December
10, 2004
Using email more effectively: Plain Text
versus HTML
HTML is for creating web pages, not
for sending email. When you use email as a business communications
tool you can do it more effectively simply by choosing the plain
text format in your email program.
Plain text is the standard for email messaging,
all email programs can open and display plain text messages in
a standard way. Plain text is also known as 'ASCII' text which
stands for 'American Standard Code for Information Interchange'.
HTML stands for 'HyperText Markup Language'
and it is the code used to build web pages. However, most email
programs today allow users to send their emails in HTML format.
In many cases users aren't even aware they are sending HTML emails
because their email program defaults to the HTML setting. Look
at your email program preferences right now and make a New Year's
resolution to stop sending HTML emails and start using plain text
for all email communications.
Here are a few reasons why plain text is far
superior to HTML email:
1. Speed and Size
HTML emails are much larger than plain text emails, meaning they
take longer to download and open, and they take up more space.
If your goal is to make people wait longer to open and read your
email message, then by all means use HTML email. If you want to
appear professional and knowledgeable about email, stick to plain
text.
2. Display Problems and Readability
Due to the differences in people's computer programs and systems
the HTML email message that looks great on your screen may be
very difficult to read on someone else's screen. The text might
appear too small, the font could be different than what you intended,
there are many things that can go wrong. Plain text messages have
none of these display problems.
3. Security and Virus Risks
Using HTML email increases the risk of computer viruses and can
seriously invade your privacy. Virus code can be embedded into
an HTML email, and scripts or 'bugs' can be written into an HTML
email to send information about you back to a central web server.
Plain text email makes this much more difficult, and in many cases
impossible.
Summary
The lesson you should take away from this article is simple: HTML
is for web pages and plain text is for email. Please repeat this
out loud three times.
HTML is for web pages. Plain text is for email.
HTML is for web pages. Plain text is for email.
HTML is for web pages. Plain text is for email.
Have a Merry Christmas and a Happy New Year
sending plain text email messages.
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