Chapter 2E-Mail

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Objectives

• Understand e-mail uses• Write subject lines• Use an appropriate tone• Format an e-mail• Identify e-mail program features

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Objectives (cont’d.)

• Add a signature block• Attach a file• Create folders in Outlook• Take a screen shot of the program window

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Introduction

• E-mail provides a quick and efficient way to communicate

• Have strategies for writing clear e-mails to communicate exactly what you intend

E-Mail Essentials

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Figure 2-1 Common uses for e-mail in business

E-Mail Essentials (cont’d.)

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Figure 2-1 Common uses for e-mail in business (cont’d.)

E-Mail Essentials (cont’d.)

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Figure 2-1 Common uses for e-mail in business (cont’d.)

E-Mail Essentials (cont’d.)

• Writing subject lines– Provides information about the e-mail that the

reader sees before opening

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Figure 2-2 Four versions of one subject line

E-Mail Essentials (cont’d.)

• Writing subject lines (cont’d.)– Version 1: too short– Version 2: inaccurate if received on different day– Version 3: too much information– Version 4: clear and effective

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Figure 2-3 Guidelines for writing effective subject lines

E-Mail Essentials (cont’d.)

E-Mail Essentials (cont’d.)

• Using an appropriate tone– Example:

George

As I TOLD you in our phone conversation yesterday, you MUST contact me

immediately. If I don’t hear from you by the end of the day, I will presume that you are no longer interested in our services. Good day.

– Never use all capital letters– Do not use words that could be considered

threatening

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E-Mail Essentials (cont’d.)

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Figure 2-4 Guidelines for creating acceptable e-mail tone

E-Mail Essentials (cont’d.)

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Figure 2-4 Guidelines for creating acceptable e-mail tone (cont’d.)

E-Mail Essentials (cont’d.)

• Using an appropriate tone (cont’d.)– Think of an e-mail as a intimate form of

communication– Make sure every e-mail uses a pleasant and friendly

tone

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E-Mail Essentials (cont’d.)

• Formatting e-mails– Develop and use a set format for every e-mail

• Salutation• Closing• Writer identification• Paragraphs

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E-Mail Essentials (cont’d.)

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Figure 2-5 Comparison of e-mail formats

E-Mail Essentials (cont’d.)

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Figure 2-6 E-mail formatting tips

E-Mail Essentials (cont’d.)

• Identifying e-mail program features– You generally use an e-mail program (e.g., Microsoft

Outlook, Gmail, or Yahoo! Mail) to send and receive e-mail

– All e-mail programs share common features

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E-Mail Essentials (cont’d.)

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Figure 2-7 Common features in an e-mail message window

Technology Skills Handling E-Mail in Outlook

• You can send e-mail directly from Word, from Outlook, or from another e-mail application (e.g., Gmail or Yahoo! Mail)– Outlook has many features

• Creating signature blocks• Attaching a file• Creating folders

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E-Mail in Outlook (cont’d.)• Signature block:

– Contains text or pictures or both that is added automatically to the end of every e-mail

– Typically includes sender’s name, job title, company, business address (Web address, if applicable), and phone numbers

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E-Mail in Outlook (cont’d.)

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Figure 2-8 Signature block information

E-Mail in Outlook (cont’d.)

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Figure 2-8 Signature block information (cont’d.)

E-Mail in Outlook (cont’d.)• Attachments are files (e.g., a document file,

presentation file, spreadsheet file, or image file)– Travels with e-mail message– Some e-mail clients limit attachment sizes

• Check size limitations before sending– Scan for viruses before opening

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E-Mail in Outlook (cont’d.)

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Figure 2-9 E-mail message window with signature and attached file

E-Mail in Outlook (cont’d.)

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Figure 2-9 E-mail message window with signature and attached file (cont’d.)

E-Mail in Outlook (cont’d.)• Screen shots capture images on the screen

– You can then paste it into a Word document and modify (crop, resize, etc.)

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E-Mail in Outlook (cont’d.)• Folders sort, categorize, and keep track of e-mails

– They are often represented by a folder icon– Subfolders are folders inside another folder

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Figure 2-10 Creating a new folder

E-Mail in Outlook (cont’d.)

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Figure 2-10 Creating a new folder (cont’d.)

E-Mail in Outlook (cont’d.)

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Figure 2-11 New folders created in the Inbox

E-Mail in Outlook (cont’d.)

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Figure 2-11 New folders created in the Inbox (cont’d.)

E-Mail in Outlook (cont’d.)• If working on a shared computer, you might need to

delete information specific to you

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