Once you have composed your email, it’s time to send it. You’ll need to set who you will be sending the email to. There are different choices for sending emails:
Who to Send the Email To
Before hitting the Send button, determine who really needs to receive your email. Sending the email to just those who really need the information in the email is a more efficient use of everyone’s time.
The To Field
The To field would be those who are directly involved/interested in the topic of the email.
- Left click the To icon to the left of the To field of your email.
Opens your Address Book.
- Scroll through the list of contacts in your Address Book until you find the person(s) who should receive the email.
- Once you find the contact that you wish to send the email to, left click the name.
The name becomes hightlighted in the contact list.
- Left click the To button on the right.
The contact is added to the Message Recipients box beside the To button.
- Repeat the last 2 steps for each person who should receive the email.
- Once you have all the message recipients added, left click the Ok button at the bottom of the window.
You will be taken back to your email with the To field filled in.
- Now, left click the Send button to send your email.
The Cc Field
The Cc (carbon copy) field will send a copy of your email to the selected contacts.
To add message recipients to the Cc field the procedure is the same as for the To field, except this time you left click the Cc button instead of the To button. Contacts selected for a cc will be added to the box to the right of the Cc button while adding contacts from the Address Book screen. Once you are finished, left click the Ok button and your email will now show who you are sending a cc to.
The Cc should be used for those who need to be informed about the message, but do not need to take action on the items discussed.
Don’t cc everyone involved in a project or the group the contacts belong to. This adds unneeded clutter to people’s email mailboxes.
The Bcc Field
The Bcc (blind carbon copy) field sends a copy of the email to additional people but those in the Cc and To fields do not know they received a copy.
Adding contacts to the Bcc field is done the same way as the To and Cc fields, this time clicking the Bcc button once the contact is selected.
Note: Using the Bcc does not fully hide whom you sent a Bcc copy to. A savvy computer user can look at the message source code to see whom the message was sent to.
Each email service has a limit on how large of an attachment the recipient is permitted to receive. Your email service will also have a limit on the size of file you can attach to your emails.
Attachment File Size
You may have noticed that your email program will want to reduce the file size for pictures before sending. There are two reasons for this:
- Reducing the file size of the attachment will make the email send and receive quicker.
- It is trying to save you the trouble of resending the attachment when your mail server or the recipient’s mail server rejects your email.
To avoid sending and receiving problems with your attachments, limit the size of the email attachment to 1Kb. This can be done through a graphics program if it is a picture or by breaking the document into smaller sections.
Sending Emails with Proprietary Format Attachments
Don’t send email attachments that require specific programs to open unless you know for sure that the recipient has the program.
One common problem related to attachments is sending documents that are created with Microsoft Office. Yes, a lot of people have Microsoft Office, but the issue is that you may have a newer version of Office than the recipient(s) do. Case in point: The newer versions of Office use a different file extension than their older counter parts. There is a plug-in a savvy computer user can install to open these files, but a novice may not know this or the recipient may not have the permissions on the computer they are using to add the plug-in.
Sending a PDF of the document might be a safer bet. Again, if you are using the latest version of Adobe Acrobat to compose the PDF your recipients might not have all the features you used in their version of PDF reader.
Sending Emails Efficiently
As you can see from the above instructions there are different ways to classify who receives your email.
Review of Sending Emails
- Only send emails to those who are truly interested in the message or who you need an answer to /action from on an issue.
- Don’t use email to spam your marketing message.
- Only Cc those need to know about the email but does not need to take action.
- Don’t use Bcc to send out emails when you want to keep the recipient list private. There is a way to use Bcc and keep the recipients private, but that’s for another post.
- If you care to par take in forwarding jokes and trivial emails, don’t send them from your business email account. This will lessen the impact of your truly legitimate business emails.
- Limit your email attachment size to 1Kb.
- Don’t send proprietary format attachments unless you know the recipient(s) have the program.
Sending emails is a common business and personal task these days. Use your and your contacts time efficiently by only using this tool when really necessary.