Email correspondence as evidence. Backup SMS to E-Mail
You have probably already noticed thatupon receiving letters from some authorsin the “to” section there is a list of several dozen emails of different people. Moreover, neither you nor these people gave their consent for these emails to be “exposed.” Naturally, some of the recipients will unsubscribe from this mailing list (we are all tired of the flow of spam to our emails). But one thing is certain - all recipients will treat the author of the newsletter as an unprofessional person. And they are unlikely to agree to accept his offer.
How can you do it so as not to send a letter to each addressee separately and at the same time “not to shine before everyone else”?
Almost any email service allows you to do this.
Let's consider this opportunity using the example of the most popular email address for business mailings: gmail.com
Typically, you use the Compose window to send an email. By clicking on it, you see a new “New message” window, into which you insert everything that is necessary to create and send the letter itself.
We usually insert the emails of our recipients into the “Recipients” window.
Copy means "exact copy". This field is used when you simply want to send an email to someone who is not the primary recipient. This way, you can keep the person in the loop while letting them know that they don't have to respond to the email. But all recipients of this letter see each other’s addresses (and even names).
BCC means "an exact hidden copy." It works the same as Cc, but this field hides all recipient addresses.
Thus, using this field is one of the best ways send a letter to a large number of people and maintain confidentiality. This means you won’t ruin your relationship with them. Using this feature, you can insert up to 30 emails. This means that with the click of a button you can send this letter 30 recipients at once, without showing their emails.
And, if necessary, you can insert a picture into the body of the letter ( 4 ) or attach a file ( 5 ).
It is this mail that gives maximum amount editing capabilities.
Similarly, you can send a letter to several recipients at the same time via yandex.ru mail.
Click on “Write” and then in the “To” window ( 1 ) insert the email of the first recipient, and then select the “Copy” function ( 2 ) or "Bcc" ( 3 ). Depending on whether you want all recipients of your letter to see all emails or preserve their right to confidentiality of addresses, select one of the functions. To add each next email to the list, you need to click on the button with the image of a man with a plus sign in front of it ( 4 ). Then you can select your regular recipients from the drop-down list or enter their emails manually.
Pictures can be downloaded from Yandex Disk and files can be attached as usual.
Click on the “Write” button, a window appears in which when you click with the mouse in the “To” window ( 1 ), a drop-down list appears with a list of your regular recipients ( 2 ). You can choose from this list what you need. Or just insert the desired email destination manually.
And permissions.
You have probably already noticed that when you receive letters from some authors, in the “to” section there is a list of several dozen emails from different people. Moreover, neither you nor these people gave their consent for these emails to be “exposed.” Naturally, some of the recipients will unsubscribe from this mailing list (we are all tired of the flow of spam to our emails). But one thing is certain - all recipients will treat the author of the newsletter as an unprofessional person. And they are unlikely to agree to accept his offer.
How can you do it so as not to send a letter to each addressee separately and at the same time “not to shine before everyone else”?
Almost any email service allows you to do this.
Let's consider this opportunity using the example of the most popular email address for business mailings: gmail.com
Typically, you use the Compose window to send an email. By clicking on it, you see a new “New message” window, into which you insert everything that is necessary to create and send the letter itself.
We usually insert the emails of our recipients into the “Recipients” window.
What to do if there are several of them? When you place your cursor in this window, two more options automatically appear: send a copy and bcc.
Copy means "exact copy". This field is used when you simply want to send an email to someone who is not the primary recipient.
BCC means "an exact hidden copy." It works the same as Cc, but this field hides all recipient addresses.
Thus, using this field is one of the best ways to send an email to a large number of people and maintain confidentiality. This means you won’t ruin your relationship with them. Using this feature, you can insert up to 30 emails. This means that with one click of a button you can send this letter to 30 recipients at once, without showing their emails.
And then in the “Subject” window you need to write the subject of the letter ( 1
). It should be brief, but at the same time accurately inform the recipient of the essence of the message.
In the next window, paste the text of the letter itself ( 2
). Here you can edit it, format it, change the font, font size, appearance, color, apply numbered or bulleted lists, highlight quotes and so on ( 3
).
And, if necessary, you can insert a picture into the body of the letter ( 4
) or attach a file ( 5
).
It is this mail that provides the maximum number of editing opportunities.
Similarly, you can send a letter to several recipients at the same time via yandex.ru mail.
Only there are fewer options for editing the text of the letter on this mail. Therefore, I will only show the procedure required to send letters.
Click on “Write” and then in the “To” window ( 1
) insert the email of the first recipient, and then select the “Copy” function ( 2
) or "Bcc" ( 3
). Depending on whether you want all recipients of your letter to see all emails or preserve their right to confidentiality of addresses, select one of the functions. To add each next email to the list, you need to click on the button with the image of a man with a plus sign in front of it ( 4
). Then you can select your regular recipients from the drop-down list or enter their emails manually.
And then, as usual: write the subject of the letter in the “Subject” window and insert the text of the letter itself.
Pictures can be downloaded from Yandex Disk and files can be attached as usual.
Almost the same thing is offered to you by the mail.ru service.
Click on the “Write” button, a window appears in which when you click with the mouse in the “To” window ( 1
), a drop-down list appears with a list of your regular recipients ( 2
). You can choose from this list what you need. Or simply insert the desired recipient's email manually.
If you need to send this letter to a whole group of recipients at once, then select one of two functions: “Copy” or “Bcc.”
To do this, click on the button at the very beginning of the window for recipient emails ( 1
) and in the drop-down list ( 2
) select what you want ( 3
or 4
).
This mail allows you to attach files to the letter ( 1
) and edit the text of the letter itself ( 2
). Approximately the same volume as mail on yandex.ru.
That's probably all I wanted to tell you about today.
I hope these small chips will help you not only save your time, but also not violate the confidentiality of those people who entrusted you with their email addresses. Always think about the safety of those people who trusted you. Be professional!
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Every day we send dozens emails. Sometimes it's very short messages, for example, such as: “Shall we go to lunch?” Sometimes - with the help of which you present your business or website. When there are a lot of letters and little time, we begin to rush and make mistakes. Usually trivial, like a typo, but sometimes things happen that can seriously harm your reputation and spoil your relationship with a client or employee.
This can be avoided, you just need to be collected and know about some pitfalls. Here are the most common mistakes made when sending emails. Read carefully and remember that you first need to take a short pause, check if everything is in order, and only then click on the “Send” button.
You are typing the wrong address
The most common and most unpleasant mistake. Imagine you want to send rather personal photos to a friend, but you automatically type the address of your boss or customer. And only after the letter has left do you realize with horror what has just happened. If it’s any consolation, each of us has found ourselves in this situation at least once in our lives: lawyers sent confidential documents to the opposite party, designers sent website layouts to the wrong client, etc. But when this happens to us, it seems that the ground disappears from under our feet.
Fortunately, in many postal services, for example, in the same Gmail, there is a function. Turn it on and specify a large time interval - it’s quieter, you know.
You forgot about the attachment
You wrote that a certain file was attached to the letter, but you forgot to attach it. Another common mistake that often leads to misunderstandings and apologies. On the one hand, it’s okay, no one is perfect, but it’s better to check everything first and only then send the letter. And to avoid questions from the recipient, we recommend listing all attached files directly in the body of the letter. For example, like this:
Hello, Maxim! I am sending you several files, they are attached:
Service Agreement
GIF with a cat
You don't think about the design
They greet you, as you remember, by their clothes. If you want to prevent your email from making you want to immediately delete it, work on its form. They say you need to devote as much time to it as to the content. Fortunately, today it's easy. To do this, we recommend using the Wix ShoutOut application, selecting a suitable template and adding your text to it. No special knowledge is required, just make sure everything looks neat and beautiful. By the way, a good newsletter has its own secrets and rules, so we recommend reading our email marketing director. Don't thank me.
You do not specify the subject of the letter
The subject of the letter performs approximately the same role as the title of the text. It appears next to your name, the recipient sees it and understands what you sent him: an invoice, meeting results, job offer, website layout, etc. Remember that the topic must be clearly formulated so that a person can quickly find your letter if necessary, and convincing so that he is interested if we're talking about, for example, about mailing. Not long ago we wrote about how, if you have forgotten, it’s worth re-reading.
You don't save drafts
If you like writing letters to text editors, then save more often, otherwise it will turn out that you spent the whole day working on a letter, and then suddenly the computer froze and everything was lost. Or write directly in the mail service - then all your sketches will be automatically saved in the “Drafts” folder.
You are being rude
Politeness in correspondence is no less important than in life. Here are the basic rules that must be followed by everyone:
Always thank the sender for the letter, especially if you see that he did a good job. Remember when we were all taught “magic” words as children? Let's not forget them, even though we are adults.
Stay calm, even if the matter is extremely urgent and important. Nervousness and reproaches will definitely not lead to anything good.
Begin and end your letter with common phrases. The degree of formality will depend on who you are corresponding with. If this is your boss or just an official person, do not use “Hello”, “Bye” or “Kisses”. And vice versa, if you are writing to a colleague or friend, you can do without the traditional “Sincerely.”
You don't proofread the text
Typos can ruin the whole impression, so carefully re-read the written letter, preferably several times. If you have any doubts about spelling or syntax, go to Gramota.ru. It’s better to measure seven times, that is, check, than then apologize for typos and prove that you are actually literate.
And by the way: if you are afraid of accidentally sending an unfinished letter, first write the entire text in full, and only then type the recipient’s address.
You are not putting the right people on the copy of the letter
Let's figure out who might actually receive your letter. The To field is the primary recipient. The “Ss” field is the person who will receive the copy. He is not directly related to the issue being discussed, but wants or needs to be aware. The "Bcc" field is the hidden recipients. You add them, but the primary recipient doesn't see them. And here you need to be careful: you can confuse Cc and Bcc, and then the recipient will think that he is being spied on.
Keep in mind that it is important for some people to be aware of what is happening. You don’t want to listen to reproaches about “How could you not add me to the copy?! I worked on this project for two months!” If in doubt, add everyone who has anything to do with the question. Maybe not everyone will be happy that they are being distracted, but there will be no complaints against you.
Sometimes it becomes necessary to forward all letters that arrive at one of your emails, to another email, to automatic mode. To make it clearer, here is an example. You have mail on Yandex and Google (Gmail). By GMail you use it all the time, this is your main mail, and Yandex from time to time. So, in order not to periodically log into your Yandex mail, you can make sure that letters from there are sent to GMail automatically and then you won’t have to log into your Yandex account at all to regularly check new letters.
In this article I will show you how to set up the forwarding of letters from one mail to another using the example of different mail services.
All this works the same in all email services, the only difference is in their interfaces, i.e. the corresponding settings are located differently.
Earlier, in a series of articles, I considered another way to receive letters on the required email from other emails. It lies in the fact that you do not set up automatic email forwarding, which I will talk about today, but connect the desired one in the settings Mailbox(the function is called “Mail Collection”), for example, using the POP3 protocol and from there the constant collection of new letters begins. The method is similar, but in some cases it is more difficult to set up than a regular transfer.
If you are interested in the method of collecting mail, then this is described in the relevant articles: collection in GMail, in Yandex, in Mail.ru
Below I will show in detail how to set up the forwarding of letters from Yandex mail. And then I will briefly touch on 2 more mail services (GMail and Mail.ru), on which everything is done in a similar way, with the only difference being the interface.
Setting up mail forwarding from Yandex to any other email
Go to your mail settings and select “Email processing rules”.
Click “Create Rule”.
Now our task will be to create a rule by which the mail service will determine that all letters must be sent to another address that you specify.
If you want those letters that are marked as “Spam” to be sent, then you will have to create 2 separate rules on Yandex.
Creation of the 1st mandatory rule. Forwarding all emails except spam
In the rule settings, remove the “If” condition that will be added initially by clicking on the cross next to it. Because we don’t need to set conditions for selecting any specific letters. After all, we will forward everything that comes in the mail to the “Inbox”.
At the top, where you can configure which emails to use rule being created should be selected “to all emails except spam” and “with and without attachments”.
Below, check the “Forward to address” checkbox and indicate your email address to which you want to forward all letters from the current open mail. Also enable the “Save a copy when forwarding” option.
Click the “Create Rule” button.
Yandex will ask you to enter a password. Enter your password for your current email and click “Confirm”.
The rule will be created, but you will see the message “Waiting for address confirmation” next to it.
Now you need to go to the email address that you specified for sending letters and confirm sending there. This is done in mail services so that you cannot forward letters to random addresses that you do not have access to.
In that mail, find a letter from “Yandex.Mail”, open it and follow the link from there.
Click “Confirm Forward”.
Ready! Now all letters that end up in your second mail (Yandex) in the “Inbox” folder will be automatically forwarded to your main mail, which you specified in the rule.
Note! According to the rule created above, letters from the Spam folder will not be forwarded! Because the rule states “for all emails except spam,” and you won’t be able to immediately include “Spam” in the rule, because forwarding for spam emails does not work and you would get the error “For emails from the Spam folder, forwarding emails with using a filter is not possible.”
But you can make sure that spam is also sent. To do this, you need to create another rule that will automatically transfer all spam to the “Inbox” folder. Therefore, if you need to send spam too, then see below for information on creating the 2nd rule.
Sometimes they end up in spam necessary letters, so if you don’t plan to go in and check your second mail at all, counting only on the automatic forwarding of letters from there, then I recommend that you definitely set up the forwarding of spam letters as well!
Creating the 2nd rule. If you need to forward “Spam”
Let's create another rule.
Here we need to indicate that all letters that are marked by the service as “Spam” should be transferred to the inbox.
To do this, at the top, where “Apply”, select “only to spam” and “with attachments and without attachments”.
Remove the “If” condition, we still don’t need it here.
Check “Put in folder” and select “Inbox”.
Click “Create Rule”.
The rule is ready!
After all the manipulations done, all letters that come to your second mail (where you set up forwarding) will be processed according to the created rules. That is, if you receive a letter in your mail that the service has identified as spam, then this letter will automatically be placed in your inbox, according to the created rule No. 2 (if you decide to set it up). And everything that is in the “Inbox” folder, in turn, will be sent to the email you specified, according to rule No. 1.
Setting up forwarding using Mail.ru as an example
Go to your mail settings and select the “Filtering Rules” section.
Select “Add forwarding”.
Specify to which address the letters should be forwarded and click “Save”.
Confirm your action by entering the password for your Mail.ru email.
Go to the email address where you will forward the letters, find the letter from Mail.ru there and click on the link from the letter (this is necessary to confirm the forwarding).
In the next window, click “Confirm” and a message will appear that the transfer is confirmed.
At Mail.ru, return to the “Filtering Rules” section and enable forwarding:
If you need to forward emails marked as “Spam”, then you need to create the same rule as in the example with Yandex mail. In the “Filtering Rules” section, add a new rule, where you specify the following settings.
magician_roman in The concept of "blind copy", learning not to do stupid thingsSurprisingly, many people, when they need to send an email to several people at once, simply list the addresses in the "To" field, this is normal when this email is addressed to your colleagues or friends, but when sending letters to a group of clients, you are thus showing everyone addresses of other recipients, essentially revealing your address base.
All your clients need to do is forward this letter to your competitor and your contacts will immediately leak.
It's strange, but many are far from foolish people, you will be surprised to learn that if you need to send a letter to many recipients so that they do not know about each other, then there is a “Bcc” field for this.
For example, for mail.ru it will look like this:
And so once again briefly:indicated the addresses in “to” - everyone can see to whom you sent the letters, indicated in “blind carbon copy” - everyone thinks that the letter is only for him.
And each recipient will receive a letter where in the “to” field there will be just his address . For other programs, if you can't find where to BCC, ask someone to show you. Another small point, you must specify one address in the “to” field, most programs or mail servers you will not be allowed to send a letter without this parameter.
And so, when it comes to sending out offers, news to a group of your clients - here the practice of using blind copy is clear, you must hide your address base. An interesting point about sending a letter to your colleagues, here it is recommended to act according to the situation, for example, sending a letter with a request to send suggestions (for example, to improve customer service) and if each colleague sees that other people have received the same letter, then most likely they will not respond - will rely on others, which means you need to use a hidden copy. If this order is carried out, then, for example, indicating your colleague’s boss will simply work wonders, and your order will be carried out.
A separate issue with suppliers. On the one hand, indicating all recipients in the copy should show the supplier that you have a choice and he should offer you good prices. On the other hand, the manager who received your letter, seeing that it was sent not only to him, will most likely treat your request “coolly”. Personally, in my opinion, I think that in the case of suppliers, you need to use a hidden copy, at least to protect trade secrets, but more likely for a good relationship with the supplier’s manager.
You can read a recent case of a specialist’s mistake, when all recipients saw other recipients: Smacks to everyone in this chat, there were really respectable people there - directors, but still many received spam in response.
Well, as always, discussion in the comments is welcome.