高效电邮撰写（Write Effective Email）

 Reference: http://www.z5xw.com/html/y2011/1503.html

当你在学校时，可能发送和接收数百封电子邮件——大多数是给家人和朋友，有一些是给同学或老师。作为企业的员工，你每周可能发送和接收数百封电子邮件-，每年成千上万封。电子邮件将是帮助你完成工作的一种工具。

为了写出有效的邮件，应该做到：

• 尽可能简明扼要，把细节放在附件中。

• 直截了当，但不要突兀。

相比起说话，电子邮件缺乏视觉效果和语调线索，因此同样的话在邮件中往往比面对面说话或者电话中听起来更加严厉。如果一封电子邮件让你生气，起草一封答复，但不要马上发送出去。应该等到你冷静下来——理想的做法是，至少一个小时后-然后重温你的草稿，然后再发送。

• 把最重要的信息写在开头

不要让收件人在阅读了两个或三个段落后才发现你想要说的内容的。你的信息会更易于阅读（特别是如果收件人使用Outlook的预览窗格或AutoPreview ） 。如果你需要收件人给你提供特定的信息或决定，在邮件的开头就写说明。

• 撰写有效的标题

标题应该是总结要点，并指明你希望收信人采取的行动。例如，“务必回复”或“请检阅”。如果一封电子邮件的主题发生了改变，修改主题行以反映新的话题。有节制地使用“全部回复”

有节制地使用“全部回复”，并把你的收信人的邮件地址放在正确的地方。使用发送：给直接受这封邮件影响的人。使用抄送：给那些间接受这封邮件影响或要求了解相关问题的人。

• 仔细撰写电子邮件

撰写每封电子邮件，仿佛是要以你的名义发送给公司的每个人。

• 润色发送到微软以外的电子邮件

需要发送给公司以外的人的邮件——尤其是客户和合作伙伴——应该更好地润色和比给公司内部人员的邮件更正规。在发送之前要再次校对邮件，不要使用收件人可能无法理解的缩写或简称。

 

You probably sent and received hundreds of email messages while you were in school – many to family and friends, some to other students and a few to your instructors. As a COMPANY employee, you may send and receive hundreds of pieces of email every week – thousands in a year. You’ll use email as a tool to get your job done. To be effective:

Click each item to reveal or hide its detail

Be concise

Be as concise as possible; put details in an attachment.

Be direct but don’t be abrupt

Because email lacks the visual and intonation cues of speech, the same words tend to sound much harsher than they would in person or on the phone. If an email message makes you angry, draft a reply but don’t send it immediately. Wait until you’ve cooled off – ideally, at least an hour – and then review the draft again before sending it.

Put the most important information first

Don’t force your recipient to read two or three paragraphs to discover what you want. Your message is more likely to get read (especially if the recipient is using Outlook’s Preview Pane or AutoPreview). If you need specific input or a decision, spell it out in the beginning of the message.

Write effective subject lines

The Subject line should summarize the main point and specify any action you want the recipient to take – for instance, “REPLY REQUESTED” or “PLEASE REVIEW.” If an email thread changes topic, change the Subject divne to reflect the new topic.

Use “Reply All” sparingly

Use “Reply All” sparingly, and put your addressees on the right line. Use the To:

divne for people who are directly affected by the message. Use the CC: (or “carbon copy) line for those who are indirectly affected or who have asked to be kept informed about the issue.

Write your emails carefull

Write every email as though it were going to be forwarded to everyone in the company, with your name attached.

Polish email sent outside COMPANY

Messages sent to people outside Microsoft – particularly customers and partners – should be more polished and less informal than email to insiders. Proofread your message before sending it, and don’t use acronyms or abbreviations your recipients might not understand (“IMHO”).

Note: If you’re corresponding with someone from another culture, some of these rules may not apply; see “Communicating globally” later in this lesson.