FAQ: Writing Online

Online writing takes many forms, including e-mail and listserv messages, newsgroup postings, home pages, hypertexts, MUDs, MOOs, and IRCs. Before you apply the following advice, be sure it is appropriate for the particular form you're using.

FORMAT:
What online format conventions should you know?

Subject lines. In e-mail and postings, make sure your subject line states your purpose as clearly and succinctly as possible.

Sorry to miss the meeting 10/3/05

This subject line announces that you've made a mistake and is much more helpful than a subject line such as "Oops."

Replies. In e-mail, when you use the REPLY function to send a message back about a subject that is entirely different from the one stated in the original subject line, you should change the subject line. Suppose a colleague has written you under the subject of "trading work shifts." In your reply, if you are changing the subject to ask something about vacation days in 2005, change the subject line to read "vacation days '05."

.Sig files. Conclude your online communications with a signature block (known as a .sig file) that gives your name, title, address, phone and fax numbers, and so on. These signature files establish your credentials and thus your authority. Keep your signature block concise.

Brevity. Because readers need to scroll to read online text, shorter is often better. Consider limiting your lines to sixty to seventy characters in order to avoid one- or two-word lines that sometimes occur when one system downloads to another.

Shouting. Typing words in all capital letters can seem like SHOUTING and can work effectively only if used judiciously. (Using all lowercase letters can also be annoying.)

Attachments and graphics. Before sending any attachments or graphics, check to see that the recipients will be able and willing to download them. Some recipients (and many listservs) may refuse to open attachments for fear of viruses unless the attachments come from someone well known to them.

Fonts. For most academic and professional work that you plan to print, choose readable fonts such as Courier or Times New Roman in eleven- or twelve-point size. Use clean, modern fonts such as Arial or Helvetica for headings or work that is to be read online. More exotic fonts such as Impact or Chicago are interesting but hard for many people to read.

MOOs and MUDs. Learn from other participants what format conventions are in place.

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REPRESENT:
What should you pay special attention to when you represent yourself online?

Introductions. Include a brief introduction to any messages, especially if you are new to a group or aren't known to readers. (Hello from an interested participant in a recent workplace seminar at which you spoke. I am writing to . . .) Doing so can help clarify the purpose of your message and thus encourage prompt responses.

Flaming. Sometimes writers say things online that they would never say in face-to-face communication. Be careful not to slip into the kind of inconsiderate language known as flaming.

Proofreading. Unless you are part of a speedy MUD or MOO conversation, proofread and spell-check your messages before you send them. The higher the stakes of the message, especially if it's likely to be printed, the more careful you should be about its accuracy and clarity.

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AUDIENCE:
How do online audiences differ from print audiences?

Privacy. Remember that the Internet is public and that online readers can take quick action in regard to your messages and postings including printing or forwarding them. If privacy is a prerequisite for a message, think twice before e-mailing or posting it.

Tone. Though informal online exchanges can seem a lot like talking, remember that closeness to others doesn't happen instantly, online or off. Write according to how well you really know your audience and according to the specific context. The company president may also be your good friend; when you write to her about company business, however, you should use an appropriately businesslike tone.

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PARAGRAPH:
How do you mark paragraphs online?

Long chunks of text are often difficult for readers to process. If you can't indent your online paragraphs, break your text into blocks, leaving an extra space between them. You can also help readers by stating the most important information at the beginning of each paragraph.

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