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Educational Technology Student resources: Submission Formats - Electronic
Electronic
Follow the specifications of your professor for any
variations from these suggested formats. Note that academic work typically
requires certain format conventions and that work submitted in unacceptable
formats might not receive credit.
Netiquette
| Formats | Subjects | Signatures | Messages
Electronic Mail
For additional information, see New
User: Skill Requirements
Email is a transmission medium, not a writing style.
The messages sent with email vary in format, just as messages on paper vary
according to audience, purpose, and conventions like business and magazine styles.
Sometimes email is as informal as scribbled notes to friends and family; other
times it is more formal, as in a note to a professional colleague or a memo
to an employee or supervisor. Sometimes email can be as formal as a business
letter or an academic paper. When you are writing for a class, the tone and
diction should reflect the educational environment.
Netiquette
Be sure to read the suggestions for Netiquette,
which has become a standard term for the etiquette of writing in electronic
environments. As a member of the academic community, you are expected to conduct
yourself in person, in print, and on line in a responsible way and in the
spirit of courteous educational inquiry. Of course, you are expected to abide
by the policies of the college and the laws of the state and the country.
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For additional information, see New
User: Skill Requirements.
Naming Conventions
- Unless otherwise instructed by your professor, configure
your email settings to use the following name and return address format for
yourself. You might need to set this option as "personal information"
or "return address format" or "real name" or "user
name" or "screen name." Check with your software help files
and your service provider for assistance. All email to your teacher and classmates
should come "from" you with last name first and email address in
angle brackets. Your return address should be set the same way if possible.
AOL users cannot add a "real name" and should therefore set one
of their "screen names" to be last name first in format.
"Lastname, Firstname" <email@address>
For example,
"Smart, Pat" <smartpat@speedmail.net>
*NOTE: Use your own name, not Pat Smart
or for AOL users SmartPat@aol.com
or SmartP@aol.com
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Subjects
- Always include a short descriptive subject line
including full course information and your last name at the end, formatted
as in the following example. For assigned postings, you might be assigned
a subject heading. If so, be sure to use it so that you receive credit.
Subject: Descriptive Subject, Yourlastname, Course
Name and Number
For example,
Subject: Hawthorne Question Smart English 112-81B
Subject: Question about next test Smart Math 204-77B
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Signature Lines
- All class email must include signatures at the end
of every message with students' full names and email
return addresses as well as course information. If you would like to add additional
information such as your phone number, you may. Either set your mail program
to provide a signature automatically or type the information at the end of
every message, as in the following example. If your email package
doesn't allow for automated signatures, write one in your word processor,
save it with a recognizable name such as emailsig.doc, and then copy
and paste it at the end of all your email messages.
Pat Smart <smartpat@speedmail.net> English
112-81B Spring 2002 *NOTE: Use your own name, not Pat Smart
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E-Mail Messages
- Informal and personal email does not require
any special format for the message itself. The writer determines whether or
not a greeting or salutation would be appropriate. However, even
informal email in academic environments might have some special features
such as clarity, coherence, correctness, courtesy, and subject-signature conventions.
- Because many email packages do not support fancy
format features, always single space and justify left with extra space between
paragraphs. Keep paragraphs short. To indicate the equivalent of underline
or italic, place an underscore _before and after_ words you would italicize
in your word processor and highlight with an asterisk *before and after* words
you would boldface in your word processor. Some people add an occasional facial
expression or gesture with interpolated comments [waving right hand] or emoticons
also known as smilies :) and frownies :( like these.
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- Email memos or memoranda have the same general
characteristics as print memos. The body of the message begins with a header
like this one.
Memorandum
To: English 112-18 Spring 2002 Students
From: Pat Smart, English 112-81 Spring 2002
CC: Professor I.M.A. Sage
Date: June 1, 2002
Subject: Favorite Poem
Here is my favorite poem, "Fleas." I don't
know who wrote it. I hope you enjoy it.
Adam
Had'em.
Pat Smart <smartpat@speedmail.net>
English 112-81B Spring 2002
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- Email letters have greetings and closings
like those in print letters.
September 1, 2002
Dear Classmates,
My favorite poem is attached to this message. I hope
you enjoy it.
Sincerely,
Pat
Pat Smart <smartpat@speedmail.net> English
112-81B Spring 2002
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