Automatically send copies of sent messages. Rules for business correspondence
Creating a backup copy of text messages on Android and then saving them to a Gmail account is a very simple process that even a novice user can handle. Continue reading and you will learn how to backup SMS on Android.
What you need
It is very easy to lose SMS messages. There are times when you want to delete only one message, but instead you delete an entire conversation.
- Android smartphone
- SMS Backup+ app from Google Play Store
All is ready? Then you can start.
Note: Technically, you can configure SMS Backup+ in such a way that it will work with any mail server that has IMAP enabled. However, since the app was designed to work with Gmail and Gmail has great message search and other features, we won't spoil everything.
Step 1: Setting up a Gmail account for IMAP Access
SMS Backup+ requires IMAP access to your Gmail account. Let's take one minute and go to Gmail to check whether this feature is enabled or not.
Log in to your Gmail account and go to the “Forwarding and POP/IMAP” tab in the settings. Check that the IMAP function is enabled and save the settings. This is the only thing you need to set up in your Gmail account.
Step 2: Install and configure SMS Backup+
After you have enabled IMAP support in your Gmail account, you need to install SMS Backup+. Go to Google Play Store and download the app. After the application is installed, you need to configure it. Launch the application. The first thing you will see will look like this:
The first step is to set up the application's connection to your Gmail account. Click Connect. You will be asked to Select an account that will be used to save the SMS backup.
Select an account and give the required permissions. You can backup SMS on Android right now or skip this step.
The backup process will begin, which, depending on the number of messages, can last a couple of minutes or several hours.
You don't even have to wait for the process to complete to go to your Gmail account and check your saved messages. Log in to your Gmail account and on the left side you will see a new “SMS” tab, open it.
Congratulations! You learned how to backup SMS on Android using the SMS Backup+ application. Gmail stores not only SMS, but also MMS messages that you have received or sent. Now let's look at the additional features.
Step 3(optional): How to backup SMS on Android automatically
Once you have set up automatic backup, return to the home screen and head to "Advanced Settings". Here you can change settings for backup, restore, and notifications. In the “Backup” settings, you can select data for backup (SMS, MMS, Call Log), and also create a white list that will contain contacts, messages and calls from which you want to save.
There are not many settings for recovery, but they are still worth a look. When SMS Backup+ stores your messages in Gmail, it creates a conversation for each contact. You can tell SMS Backup+ to restore only those conversations that are marked as important in your Gmail account.
That's all. Now you know how to backup SMS on Android manually as well as automatically.
Business communication is its own world with its own laws. A lot depends on how we comply with these laws: the impression we make on colleagues and partners, work productivity, and even career advancement.
A special place in business communication is occupied by business correspondence, which is the daily responsibility of most office workers and not only. The ability to conduct business correspondence correctly can be a good help for concluding profitable deals and building your business image.
Let's look at some features of a business letter. So, business correspondence is:
- use of template phrases and cliches
- emotional neutrality,
- semantic accuracy and conciseness of presentation,
- well-constructed argumentation.
Business correspondence in English is the same set of rules and clichés, some of which we recommend using for everyone who works with foreign partners or in international companies. We bring to your attention several useful phrases that will decorate your business correspondence. These phrases will emphasize your professionalism and help shape the image of a business person. Let's begin!
1.Please find attached
Let's start with the classics. Often you have to attach various documents or other files to a letter. In order to notify the recipient about the presence of an attachment, this phrase is perfect. After all, the word “Attachment” in translation means “attachment”. The phrase should be used at the end of the letter.
Here are a couple of examples of use:
- Please find attached my portfolio.
- Please find attached copy of the agreement/contract.
2. I have forwarded
This phrase can be used if you need to forward an email to other recipients. To notify the recipient about this, the phrase “I have forwarded” is perfect. For example:
- I have forwarded Anna’s CV to you.
- I have forwarded John's email to you.
3. I've cc'ed
A person uninitiated into all the secrets of the peculiarities of business correspondence may not understand what this strange abbreviation means. But we are professionals. “I’ve cc’ed” is an abbreviation that stands for I have carbon copied. The phrase means "to copy someone to receive letters."
So if you need to inform someone that you have copied other recipients, feel free to use this phrase. Eg:
- I’ve cc’ed Sara on this email.
- I’ve cc’ed Jack and Jimmy on these emails.
As for abbreviations that cannot be used in business correspondence, an exception is usually made for this case.
4. For further details
This phrase is a proven way to politely end your letter in English. “For further details” means “for more detailed information”, “in more detail”. Examples of using:
- For further details contact me any time.
- For further details write to our Sales-manager.
Another phrase that will help you finish politely is “If you have any questions, please do not hesitate to contact me.” Translated, this means “If you have any questions, feel free to write to me.”
5. I look forward to
The phrase “look forward” means “to look forward.” So if you are looking forward to a response or some other action from the recipient, then it would be quite appropriate to use this phrase. Eg:
- I look forward to your answer.
- I'm looking forward to your reply.
The phrase is best used at the end of the letter.
When writing a letter, you need to be polite even when you don't really feel like it. The ability to write competent letters in any situation reflects your professionalism, good manners and knowledge of business ethics. In conclusion, let us remind you that in business correspondence you must show precision of wording and impeccable literacy. The use of abbreviations is also unacceptable (with rare exceptions).
Write emails in English correctly, dear friends! Good luck!
Today, courts often accept electronic correspondence as written evidence. However, to do this, it must have legal force. Meanwhile, clear and uniform rules and methods for determining the legitimacy of virtual correspondence have not yet been developed, which leads to a large number of problems.
Let's look at several ways to give emails legal force.
Long gone are the days when the only means of communication were letters written on paper. The development of economic relations between economic entities is no longer conceivable without the use of information technology. This is especially true when counterparties are located in different cities or even countries.
Communication via electronic communication helps reduce material costs, and also allows you to quickly develop a common position on specific issues.
However, such progress should not be viewed only on the positive side. Various disputes often arise between subjects of economic relations; to resolve them, they turn to the courts. The court makes a decision based on an assessment of the evidence provided by the parties.
At the same time, the relevance, admissibility, reliability of each evidence separately, as well as the sufficiency and interconnection of the evidence in their totality are analyzed. This rule is enshrined both in the Arbitration Procedure Code of the Russian Federation (clause 2 of Article 71) and in the Code of Civil Procedure of the Russian Federation (clause 3 of Article 67). In the process of determining the admissibility and reliability of the evidence provided, the court often asks questions, the solution of which significantly affects the outcome of the case.
The use of electronic document management in relations between business entities is regulated by the norms of the Civil Code of the Russian Federation. In particular, in paragraph 2 of Art. 434 states: an agreement in writing can be concluded by exchanging documents via electronic communication, which makes it possible to reliably establish that the document comes from a party to the agreement.
In accordance with paragraph 1 of Art. 71 Code of Civil Procedure of the Russian Federation and paragraph 1 of Art. 75 of the Arbitration Procedure Code of the Russian Federation, written evidence is business correspondence containing information about circumstances relevant to the consideration and resolution of the case, made in the form of a digital record and received via electronic communication.
To use electronic documents in legal proceedings, two conditions must be met. Firstly, as already indicated, they must have legal force. Secondly, the document must be readable, that is, it must contain information that is generally understandable and accessible to perception.
This requirement follows from the general rules of legal proceedings, which presuppose the immediacy of judges’ perception of information from sources of evidence.
Often, the court refuses to admit as evidence to the case materials electronic correspondence that does not meet the above conditions, and subsequently makes a decision that does not satisfy the legal requirements of the interested party.
Let's consider the main ways to legitimize electronic correspondence before and after the start of proceedings.
Working with a notary
If the proceedings have not yet begun, then to give electronic correspondence legal force, you need to involve a notary. In paragraph 1 of Art. 102 of the Fundamentals of Legislation on Notaries (Fundamentals) states that, at the request of interested parties, a notary provides evidence necessary in court or an administrative body if there are reasons to believe that the provision of evidence will subsequently become impossible or difficult. And in paragraph 1 of Art. 103 of the Fundamentals stipulates that in order to secure evidence, the notary inspects written and material evidence.
According to paragraph 2 of Art. 102 Fundamentally, a notary does not provide evidence in a case that, at the time interested parties contact him, is being processed by a court or administrative body. Otherwise, the courts recognize notarized electronic correspondence as inadmissible evidence (Resolution of the Ninth AAS dated March 11, 2010 No. 09AP-656/2010-GK).
It is worth recalling that, based on Part 4 of Art. 103 Fundamentals, provision of evidence without notifying one of the parties and interested parties is carried out only in urgent cases.
In order to inspect evidence, a protocol is drawn up, which, in addition to a detailed description of the notary’s actions, must also contain information about the date and place of the inspection, the notary conducting the inspection, the interested parties participating in it, and also list the circumstances discovered during the inspection. The emails themselves are printed and filed with a protocol, which is signed by the persons participating in the inspection, by a notary and sealed with his seal. By virtue of the Determination of the Supreme Arbitration Court of the Russian Federation dated April 23, 2010 No. VAS-4481/10, the notarial protocol for the inspection of an electronic mailbox is recognized as appropriate evidence.
Currently, not all notaries provide services for certification of emails, and their cost is quite high. For example: one of the notaries in Moscow charges 2 thousand rubles for one page of the descriptive part of the protocol.
A person interested in providing evidence applies to a notary with a corresponding application. It should indicate:
- evidence to be secured;
- the circumstances that are supported by this evidence;
- the grounds for which evidence is required;
- at the time of contacting a notary, the case is not being processed by a court of general jurisdiction, an arbitration court or an administrative body.
Notaries inspect the contents of an electronic mailbox either remotely, that is, they use remote access to a mail server (it can be the server of a provider providing an electronic communication service under a contract; a mail server of a domain name registrar or a free Internet mail server), or directly from the computer of the interested person , on which an email program is installed (Microsoft Outlook, Netscape Messenger, etc.).
During a remote inspection, in addition to the application, the notary may need permission from the domain name registrar or Internet provider. It all depends on who exactly supports the operation of mailboxes or an electronic mail server under the contract.
Certification from the provider
Resolutions of the Ninth AAS dated 04/06/2009 No. 09AP-3703/2009-AK, dated 04/27/2009 No. 09AP-5209/2009, FAS MO dated 05/13/2010 No. KG-A41/4138-10 stipulate that the courts also recognize the admissibility of electronic correspondence , if it is certified by the Internet service provider or domain name registrar who are responsible for managing the mail server.
The provider or domain name registrar certifies electronic correspondence at the request of an interested party only if it manages the mail server and such right is specified in the service agreement.
However, the volume of electronic correspondence can be quite large, which in turn can complicate the process of providing paper documents. In this regard, the court sometimes allows the provision of electronic correspondence on electronic media. Thus, the Arbitration Court of the Moscow Region, making a Decision dated August 1, 2008 in case No. A41-2326/08, referred to the admissibility of electronic correspondence provided to the court on four CDs.
But when considering the case in the appellate instance, the Tenth AAC, by its Resolution dated 10/09/2008 in case No. A41-2326/08, recognized the reference to electronic correspondence as unfounded and canceled the decision of the court of first instance, indicating that the interested party did not submit any documents provided for by the concluded parties agreement.
Thus, emails relating to the subject of the dispute must be submitted to the court in writing, and all other documents can be submitted on electronic media.
Confirming the contents of letters by referring to them in subsequent paper correspondence will help prove the facts stated in virtual correspondence. The use of other written evidence is reflected in the Resolution of the Ninth AAS dated December 20, 2010 No. 09AP-27221/2010-GK. Meanwhile, the court, when considering the case and assessing the evidence provided by the parties, has the right not to consider paper correspondence with links to electronic correspondence admissible.
He only takes it into account and makes a decision based on a comprehensive analysis of all the evidence presented.
Get help from an expert
If the proceedings have already begun, then to give electronic correspondence legal force it is necessary to exercise the right to attract an expert. In paragraph 1 of Art. 82 of the Arbitration Procedure Code of the Russian Federation stipulates that in order to clarify issues that arise during the consideration of a case that require special knowledge, the arbitration court appoints an examination at the request of a person participating in the case, or with the consent of the persons participating in it.
If the appointment of an examination is prescribed by law or a contract, or is required to verify an application for falsification of the evidence presented, or if an additional or repeated examination is necessary, the arbitration court may appoint an examination on its own initiative. The appointment of an examination for the purpose of verifying the evidence presented is also provided for in Art. 79 Code of Civil Procedure of the Russian Federation.
In a petition to appoint a forensic examination, it is necessary to indicate the organization and specific experts who will carry it out, as well as the range of issues for which the interested party decided to apply to the court to order an examination. In addition, information about the cost and timing of such an examination should be provided and the full amount to pay for it should be deposited with the court. The involved expert must meet the requirements established for him in Art. 13 of the Federal Law “On State Forensic Expert Activities in the Russian Federation”.
Attachment to the case materials as evidence of an expert's opinion on the authenticity of electronic correspondence is confirmed by judicial practice (Decision of the Moscow Arbitration Court dated 08/21/2009 in case No. A40-13210/09-110-153; Resolution of the Federal Antimonopoly Service of the Moscow Region dated 01/20/2010 No. KG-A40 /14271-09).
Based on the contract
In paragraph 3 of Art. 75 of the Arbitration Procedure Code of the Russian Federation notes that documents received via electronic communication are recognized as written evidence if this is specified in the agreement between the parties. Accordingly, it is necessary to indicate that the parties recognize the equal legal force of correspondence and documents received via fax, the Internet and other electronic means of communication as the originals. In this case, the agreement must specify the email address from which electronic correspondence will be sent, and information about the authorized person authorized to conduct it.
The contract must stipulate that the designated email address is used by the parties not only for work correspondence, but also for transferring the results of work, which is confirmed by the position of the Federal Antimonopoly Service of the Moscow Region in Resolution No. KG-A40/12090-08 dated January 12, 2009. The Decree of the Ninth AAS dated December 24, 2010 No. 09AP-31261/2010-GK emphasizes that the contract must stipulate the possibility of using e-mail to approve technical specifications and make claims regarding the quality of services provided and work performed.
In addition, the parties may stipulate in the agreement that notifications and messages sent by email are recognized by them, but must be additionally confirmed within a certain period by courier or registered mail (Resolution of the Thirteenth AAC dated April 25, 2008 No. A56-42419/2007).
To summarize, we can say that today there is a practice of courts using electronic correspondence as written evidence. However, taking into account the requirements of procedural legislation regarding the admissibility and reliability of evidence, virtual correspondence is taken into account by the court only if it has legal force.
In this regard, a large number of problems arise, since a unified methodology for determining the legitimacy of electronic correspondence has not yet been formed. The right of an interested party to contact a notary in order to secure evidence is enshrined, but there is no regulatory act of the Ministry of Justice of the Russian Federation regulating the procedure for the provision of such services by notaries. As a result, there is no single approach to determining their value and forming a clear mechanism for implementing this right.
There are several ways to give electronic correspondence legal force in order to present it as evidence in court: securing electronic correspondence from a notary, certification from an Internet provider, by reference to emails in further paper correspondence, as well as confirmation of their authenticity by forensic examination.
A competent approach to the timely provision of electronic correspondence as written evidence will allow business entities to fully restore their violated rights when resolving disputes.
Postal etiquette does not require perfectly formatted text. This may take too long. The main thing is to avoid what we will write about below - this will be enough for a start.
Sending a non-urgent email marked “urgent”
“It’s like the fairy tale about the boy who constantly cried wolf.” If you abuse the “urgent” tag, people will stop answering your emails. And a truly important letter may go unnoticed because of this.
Familiarity
Yes, the tone of your letter can reflect your relationship with the recipient. However, you may be considered unprofessional if you allow yourself to be too informal in your correspondence. Avoid excessive use of exclamation marks, emoticons, colored text, unusual fonts, and excessive brevity of messages.
Be especially careful if you work with people of different ages, with language barriers, or with those who prefer a more traditional form of communication.
Too dry tone
At the same time, being a robot is also not worth it. It's okay if you show your character or enthusiasm in your letters - within reasonable limits.
Reply All
Work email is not for entertainment, but for communication. So if you're replying to an email sent to a group of people, think twice before clicking "reply all." To do this, your answer must be extremely important to everyone.
Sending copies without permission
Sharing other people's information with others is, to say the least, impermissible. It doesn't matter whether you send a client a copy of a letter from your boss who responded to him in any way, or include one employee in personal correspondence with another. Few people might like it if you send a copy of a letter without their consent.
Send BCC
Sending BCC breeds mistrust. If you want to send a letter to someone, and this person, in theory, should not participate in work correspondence, copy the text and send it as a separate letter.
Unspecified email subject
Subjects like “It’s Me,” “Hello,” or “FYI” (FYI) simply don’t grab attention. The person will not understand what is being said and will not want to respond to the letter. Work-related letters should be clear and concise. The recipient is more likely to open the email if he understands what you want from him.
Sending too many personal emails
You can sometimes use jokes, touching stories and motivational quotes to cheer someone up. But people get tired of this quickly, no matter what your intentions were in writing them. If you send too many personal emails, they will simply be set to auto-deletion.
Be rude
You shouldn’t send letters full of poison, because people will remember it when the opportunity arises. Instead, write a letter and leave it in “Drafts” for two days. Then you can come back to it and edit it, removing the barbs. This way you will achieve what you want faster. In addition, you will be treated as a very patient and thoughtful professional.
Stupid email address
If you are sending an email to a client, employee, or potential employer, do not use email with an “unprofessional” title. If there is anything in the mail title that purports to be witty or contains sexual or vulgar connotations (something like [email protected]), you run the risk of making your interlocutor feel negative towards you from the very beginning. Create a separate email for purely professional needs.
Typos
The fact that the email was sent from an iPhone is not an excuse for sending sloppy emails. If you make more than one mistake in your letter, it may be considered unprofessional. If this is a very important letter, and you are in a hurry to get somewhere, then try to at least check it before sending it.
Sending emails early in the morning
Most people, when receiving letters, look at the time they were sent. If the letter is sent too early, you may be viewed negatively. At the very least, you will be considered a workaholic with no personal life. It's worse if you are considered intrusive. If inspiration awakens you at night, write a letter, save it in “Drafts” and send it during working hours.
Too many punctuation marks
People sometimes get too carried away and use a lot of exclamation points. The result may seem immature or too emotional to some. Don't abuse it!!!
Non-professional fonts
The Purple Comic Sans font has its own scope. In business, it is better to use classic fonts, colors and sizes. Your letters should be easy to read.
Typically a font size of 10 or 12 is used. Easy to read fonts like Arial, Calibri or Times New Roman are best for the job. Preferable color is black.
Letter too long
Most people spend seconds, not minutes, reading emails. Many people simply skim over the text with their eyes, so write your letters based on this. People find it difficult to read large paragraphs - break the text into smaller blocks. Highlights and bulleted lists are much easier to read. You can also highlight the main points in bold or italics, but do not do this often.
In Microsoft Outlook, you can specify that for all messages you send, an automatic Bcc (Bcc) will be sent to other distribution lists or users.
One scenario in which this rule is useful is when everyone in a group responds to incoming email messages, such as Help Center. When one group member replies to a message, other group members automatically receive a copy of the reply, keeping all outgoing messages up to date.
client rules
Create a rule
Now, every time you send a message, be it a new message, forward a message or reply, people or groups that are specified in the rule will be automatically added as copy recipients. The names of people or groups do not appear in the Cc line of the compose message, but those names will appear to all recipients of the message.
Disable a rule
In the Mail view, on the tab home click the button rules > Manage Rules and Alerts.
On the tab in the section Rule
Click the button OK.
Rules and Alerts.
Advice: For more information about how to quickly disable this rule for individual messages, see the next section ("").
Use a category to disable automatic CC for individual messages
If you want the flexibility to turn off automatic new copy rules based on a single message without having to navigate through the dialog box rules and alerts, you can use the categories feature in Outlook, along with a rule.
Advice:
First, you need to create a rule to automatically send blind carbon copy (CC) for all email messages you send.
This specific rule is called client rules. Client rules run only on the computer on which it is created and run only if Outlook is running. If you were to send an email using an email account on another computer, the rule would not run from that computer so that it would be generated on that computer. This same rule must be created on each computer that plans to use it.
Create a rule
Now every time you send a message, be it a new message, forward a message or reply, people or distribution lists specified in the rule will be automatically added as copy recipients. The names of people or distribution lists do not appear in the Cc line of the compose message, but those names will appear to everyone who receives the message.
Disable a rule
To prevent a copy from being sent automatically, you must first disable the rule.
In Mail in the menu Service click the button Rules and Alerts.
On the tab Email Rules In chapter Rule uncheck the box corresponding to the rule you created.
Click the button OK.
You can now send a message without automatically sending a copy to other people or mailing lists. The rule will be inactive until it is re-enabled in the dialog box Rules and Alerts.
Advice:
Use a category to disable automatic CC for individual messages
If you want to disable the new automatic Send CC rule for individual messages without calling the dialog box Rules and Alerts, you can set the rule to a category that is available in Office Outlook 2007.
Modify the rule you created earlier so that when you add the specified category to a message, the rule does not automatically send a copy.
Whenever you want to disable the auto-cc rule for a message, apply a category to it.
Advice: You can use a keyboard shortcut if you specified it when creating the category.
When you send a message, the auto-copy rule will not apply.
