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Formatting Guidelines for Messages
Abstract: This concerns the format and the coding of the message, that is: diacritical signs (accents and others); rich formatting (bold, underline, italics, etc.), inserts (e.g.: images), attached files (e.g.: Word files).
A Few Basics
For all these features, and in the current state of the Internet network and miscellaneous working stations, the rule is simple:
- for * personal * e-mail, and in agreement with your correspondent(do a few tests first with him / her), * anything goes *;
- for all * forums * and * collective e-mails * always restrict yourselves to * text only * format (no bold, underline, italics, etc.). Not everybody uses the same message software, and different types of message software do not "interpret" codes in the same way. This can make your message unreadable to some of your correspondents. Check that the default format for sending e-mails from your message software is * text only * and not * html *.
Attached Files
This forum does not accept attached files.
==> However, if, in addition your comments, you wish to share a document with the other members of the forum, send a message saying that you are making a document available, describe it in a few words, and state its relevance to the discussion. The Forum Coordination will publish your document on the Web site and will indicate, in your message, the address on the Web site where it can be read or downloaded.
Layout / Formatting of Messages
Layout
Make your message more comfortable to read by applying a few layout rules:
- Air out your text.
- Skip a line between every paragraph (this helps the machine-translation process).
- Insert "headings", if appropriate.
* If you want to draw attention to a sentence or a paragraph, put asterisks around it, but leave a space between them and the nearest word. * This is preferable to using all upper case, which can " upset " the machine-translation software.
More generally, take your inspiration from messages that you find pleasant to read!
Formatting
We have tested two types of message formatting.
1. You wish to react quickly, provide additional information, and / or put questions to the author of a previous message.
==> Simply use the Reply function.
Most e-mail software, when you click on the Reply function, gives you a window that includes the message to which you are replying, encoded with a sign such as > at the beginning of every line.
Of this message, keep only the parts that are essential to the understanding of your own message. Delete the rest. These signs make the message more difficult to read. If you can avoid them completely, do so.
2. You have a more elaborate or personal statement to make.
Take your time. You can contribute one, two, or three messages on an experience or an idea that you feel is important. You can divide your message into several messages.
The message format in this case is as follows:
In the "Subject" field write a few words -- evocative and short -- indicating the content of your message. For recipients it is useful, sometimes even essential, that messages get to them with a clear, explicit "Subject", so they can file them, then find any one message whenever necessary without having to open and read a large number of them.
Example:
Subject: Disagreement with the relevance of topic X
* In the message proper *, once you have written your message, add at the top of your message:
- a more explicit title than what you wrote in the "Subject" field; put it between two sets of **
- then write "by" followed by your name and your e-mail address between < >.
- a short two- or three-line abstract of the content of the message; put it between two sets of **
In the above example you could have, at the beginning of the message:
** Title: Disagreement with the relevance of topic X and a proposal for a new debating angle **
by John ROBERTS <jroberts@mail.com>
Abstract: Topic X, which we are broaching in this debate, seems mistaken to me. It would be wise to consider broaching this issue from the angle of ... . etc.
And your message.
Finally, limit the length of your messages. We suggest that you keep it under 500 words, which is about half the length of this message. If your message is longer than that, it probably deals with more than one subject. This means that you can divide it, and send two, or even several separate messages, which will facilitate making your Subject fairly specific, and a simple abstract at the beginning of the message.
Please do not fail to read the message Formatting a Message for More Effective Machine Translation. It is important, while writing your message, not to forget that it will be translated with the help of machine-translation software, which implies a few constraints.
Don't forget to print this message and read it over again from time to time.
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