and put them in your spam folder instead of your inbox.

Email Encryption: What It Is and Why You Need It

Nov 13th, 2008
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If you don’t encrypt the data that you transmit via email, then you run the risk of having somebody else read what you sent. Data transmitted over the Internet are not private or secure, and these data can actually be stored in servers and unearthed again after a long time has passed. Thanks to email encryption, though, you can prevent this from happening.

Email encryption is a method of data compression that changes your files into a format that is inaccessible to unauthorized persons. This is done to make sure that confidential and sensitive data transmitted over the Internet will not be read by a third party. If you want to do more than just email encryption, you can also apply encryption to an entire volume or drive. To make use of the drive, you need a special decryption key. Once you have finished accessing files in the drive, it then returns to its encrypted state, making it unreadable by spyware, Trojan horses, or snoops.

Email encryption and other encryption schemes may be symmetric or asymmetric. Symmetric key algorithms include AES and DES, and Blowfish. These algorithms work with only one key that the sender and receiver share. This key serves to encrypt and decrypt text. Asymmetric encryption schemes, on the other hand, use a pair of keys, a public key, and a private key. The public key can be posted online so that senders can use this for email encryption. Once data have been encrypted, they can only be decrypted by the person who has the private key. Asymmetric email encryption is considered more secure because the decryption key may be kept private.