Email-task

A guide for new employees-

When you see an email that is highlighted and that looks like it is un-opened, double click on the bar to open the Email.

Opening an Email.

To send an email you need to click the ‘new’ button –

Then you need to type the email address of the person, write a message and then click send-

Sending an Email-

When you click an unread Email one time a screen will come up at the side displaying the Email display and the contents of the Email-

You then need to click the single purple arrow in order to reply to an Email.

Replying to an Email-

This is mostly the same as how to reply apart from you have to click the blue arrow -

Forwarding an Email-

Although storage space isn’t an issue in this day and age, having lots of trash and useless clutter makes important and easy messages harder to find. Spam filters to a good job but to remove some of the trash but some still gets through, or some mail classed as junk with a fault in the filter and missed. You should be prompted regularly to remove junk mail and should be told that you can save mail.

Why archive

To archive an email you have to right click on your inbox, create a new folder, after this you can right click on an unopened email and click ‘add to folder’

Archiving an Email-

For example you could send your personal email address to your personal folder and other things to your work folder )if you have any)

My inbox Spam-An inbox rule is needed to move to junk

Important-Should be kept

Read-Need deleting

In box ruleIf you enforce an inbox

rule you choose an address from one

person and that person will be immediately put in the junk folder when an e-mail is received

Prioritise your mail, read messages with high importance first or save to an appropriate folder.

Set up in box rules dealing with spam. Keep your inbox organised, move mail into

folders and delete mail regularly. Permanently remove ‘deleted items’ once

your sure they are no use to you. All emails with attachments should be dealt

with appropriately, the attachment saved to a folder and then the e-mail deleted.

Acceptable use policy

You can attach various things like PowerPoints, word documents and other Microsoft documents-

You do this by clicking the paperclip, searching for a file and then attaching and sending-

Attachments-

A digital signature is a signature that you can use like you would on a normal letter, but on your email, for example as a head of a company you need to type your signature underneath the email message-

Adding a Digital Signature-

CC and BCC are the tabs just below who the recipient of the email is.

Using CC & BCC

When you open An email you have to right click on the persons name and click add to contacts-

Setting up contacts-

To highlight whether an email is important or not important, you need to click on ‘new Email’ and click the flag.

Using high and low importance-

You must right click on an email and then click move to folder-

(you may need to create a folder before you can add the Email to one)

Using folders to store Emails-

To do this you need to click options in the top right of the screen and click ‘set automatic replies’.

Then set a time and message for your email to send.

Automatic Response-

1. Include a clear, direct subject line 2. Use a professional email address. 3. Think twice before hitting "reply all.“ 4. Use professional salutations. 5. Use exclamation points sparingly. 6. Be cautious with humour. 7. Know that people from different cultures speak

and write differently. 8. Reply to your emails — even if the email wasn't

intended for you. 9. Proofread every message. 10. Add the email address last.

Email etiquette

Change your password regularly and keep it in a safe place.

Don’t share your password with anyone. Don’t open attachments from anyone you don’t

know. Log out or sign off from your account when you’ve

finished looking at/sending your email. Don’t reply to spam or forward chain emails. Keep your personal information personal – don’t

share bank or credit card information by email. Your bank will not discuss your private financial

discussions with any other unknown email address.

Staying safe when using email