Down-editing your e-mail is a necessary skill that adds to clarity in your communications and helps avoid misunderstandings. In addition, responding point by point to those who e-mail you also shows consideration for their time and your command of technology.

Dow editing is a skill that is developed over time - by doing. By editing your e-mail properly, you can leave that oh-so-important professional impression with those new business contacts who will be determining what it will be like to do business and communicate with you via e-mail. Since most onliners are anemic in this area – you will shine by making these simple efforts!

The first thing to remember is to never just hit Reply and start typing! Once you hit Reply, and type a courteous greeting, you should remove any part of the e-mail you are responding to that is not necessary to the clarity of the ongoing conversation. This includes e-mail headers (all that server and routing info at the top of some e-mail) and signature files. Here are some additional quick tips to help you on your way!

=> The best way to edit properly is to hold your left mouse button down and drag it over the text you want removed then hit delete.

=> Hit your enter key twice to put a line space between where you will type your response and the text you are replying to above. Then type your comments as it relates to the content above.

=> Continue to do the same as the e-mail continues. Remove what doesn't matter, leave what does, hit enter twice and type your reply.

=> What I do when I have removed a good bit of text is to type "" after a substantial deletion. This lets the other party know that I did in fact read that paragraph or portion of text but that either I have no comments specifically related to that area of the email or that none are required.

=> E-mail becomes very difficult to follow when you start adding all the back and forth >>>>s. Make a habit of starting a new email after >>> are in the return. At that point most likely updating the SUBJECT: to better reflect the direction of the conversation will be in order as well. These efforts help avoid misunderstandings due to all the back and forth.

=> When replying to an ongoing series of e-mail where the SUBJECT: doesn’t change, do what I do to keep your copies in order. Type “REPLY:” before the SUBJECT: field’s content. Then as the back and forth continues type: REPLY [2], REPLY [3], REPLY [4], etc. This is a great way to have the order of the entire conversation visible at a glance while allowing your e-mail folders to keep the conversation in that order when sorted by SUBJECT:.

Integrating these steps when replying to e-mail can help keep your conversations on track and easier for all to read. Besides, by setting a proper example others can learn from you which is how most online learn new things. Now, in my book, that’s as good a reason as any to get into the habit of down-editing your e-mails. Why not start today?

About the Author:

Judith Kallos is an authoritative and good-humored Technology Muse who has played @ http://www.TheIStudio.com for over a decade. Check out her popular E-mail Etiquette Web site and Book @: http://www.NetManners.com

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