How to send a document by email for dummies. Basic rules for business correspondence by e-mail

What is email? In the modern business world this is:

• Your face. It is with the help of email that you can create a positive image in the eyes of the counterparty or spoil the first impression.
• Your working tool. A lot of communication with the outside world takes place via email. Therefore, if you are proficient in this instrument, you can make your life a lot easier.
• A powerful distraction. The outside world is trying to get at you, distract you and throw you off. the right path via email.

From this perspective, let’s look at working with email. Let's start with something simple.

Formatting a letter

I use an email client Mozilla Thunderbird, so I will tell you using his example. Let's create a new letter and go from top to bottom through the list of fields.

To whom. Copy. Bcc

Some may not know, but "To" in Mozilla can be changed to "Cc" or " Bcc».

• To whom: we write the main recipient or several recipients separated by a semicolon.
• Copy: we write to someone who should read the letter, but from whom we do not expect a reaction.
• Bcc: we are writing to someone who should read the letter, but should remain unknown to the other recipients of the letter. It is especially appropriate to use for mass mailing of business letters, such as notifications.

Wrong V mass mailing specify recipients using the “Copy” or “To” fields. Several times a year I receive letters that list 50–90 recipients in the “Cc” field. There is a violation of privacy. Not all of your recipients need to know who else you are working with on a similar topic. It’s good if these are people who know each other. What if there are competing companies on the list that don’t know about each other? At a minimum, you need to be prepared for unnecessary explanations, and at maximum, to terminate cooperation with one of them. Don't do that.

Subject of the letter

The importance of the subject line is often written (sometimes sensibly) on corporate blogs. professional services newsletters. But most often we are talking about sales letters, where the subject line of the letter solves the problem “the email should be opened.”

We are discussing daily business correspondence. Here the theme solves the problem “the letter and its author should be easily identified and then found.” Moreover, your diligence will return to you in the form of karma of numerous response letters, only with prefixes Re: or Fwd, among which you will have to look for the desired letter on the topic.

Twenty letters is the volume of one-day correspondence for a middle manager. I’m not talking about entrepreneurs and business owners at all; their number of letters sometimes goes off scale at 200 or more per day. Therefore once again: do not send emails with an empty subject.

So, how to formulate the subject line of an email correctly?

Mistake #1 : Only the company name in the subject. For example, “Sky” and that’s it. Firstly, you are probably not the only one from your company communicating with this counterparty. Secondly, such a topic does not bring any meaning, because the name of your company is already visible from the address. Thirdly, guess what your own mailbox will look like with this approach to correspondence? Something like this.

Is it convenient to search on such topics?

Mistake #2 : flashy, selling headline. It's great if you know how to write such headlines. But is it appropriate to use these skills in business correspondence? Remember the purpose of a business email subject line: not to sell, but to provide identification and search.

Letter text

There are many guides on writing texts for different cases life. For example, Maxim Ilyakhov, Alexander Amzin and other masters of words have a lot of useful information. I advise you to read their articles, at least to improve general literacy and improve the overall style of written speech.

In the process of writing a letter, we must make several decisions sequentially.

A matter of politeness . At the beginning of the letter, you can blur into pleasantries or even tenderness in the spirit of “My dear Rodya, it’s been more than two months since I talked to you in writing, from which I myself suffered and even didn’t sleep some nights, thinking.” Very polite and very costly, both in terms of time to write such an introduction, and in terms of the interlocutor’s time to read it. Correspondence is business, remember? Not an essay in the epistolary genre for a competition or a letter to Raskolnikov’s mother, but business correspondence.

We respect our time and the recipient's!

It only makes sense to introduce yourself and recall the circumstances of your acquaintance in the first letter sent after a fleeting meeting at an exhibition. If this is a continuation of cooperation or ongoing correspondence, in the first letter of the day we write: “Hello, Ivan”, in the second and subsequent ones: “Ivan, ...”.

Appeal . I have always been concerned about the question of who to address in a letter if there are several recipients. Recently I wrote a letter addressed to three girls named Anna. Without any doubt, I wrote “Hello, Anna” and didn’t worry. But such luck is not always the case.

What if there are three or even seven recipients and they do not have the same name? You can list them by name: “Good afternoon, Rodion, Pulcheria, Avdotya and Pyotr Petrovich.” But it's long and takes time. You can write: “Hello, colleagues!”

For myself, I use the rule of addressing by name the person in the “To” field. And don’t contact those in the copy at all. This rule also allows you to more accurately determine (one!) the addressee of the letter and the purpose of this letter.

Citation . Often correspondence is a chain of letters with questions and answers - in a word, a dialogue. It is considered good form not to delete the correspondence history and to write your response at the top of the quoted text, so that when you return to this correspondence a week later, you can easily read the dialogue from top to bottom, descending by date.

For some reason, the default setting in Mozilla is “Place cursor after quoted text.” I recommend changing it in the “Tools” → “Options” menu account» → “Drafting and addressing”. It must be so.

Purpose of the letter . There are two types of business letters:

• when we simply inform the interlocutor (for example, a report on the work done for the month);
• and when we want something from the interlocutor. For example, so that he approves the attached invoice for payment.

As a rule, there are many times more encouraging letters than reporting letters. If we want to achieve something from the interlocutor, it is very important to say this in a letter in plain text. The call to action should be accompanied by a name and go last sentence in a letter.

Wrong : “Porfiry Petrovich, I know who hacked the old woman to death.”

Right : “Porfiry Petrovich, it was I who hacked the old woman to death, please take measures to arrest me, I’m tired of suffering!”

Why should the correspondent think for you what to do with this letter? After all, he may make the wrong decision.

Signature in the text . She must be. Moreover, all email clients allow you to configure automatic signature substitution, for example the classic “Sincerely, …”. In Mozilla, this is done in the “Tools” → “Account Options” menu.

Whether or not to write contacts in the signature is a personal matter for everyone. But if you are in any way connected with sales, be sure to write. Even if the deal does not take place as a result of communication, in the future you will be easily found using the contacts from the signature.

Finally, one more feature of the letter body for those interlocutors who don’t like (can’t, don’t want, don’t have time) to answer your letters. Please indicate the default in the body of the letter. For example, “Porfiry Petrovich, if you don’t come to arrest me before 12:00 Friday, then I consider myself amnestied.” Of course, the deadline must be realistic (you should not send the text from the example on Friday at 11:50). The recipient must be physically able to read and act on your letter. Such “silence” relieves you of responsibility for the interlocutor’s failure to respond. As always, you need to approach the use of this feature wisely. If a person responds to your letters on time and regularly, such an ultimatum may, if not offend him, then stress him out a little or lead him to decide not to answer the letter right now, but make you wait until Friday.

Attachments

Letters often come with attachments: resumes, commercial proposals, estimates, schedules, scans of documents - very handy tool and at the same time a source of popular errors.

Error : huge investment size. I often receive emails with attachments up to 20 MB in size. As a rule, these are scans of some documents in TIFF format, with a resolution of 600dpi. Mail program the correspondent will almost certainly be stuck for several minutes in a futile attempt to load a preview of this attachment. And God forbid the recipient tries to read this letter on a smartphone...

Personally, I immediately delete such letters. Don't want your email to end up in the trash before it's read? Check the size of the investment. It is recommended that it be no more than 3 MB.

What to do if it exceeds?

• Try reconfiguring your scanner to a different format and resolution. For example, PDF and 300dpi produce quite readable scans.
• Think about programs like WinRar archiver or 7zip. Some files compress perfectly.
• What to do if the attachment is huge and you can’t compress it? For example, an almost empty accounting database weighs 900 MB. Cloud information storage services will come to the rescue: Dropbox, Google Drive and the like. Some services, such as Mail.ru, automatically convert huge attachments into links to cloud storage. But I prefer to manage my information stored in the cloud myself, so I don’t welcome automation from Mail.ru.

And one more not entirely obvious recommendation about investments - their Name . It must be understandable and acceptable to the recipient. Once upon a time we were cooking in company commercial offer in the name... let it be Fyodor Mikhailovich Dostoevsky. I received a letter from the manager with a draft CP for approval, and the attachment included a file named “ForFedi.docx”. The manager who sent me this had a dialogue that went something like this:

Dear manager, are you personally ready to approach this respected man and call him Fedya to his face?

Somehow, no, he’s a respected man, everyone calls him by his first name and patronymic.

Why did you name the attachment “For Fedi”? If I send it to him right now, do you think he will buy axes from us using this CP?

I was going to rename it later...

Why prepare a time bomb - the refusal of a potential client - or create extra work for yourself by renaming the file? Why not immediately name the attachment correctly: “For Fyodor Mikhailovich.docx” or even better - “KP_Sky_Axes.docx”.

So, we have more or less sorted out email as a “face”. Let's move on to looking at email as a tool. efficient work and let's talk about its distracting component.

Working with letters

Email is a powerful distraction. As with any distraction, email needs to be dealt with by tightening rules and introducing work schedules.

At a minimum, you need to turn off ALL notifications about mail arrivals. If the email client is configured by default, you will be notified and sound signal, and they will blink the icon next to the clock and show a preview of the letter. In a word, they will do everything to first tear you away from painstaking work, and then plunge you into the abyss of unread letters and unviewed mailings - minus an hour or two from your life.

Some people have strong willpower that allows them not to be distracted by notifications, but ordinary people It’s better not to tempt fate and turn them off. In Mozilla Thunderbird, this is done through the menu "Tools" → "Settings" → "General" → "When new messages appear."

If there are no notifications, how can you understand that a letter has arrived?

Very simple. You yourself, consciously, set aside time to parse your mail, open your email client and see everything unread messages. This can be done twice a day, for example, at lunch and in the evening, or during forced downtime, for example, in traffic jams.

People often ask, what about response times and urgent letters? I answer: you do not have urgent letters in your mail. Unless you work in a department customer support(this department has its own regulations for working with mail).

If there are urgent letters, the sender will notify you about this through other channels - telephone, SMS, Skype. Then you will consciously go into your email client and process urgent mail. All time management gurus (for example, Gleb Arkhangelsky with his “Time Drive”) declare a standard response to email within 24 hours. This is a normal rule of good manners - not to expect instant replies via email from your interlocutor. If there is an urgent letter, notify about it through faster communication channels.

So, we turned off notifications and now turn on the email client according to our schedule.

What to do when we go to the mail and engage in an activity called “sorting out email”? Where is the beginning and end of this work?

I've heard a lot about the zero inbox system, but, unfortunately, I haven't met a single person using it. I had to reinvent my wheel. There are articles on this topic on Lifehacker. For example, " ". Below I will talk about the zero inbox system in my interpretation. I would be grateful if GTD gurus would comment and add or improve the described system.

It is important to understand and accept that email is not a task scheduler or archive for your activities. Therefore, the Inbox folder should always be empty. Once you start sorting through your inbox, don't stop or be distracted by anything until you've emptied this folder.

What to do with emails in your inbox? You need to go through each letter sequentially and delete it. Yes, just highlight and press Delete on your keyboard. If you can’t bring yourself to delete the letter, you’ll have to decide what to do with it.

1. Can you answer it in three minutes? Do I need to answer it? Yes, it is necessary, and the answer will take no more than three minutes, then answer immediately.
2. You must answer, but preparing an answer will take more than three minutes. If you use a task scheduler that allows you to convert an email into a task, turn the email into a task and forget about it for a while. For example, I use the absolutely wonderful service Doit.im. It allows you to generate a personal email address: you forward the letter to it, and it turns into a task. But if you don’t have a task scheduler, move the letter to the “0_Run” subfolder.
3. After quickly replying to a letter, turning it into a task, or simply reading it, you need to decide what to do with this message next: delete it or send it to one of the folders for long-term storage.

Here are the long-term storage folders I have.

• 0_Execute. I don’t have such a folder, but if you don’t have a planner, I repeat, you can put letters that require detailed work here. This folder also needs to be cleaned regularly, but with a thoughtful approach at a time specially allocated for this.
• 1_Ref. This is where I put letters from background information: welcome letters with logins from various web services, tickets for upcoming flights, and so on.
• 2_Projects. An archive of correspondence on partners and projects with which there are current relationships is stored here. Naturally, a separate folder has been created for each project or partner. In the partner’s folder I put letters not only from his employees, but also letters from Neb employees related to this partner. Very convenient: if necessary, all correspondence on the project is at hand in a couple of clicks.
• 3_Museum. This is where I put those letters that it would be a pity to delete, and the benefit of them is not obvious. Folders with closed projects from "2_Projects". In short, the “Museum” stores the first candidates for removal.
• 4_Documents. Here are letters from electronic samples documents that may be useful in the future for accounting, for example, reconciliation reports from clients, tickets for trips taken. The folder has many similarities with the “2_Projects” and “1_Reference” folders, only accounting information is stored in it, and management information is stored in the “2_Projects” folder. In “4_Documents” there is dead information, and in “2_Projects” there is live information.
• 5_Knowledge. Here I put only really useful newsletters that I want to return to after a while for inspiration or to find solutions.

There are other email client settings that are important for the operation of this system. First, by default in Thunderbird there is a “Mark messages as read” checkbox. I prefer to do this consciously, so down with the flag! To do this, go to the menu “Tools” → “Settings” → “Advanced” → “Reading and Display”.

Secondly, we use filters . Previously, I actively used filters that automatically forwarded letters to the appropriate folders based on the sender's address. For example, letters from a lawyer were moved to the “Lawyer” folder. I abandoned this approach for several reasons. First: letters from a lawyer in 99% of cases relate to some project or partner, which means they must be moved to the folder of this partner or project. Second: I decided to add awareness. You yourself must decide where a specific letter should be stored, and it is more convenient to look for unprocessed messages in only one place - in the inbox. Now I use filters only for distributing automatic regular letters from various systems, that is, letters that do not require me to make decisions. Filters in Mozilla Thunderbird are configured in the menu “Tools” → “Message Filters”.

So, when the right approach Email should take from 10 to 60 minutes a day, depending on the volume of correspondence.

Yes, and one more thing. Have you already turned off notifications about the arrival of new letters? ;)

Don't forget to BCC the recipients of the email if not all recipients need to see each other.

BCC, or Blind Carbon Copy- this is what is called a hidden copy in Russian. Thanks to it, the recipient does not see all the other addresses where the letter arrives. This feature is found in all email services, from Outlook to Gmail, and if you still don't know about its existence, then it's quite possible that your colleagues and clients don't like you.

First of all, Bcc is an unspoken etiquette in email correspondence. Just as you shouldn’t, in the same way you shouldn’t show anyone else’s postal addresses. And even if you did click on your favorite “Reply all” button, your message will not reach the recipients in BCC.

Not everyone knows this, but BCC not only protects email addresses from prying eyes, but also works as a kind of antivirus, preventing spam from entering your computer. This is due to the fact that viruses moving around email, hidden email addresses are not available. And although a postal address on the Internet is not as personal and important as a home address, open access You shouldn’t leave it - otherwise spam will most likely be unavoidable.

Craig Child

journalist

“Bcc is where you put contacts that you don't want other people to see. It is usually used for mailings and spam, but this field is also convenient for maintaining decency and not showing email addresses to outsiders. I think it's a mistake to think that people are comfortable with other people seeing their addresses. For example, if it’s an invitation to a party: not everyone knows each other, so it’s often inappropriate for people to see each other’s contact information.”

Or you want to protect yourself from data loss, you need to make a backup copy important files, so that later you can always restore them from a backup. Today I will tell you how this procedure works with messages on Android.

I've tested several free applications performing this function and settled on SMS Backup & Restore. In principle, the analogues are not much different, so you can use them.

How to Backup Messages on Android

1. Open the application and click “Make backup”.

2. A window with backup settings will appear. There you can change the name of the backup, enable/exclude MMS, Emoji emoticons and other non-standard characters, select only certain dialogs, and also upload a backup to cloud storage or send by E-mail.

For networking opportunities you will have to install an add-on to which the program will redirect you.

3. If you save a backup copy only to the device memory, the application will ask if you really do not want to upload the backup to cloud storage. Click "YES". After that your backup will be saved.

How to restore messages from a backup

1. In the main menu, click "Restore".

2. Select the required backup (if there are several of them).

3. The application will inform you that to restore the SMS you need to set it to default. To do this, click "OK".

4. Agree to change the application.

5. Then select backup again. In the window that appears, you can configure which messages need to be restored. You can exclude MMS and duplicates, and also set a restriction on restoring SMS sent no later than a certain time.

Click "OK" and your SMS will be restored. Don't forget to replace it with the old one later.

Majority mail clients, including Gmail, Yahoo, Mail.ru, Microsoft Outlook , Mozilla Thunderbird, provide the ability to send one email to a large number of recipients. Usually you can do this using the function Copy(on English the abbreviation used to denote it SS), or Bcc (CCB). When sending a message to Copies Recipients can see the email addresses of other people who also received the email. In the second case, the identity of additional recipients is hidden.

Adding a recipient's address

Some email clients allow you to simply enter your username into a field, which is then automatically filled in by the program.

If you use this field to send an email to multiple people, each of them will be able to see full list other recipients.

How to create a copy of an email

You can list email recipients by simply entering a list of addresses in the field Copy, which is usually located immediately below the field To whom. Everyone in this chain of recipients will be able to see the names and email addresses of all other recipients:

How to BCC an Email

You can use this feature for both individual and group emails. This is especially useful if you want to keep your contacts private, protect them from spam and unwanted emails, or simply if you don't want your recipients to know who received the same message.

Field Bcc not always available by default for all email clients. For example, in Outlook You will need to go to Options to access settings; V Thunderbird you will need to select this function from the drop-down menu; V Gmail need to press a button Copy And Bcc; V Windows Live Mail You will need to press the keys simultaneously Alt + B.

Image: © Ruslan Nesterenko - 123RF.com

How to send a document by email for dummies, three easy ways.

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With development World Wide Web appeared and more ways communication between people at a distance. Now you can not only call someone without leaving your home, but also send an email.

At the same time, with via email you can send letters with attachments in the form of various text documents, presentations, photos, videos and more. Of course, the whole process of sending an email with an attachment is quite simple.

However, it is sometimes difficult for novice users to cope with this task without outside help. This article will take a closer look at sending emails with attachments.

How to send a document by email

Despite the many various services, providing the ability to send letters to electronic form via the Internet (Yandex.Mail, Gmail, Mail.ru, Yahoo, Rambler and others), they all work according to the same algorithm.

Only attaching a file on such services may vary slightly. But in general, to send an email with an attachment, you can follow the following procedure:

• First, you need to log into your account on the service and click on “Write” or another button provided by the mail service for writing a letter electronically.
• Then indicate in the “To” line email address addressee's mail.
• If necessary, you can specify the subject of your letter in the “Subject” field.
• Next, in addition to plain text, if you need to send a document or other file from your computer, you need to find the tool that is responsible for this on the service you use and click on it. For example, if you use Yandex.Mail, Gmail or Yahoo for these purposes, then you need to click on the icon in the form of a paper clip, and on Mail.ru and Rambler there is an “Attach file” button.
• After you find the document you want to send, click on it with the mouse to select it and click on the “Open” button.
• After uploading files to postal service, check that the letter is formatted correctly (to whom you are sending it and what exactly). If there are more documents than you need or you have chosen the wrong thing, then next to it, as a rule, a trash icon appears on the right side, clicking on which deletes it unnecessary file. To add a document, again click either on the paperclip or on “Attach file”.
• To send an email to the recipient, click on the “Send” button.

It is also worth noting that when using mobile version mailboxes, the algorithm of actions is similar to the extended one. That is, if you are on the road, and required document available on your phone or tablet, then if available mobile application, it can also be sent by e-mail.

In this case, also fill out all the required fields, and then click on the paperclip or “Attach file”, thus adding the document and sending. As you can see, everything is quite simple and convenient.

Send link

If your document is stored on cloud services, such as Google Drive, Yandex Drive, and others, or you created a document in Google Doc, then you can send a link to the document.

To do this, open the document, click on access settings and copy the link, which can be sent in an email. If these are documents stored on Drive, then you can download them to your computer; if this is a document in Google Docs, then you can jointly edit it, make amendments, comments, and so on.

Word

If you use the Word program to create and edit documents, you can set up the email sending function once and then use it.

Instructions:

Please note top panel, namely on the tab - mailings. Should appear there new icon, with the name you gave him.

Now, after creating or editing a document, click on this icon. You only need to indicate the recipient's email, and the document will be sent to the specified address.

How to send a document by email, summary

I showed you three ways to send a document by email, choose the one that is most convenient for you. Once you send a letter, you will understand that there is nothing complicated in this process.

The main thing to understand is that you do not send the paper document, it remains with you. you send it electronic copy, and the recipient will print it himself if necessary.

But to send the paper original of any document, you should use our regular mail and send the document by registered mail.