E-MAILBy Chloe

EMAIL LAYOUT

Inbox• Stores received emails• Holds emails permanently• Storing incoming e-mails

Junk

• Stores spam mail

• Holds unknown senders emails

• Receives blocked senders emails

Sent

• Holds sent emails

• Hold’s a copy of emails you send

• Holds conversations

Draft

• Holds unsent emails• Keeps a copy of unsaved emails • Holds saved emails till sent

Deleted

• Saves all deleted items from folders • Holds all deleted items • For mail you no longer need

Contact

s • Holds all email address

• Stores recent email senders

• Stores Name and Address

Folders

• Holds emails in order• Creates ‘personal touch’• Stores emails in correct place

RECEIVING AN EMAIL Email

Date

This is an attachment This is the subject of the email

This is who sent the email

Attachments are explained in this page hyperlinked.

• Shows what the email is about.• Tells us what’s going to be included.

REPLYING TO AN EMAIL

RE Shows this is an reply to the email.

This is the original message

Reply Button

This is my automatic reply

Hyperlink

FORWARDING AN EMAIL

Attactment has comes with the

forwarded email

Original message

FW shows this is a message has been forward.

I have further forwarded a carbon copy to a contact, Shown here.

MAKING USING EMAIL EASIER

Creating a Signature- An e-mail signature is a block of text that is appended to the end of an e-mail message you send. Generally you use a signature to sign off a e-mail message with a closing statement.

Folder Management- Managing folders is a simple way of keeping track of files and emails. Making them easier to locate and address with a certain topic.

Automatic replies- Reply using an automatic system helps business and personal use of Email. This helps people understand weather they are on or offline which will make it easier to know when they can reply to get hold of them, which gives a more professional look.

Address book and contacts- Using the address book and contacts makes finding a locating people more easier. Making it easier to email and contact clients.

CREATING A SIGNATURE

An e-mail signature is a block of text that is appended to the end of an e-mail message you send. Generally you use a signature to sign off a e-mail message with a closing statement.

I have now changed my signature.

FOLDER MANAGEMENT

Managing folders is a simple way of keeping track of files and emails. Making them easier to locate and address with a certain topic.

Picture of my folder management.

Example:

AUTOMATIC REPLIES

Reply using an automatic system helps business and personal use of Email. This helps people understand weather they are on or offline which will make it easier to know when they can reply to get hold of them, which gives a more professional look.

Date of absence.

EMAIL ETIQUETTE 1. Be concise and to the point

2. Answer all questions, and pre-empt further questions

3. Use proper spelling, grammar & punctuation

4. Make it personal

5. Use templates for frequently used responses

6. Answer swiftly

7. Do not attach unnecessary files

8. Use proper structure & layout

9. Do not overuse the high priority option

10. Do not write in CAPITALS

11. Don't leave out the message thread

12. Add disclaimers to your emails

13. Read the email before you send it

14. Do not overuse Reply to All

15. Mailings > use the bcc: field or do a mail merge

15. Mailings > use the bcc: field or do a mail merge16. Take care with abbreviations and emoticons17. Be careful with formatting18. Take care with rich text and HTML messages19. Do not forward chain letters20. Do not request delivery and read receipts21. Do not ask to recall a message.22. Do not copy a message or attachment without permission23. Do not use email to discuss confidential information24. Use a meaningful subject25. Use active instead of passive26. Avoid using URGENT and IMPORTANT27. Avoid long sentences28. Don't send or forward emails containing libellous, defamatory, offensive, racist or obscene remarks29. Don't forward virus hoaxes and chain letters30. Keep your language gender neutral31. Don't reply to spam32. Use cc: field sparingly

EMAIL ETIQUETTE

Why do you need email etiquette?

A company needs to implement etiquette rules for the following three reasons:

Professionalism: by using proper email language your company will convey a professional image.

Efficiency: emails that get to the point are much more effective than poorly worded emails.

Protection: from liability: employee awareness of email risks will protect your company from costly law suits. Link to

email videoClick on the shape to see video

EMAIL ATTACHMENT An email attachment is a computer file sent along with an

email message. One or more files can be attached to any email message, and be sent along with it to the recipient. This is typically used as a simple method to share documents and images. A paper clip image is the standard image for an attachment in an email client.

Size limits: Email standards such as MIME don't specify any file size limits, but in practice email users will find that they can't send very large files.

Dangerous file types:

Email users are typically warned that unexpected email with attachments should always be considered suspicious and dangerous, particularly if not known to be sent by a trusted source.

MESSAGE FORMAT Internet email messages consist of two major sections: Header – Structured into fields such as From, To, CC, Subject, Date,

and other information about the email. Body – The basic content, as unstructured text; sometimes

containing a signature block at the end. This is exactly the same as the body of a regular letter.

The header is separated from the body by a blank line. Most modern graphic email clients allow the use of either plain text

or HTML for the message body at the option of the user. HTML email messages often include an automatically generated plain text copy as well, for compatibility reasons.

CARBON COPY A carbon copy is the under-copy of a document created

when carbon paper is placed between the original and the under-copy during the production of a document.[1] With the advent of email, the abbreviation cc or bcc (blind carbon copy) has also come to refer to simultaneously sending copies of an electronic message to secondary recipients.

It is still common for a business letter to include, at the end, a list of names preceded by the abbreviation "cc:", indicating that the named persons are to receive copies of the letter, even though carbon paper is no longer used to make the copies.

Carbon copy

BLIND CARBON COPY An additional BCC (blind carbon copy) field is available for hidden

notification; recipients listed in the BCC field receive a copy of the message, but are not shown on any other recipient's copy (including other BCC recipients).

It is considered good practice to indicate to the other recipients that a new participant has been added to the list of receivers (e.g. by writing "I have CCed John Doe").

In common usage, the To field recipients are the primary audience of the message, CC field recipients are others whom the author wishes to publicly inform of the message, and BCC field recipients are those surreptitiously being informed of the communication

Carbon copy