2-4 COMFORTABLE USE OF THE INTERNET
To use the network comfortably
Netiquette (network + etiquette)
“Netiquette” means etiquette on the Internet. Even on the network, there is a code of conduct acceptable for everyone just as in the real world. We will go into detail later.
Literal expressions
As mentioned earlier, online communication is mostly exchange of written words, so you need to pay full attention to your expressions, avoiding emotional or negative wording.
Confirmation of the recipient
When you send e-mail messages, make sure that you are sending them to the right person. You also need to take care of the addresses on the mailing list. If you are negligent, you might disturb someone else with an unsolicited message. Also, you should refrain from sending messages to an unspecified large number of people or those who are not related.
Netiquette is a code of polite behavior acceptable on the Internet. Just as in the real world, rules of etiquette and courtesy must be respected on the network as well, for good relations among people. It is even more so because online communication mostly relies on written words and doesn’t convey gestures and tones of voice, easily inviting misunderstanding.
In other words, when you exchange information using the network, you need to recognize your social and legal responsibilities and the risks involved as a member of the network society, not to mention that you have to abide by the regulations required by MIND and Internet service providers. Also, in order to enjoy network life, you are obliged to learn the basic rules and good manners, respect others and cooperate for comfortable operation of the network.
The following cases are described, indicated by right (Good)or wrong (WG).
1. What is netiquette?
- (Good)Etiquette on the Internet is called "netiquette".
- (Good)Sensible behavior respected in social life should also be observed on the network.
2. Literal communication
- (Good)Although e-mail is convenient, it could offend or disturb the recipient unless you pay attention to its usage and your wording.
- (Good)In exchanging e-mail, since it is not face-to-face, you have to be careful of your expressions, or you will invite misunderstanding.
- (Bad)When exchanging e-mails with your close friends, you can write in any way you like because you will rarely be misconstrued.
→People have different values. Therefore, wording should be simple and universal. You should refrain from using nonstandard expressions, slang and buzzwords. If you want, try to add notes or follow-up messages.
3. Sending messages to many unspecified people
- (Bad)At Meiji, students use their student ID numbers as their user ID, so a club member sent e-mails to people presumed to be freshmen by guessing their user IDs, to encourage them to join his club.
- (Bad)Since a class was canceled, a student sent e-mails to everyone in her class, for no other purpose but to practice e-mailing.
- (Bad)A club member wants to send e-mails to students in his department that he doesn't know because he wants to publicize his club to many people.
- (Bad)A club member sent e-mails to all freshmen to urge them to join a club.
→You must not use the network for “direct-mail advertising”. You should also make proper use of the network so that it won’t get overloaded.
4. Forwarding and disclosure of e-mail
- (Good)You should not forward e-mail messages you have received without the sender's prior consent.
- (Bad)A student received e-mail from a close friend in the seminar. Since it was related to the seminar and very interesting, she forwarded the message to other students in the seminar, assuming that there would be no problem if she obtained the friend's approval later.
- (Good)A student received an e-mail that said, "You will be happy if you forward this mail to ten people". But he thought it was a chain e-mail, so he didn't forward it to anyone.
- (Bad)A student received an "e-mail of misfortune" (a type of chain letter). Worrying that she might get into trouble if she didn't forward it to anyone, she did just that to ten of her friends.
- (Bad)A student received an e-mail saying that if he sent 200 yen to five people he would make a profit. He was so delighted that he forwarded the e-mail and sent money to five people as he was told.
→E-mail requesting unspecified others to send copies is called “chain e-mail”. This is inadmissible behavior whatever the reason. If you’ve received e-mails of this kind, report them to the system operator immediately. The last example is tantamount to the pyramid scheme, which is illegal in the first place. It is strictly prohibited.
- (Bad)E-mail messages you have received are considered just like official statements and can be made public on your website without restrictions.
- (Bad)A student received an e-mail warning against a computer virus. He thought he needed to inform everyone about it and forwarded the message to all his acquaintances right away.
→E-mail is considered original work. Forwarding one without the sender’s consent could constitute an infringement of the copyright. It could also divulge or invade privacy (e-mail address, home address, name, etc.), so you should keep that in mind.
5. Subjects
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(Bad)Long and detailed subjects are more desirable because they explain the content of the e-mail clearly.
→Subjects should be “succinct” yet comprehensible.
6. Machine-dependent characters (= Original characters added by each maker to the JIS Kanji codes)
- (Bad)A student used special characters such as enclosed numbers in his writing to make it easier to read.
- (Good)It is better not to use enclosed numbers or Roman numerals in your writing because they are particular to each machine.
→Enclosed numbers and other special codes are called “machine-dependent characters”. These characters could become garbled under certain circumstances because some machines are not compatible with others. Avoid using them on the Net.
7. Single-byte katakana
- (Good)A student tries not to use single-byte katakana because it is sometimes not displayed on other computer systems.
- (Bad)A student opted to use single-byte katakana in her e-mail because double-byte katakana looked a bit dull.
- (Good)A student always makes katakana double-byte because some computer systems cannot display single-byte katakana.
→Single-byte katakana is not included in the characters defined by e-mail program standards, so many e-mail-read programs do not display single-byte katakana. It could also cause malfunctioning of other online computers. Try to refrain from using it.
8. File size
- (Bad)There is little difference in information content (file size) between sound files, graphics files and text files.
- (Good)File size tends to be larger with sound and graphics files, so it should be taken into account when creating websites.
- (Good)When posting photos on the website, a student reduced colors to 256 to make the graphics file as compact as possible.
- (Good)A student uses the JPEG compressed file for photos to go onto his website to make the file as compact as possible.
→Video, sound and graphics files all come in a larger size, so they put more load on the network. You should take care when not only disclosing data but also browsing.
9. E-mail signatures
- (Bad)A student created an e-mail signature about 20 lines long in a beautiful style so that it would express individuality.
- (Good)It is better to make e-mail signatures concise and brief.
- (Good)It is thoughtful to put a signature at the end of a message. However, the home address and the phone number should be excluded from the signature because messages could be forwarded to a third party.
→Some mailers (e-mail software) cut off information in the header including the sender’s e-mail address, so it is a good idea to put a simple signature at the end of a message. Generally, simple ones with three to five lines are considered desirable.
10. Urging a reply to e-mail
- (Bad)A student finds it absurd not to reply to e-mail in two hours because e-mail, unlike snail mail, gets delivered to the other party in the blink of an eye.
- (Bad)A student sent an e-mail to a friend, but she hasn't received a reply for 10 days now. Feeling ignored, she is thinking of severing relations with the friend.
→The recipient is not always in a situation that he/she can read e-mail off hand, so you should allow for plenty of time. You should also keep it in mind that e-mail, since it goes through many computers to reach the other party, might go missing on the way on rare occasions.
11. Reference (When you have questions)
- (Bad)A student didn't know how to send and receive e-mail, so he tried asking the manufacturer right away.
- (Good)A student, first of all, acquired information on how to use the network from the guidebook and on the related website.
→Refer to a set of user manuals first. Some contain a list of frequently asked questions (FAQ) for better understanding. If you still have trouble, consult an assistant in each Systems Office or call the manufacturer’s technical support line for help.
12. Manners for communal use
- (Bad)While a student was using a computer on campus to write e-mail, he left for lunch without logging off. After lunch, he went straight back home, as he had no classes in the afternoon. He just thought, "Maybe someone in the staff will turn off the computer, so there's no problem".
- (Bad)When a student was using a computer on campus, she left her seat without logging off because she intended to come back soon.
- (Good)When a student was using a computer on campus, he left his seat after logging off the computer, although he intended to come back soon.
→There are people waiting for a computer to be available. If you leave your seat for lunch or something, give it up for a person who needs it. It is also not appropriate for security reasons to leave your seat with the screen open, with an e-mail or document you are drafting on view.