Five bad email habits and how to break them

Woman looking at laptop with surprised expression on face
To avoid unpleasant surprises, break your “Reply all” habit

We all spend a lot of time writing and replying to emails. So it’s not surprising that we sometimes cut corners or become careless. But a lot of the times we shoot ourselves in the foot with bad habits that  ignore security concerns, annoy our correspondents or result in unprofessional emails. Here are five of the most common email faux pas. If you are not prone to any of them, congratulations! But if you recognize yourself anywhere here, we have a few pointers to help you become a better (email) citizen.

1. Weak password

It has often been reported that the most popular password for email accounts is “123456,” closely followed by “password.” Weak, easy-to-guess passwords like this leave all the personal and sensitive information in your mailbox virtually unprotected.  Start using a strong password that contains at least 15 characters, including capital and lowercase letters, numbers and symbols. If you can’t come up with one, you can always use a password generator.

2. Hitting “Reply all”

We have all heard the horror stories about snarky emails meant for just one trusted coworker going out to the entire company – including the big boss. But even when the cringe factor isn’t so high, no one should be replying “Ok, see you there” to all 150 people who received the same invite. Be sure to hit the right “Reply” button and you’ll prevent a lot of annoyance, if not embarrassment.

3. Resurrecting dead email threads

It may seem easier to dig up an old email from the bottom of your inbox, hit “Reply” and add new information to the thread than to start a new one. However, a subject line like “Re: Fw: Fw: Re: Re: Re: Quick question” doesn’t just indicate an email thread that has spun out of control, but also  makes it hard for the recipients to know what you actually want and judge how important your message is. Adding a new, unrelated message to an old email chain simply causes confusion – and might mean people don’t bother reading the email because they think it’s already been taken care of. Create a new email with a relevant subject line as soon as the content of the email chain changes.

4. Not proofreading

Always read what you’ve written a second time before you hit “Send.” Forgetting to proofread can mean you send a client an email full of unproffesional spelling msiteaks or even incorrect information. Whether you are writing to your boss or your grandmother, you want your emails to make sense. And when the topic is contentious or emotional, it’s even best to wait an hour or two before giving your message a second read-through and sending it – this helps make sure you’ve struck the right tone and don’t write anything you’ll regret later.

5. Attaching ginormous files

If you’re attaching photos or documents to your email, make sure the files are not so huge that they’ll cause a problem for the person you’re sending them to. Although allows a generous attachment size of 30 MB, the email provider used by your recipient might be limited to 20 MB or even less. It’s usually better to resize images and refrain from attaching five Word documents when one PDF will do. Keep in mind that nowadays a lot of people read their emails on their phones and often have data limits. How will they feel if you send them 2 GB of attachments? This especially applies to photos, which everyone knows take up a gazillion MB each. Learn how to create zip folders, compress files, or use a file sharing service like’s free Cloud.

We hope you found this article helpful. Please leave us your feedback below!

33 people found this article helpful.

Related articles

What is a mailer daemon – and why did my email bounce back?

It’s the dreaded bounce message: “Mail delivery failed: returning message to sender.” If you receive it, it means something went wrong and your email never made it to the intended recipient. But why can’t some emails be delivered, and who is the mysterious “mailer daemon” who sends them back to you?
Internet email communication in cyberspace with envelope sign hologram over working cpu in background
Not sure why you received a bounce message? explains how to fix a bounced email. sheds some light on these error messages and what you can do about them. more
6 people found this article helpful.

How is an email sent?

Have you ever wondered what happens with your email after you hit Send? Email is something we use every day, but most of us don’t know what happens behind the scenes to transmit our message from point A to point B.
Mail inbox containing three envelopes next to a small potted plant against a yellow background
What happens behind the scenes before an email arrives in your inbox? explains the steps your email takes along the way – and don’t worry, we promise not to get too technical!


Posted in

Email Inbox
1 person found this article helpful.

Mail Collector: One inbox, multiple email accounts

Ever wondered if there is an alternative to the usual dance of switching between multiple email accounts to keep track of your correspondence? Mail Collector to the rescue!
Smiling email icon on computer keyboard
With all your emails in one place, you’ll be smiling, too!
Find out how you can check all your emails in one place. more
4 people found this article helpful.

How to choose an email address

Need a new email address? Once you have decided on a provider, the toughest part is coming up with a unique email address. Maybe you just want to use your name, maybe you are looking to get creative and choose an address that reflects your personality or business. And once you come up with a great idea, you find that your dream name isn’t available!
Cookie the Pom wears glasses and looks at iPad
Creative email names can be hard to find!
Never fear – can help you find the perfect name to go with our unique domains. more

Posted in

Domains Email How-to
7 people found this article helpful.

Where did my emails go!? helps you find them

You’re sure you had an email about last week’s project in a folder, but now it’s nowhere to be found. Or even worse, you know you saw a new email from your grandma, but when you go to your inbox to look at it, it’s gone!
Stressed businessman looks at his laptop
Missing mails? Don’t worry – can solve the mystery
Keep calm and read this blog post – will show you where to look. more
6 people found this article helpful.

What can I do if I have a problem with 2FA?

If you are like a lot of our users, you appreciate the extra security that 2FA gives your email account by requiring a second verification step at login. But what do you do if something goes wrong – like if you no longer have access to the “second factor” because of a problem with the device you use for authentication?
Man eating breakfast while using digital tablet and phone
Problems with 2FA? Your secret key will soon have you smiling again!
Don’t panic – it’s time to use your secret key. more

Posted in

2FA Security Password
7 people found this article helpful.

What is an email domain and how to choose one

An email address always has the same structure: the user name in front of the @ symbol and a domain name behind it. But what is the email domain all about? And what are your options for customizing the email domain to create a unique email address?
Image of wooden Scrabble tiles spelling “DOMAIN” on a wood surface
A unique domain spells an unforgettable email address
Keep reading to get the 411 on email domains! more

Posted in

Domains Email Internet
13 people found this article helpful.

Your Compose E-mail window: Spellcheck, attachments and more!

You’re writing an email in your account and would like to change the font – is that possible? Where do you click to add a recipient from your address book? And is there even a spellcheck? Today we’ll take you on a tour of the Compose E-mail window in your inbox.
Open laptop on wooden desk with hands typing
Looking for the spellcheck? Let us show you around the Compose E-mail window!
Join us in exploring its many functions! more

Posted in

How-to Email Inbox
14 people found this article helpful.

Email emojis

It’s hard to imagine our online communications without emojis. They have made the leap from our emails and texts into popular culture, with an emoji movie and their own “holiday”: World Emoji Day on July 17. In honor of this special day, let’s take a look at the history of the emoji and its predecessor, the email emoticon.
Three balls painted to look like emojis against a blue background
These little guys are in the spotlight on World Emoji Day
Plus: How to add emojis to your emails. more

Posted in

Email Trends
15 people found this article helpful.

Create an email signature

Whether you are looking for a way to highlight your professional credentials when contacting others by email or would simply like to let your personality shine through, an email signature is the perfect solution.
Hand holding fountain pen writing on blank paper
You can set up a signature to customize your emails in just four easy steps
Discover how to set up an automatic email signature today. more

Posted in

Email How-to Inbox
15 people found this article helpful.