email tool kit mstreamit e-mail toolkit1. email etiquette mstreamit e-mail toolkitpage 2 this must...

MStreamIT

MStreamIT

Email Tool Kit

MStreamIT E-Mail Toolkit 1

Email Etiquette

MStreamIT E-Mail Toolkit

This must be done for all emails:o No text or slang words as we want to maintain a professional company imageo Use a suitable subject line in the email so the reader knows what the email is abouto Add signature to all emails so the reader knows who the email is offo Setup contacts to get in touch with people easiero Use CC and BCC on emailso Use High and Low Importance on emailso Use folders to store certain emails as this helps to organise the inboxo Reply to an email in 24 hours as this is company policyo Always add an automatic response to all emails when you are not on your email account. This allows recipient to

have a contact name to deal with for future correspondence

Always write emails well by:o Starting emails by addressing the reader (Dear Sir/Madam/Whom this may concern)o Using paragraphso Ending all emails with KIND REGARDS, REGARDS or THANKS followed by your own nameo Use capital letters where appropriateo Keep passwords safe and do not share with others (change every 6 weeks for extra safety) o Passwords must be changed every 4 weeks and cannot be a password you have already usedo All passwords must follow company guidelines on setting strong guidelineso A strong password must contain the following:o A minimum of 8 characters longo Combines upper and lower case letterso Includes at least one numbero Contains alphanumeric characters.. e.g. !£$%*#

Here are some Safety Tips you should follow when using email:o Change your password regularly (once every 2 months)o Don’t share your password with anyoneo Don’t open attachments from anonymous contacts (could be a virus)o When not on a computer, always log off you accounto Always delete SPAM or chain mailso Keep your personal information to yourself – Don’t share bank details, address or your full name to anyoneo Make sure your computer has an anti-virus software and always update it when it tells you too Watch out for PHISHING - Your bank or any card companies will never ask for your details over email. If any email

asks you for it who claims to be your bank or card company, phone them to verify it and discuss the matter on the phone

o Try and use multiple email accounts for different things (social media, banks, work, personal, SPAM)o Ensure a SPAM filter is secure

Password Tips:o A strong password should be at least 8 letters longo Include numbers, symbols and letters (some capital and some lowercase)o Make sure it is a password that no one else will guesso Doesn’t contain your username, real name or companyo Doesn’t contain a complete wordo Significantly different from previous passwordso If you need to write it down, make sure people don’t know that it is a password for a certain account, and in a

safe place so no one could find it anyway

Staying safe online


Make sure you are on the INBOX and it is highlighted like so

Click on the little drop down arrow by the NEW link and click on the MESSAGE link to send a message to a certain person

Writing/Sending a new email

To do this I went on:MY EMAIL > TYPE EMAIL ADDRESS AND PASSWORD IN > INBOX > NEW > NEW MESSAGEThen I simply wrote out my email to the person who it needs to be sent too, then put in any of the above steps into it to make it very good and to give my company that I work for a good reputation.

You have to know how to write new emails, otherwise you won’t be able to send any and cannot come into contact with people.



Click on the Purple forward arrow, so an email box pops up

Replying to an Email

To do this I went on:INBOX > CLICK ON EMAIL > PRESS PURPLE REPLY ARROW > REPLY ABOVE THE BLACK LINE IN THE EMAIL > INSERT ANY ATTACHMENTS YOU NEED OR OTHER EMAIL ADDRESSES YOU NEED TO SEND THE EMAIL TOO > PRESS SENDThis is so I can reply to emails that I receive off people as easily as I can.

After entering the reply message, you can then press send, so it send to the person you are speaking too

You can type in your reply to the email above the black line

Click on the Blue forward arrow, so an email box pops up

Forwarding an Email

To do this I went on:INBOX > CLICK ON EMAIL > PRESS BLUE FORWARD ARROWThis s so I can forward on any emails that someone else may want to see, instead of having to type the whole email out again. It is also to let the person I have forwarded the email to, to know who it is off.


Make sure you are on the INBOX and it is open like shown

After entering the FORWARD message, you can then type the email of the person in the TO bar

You can also edit the information you need to send to the person, by deleting or adding any information below. You can also type any information of your own regarding the message above the black line, so the person you send it to knows its from you.

Receiving an email

If you have received an email from a different person, then their email will show up on this CONVERSATIONS LIST like shown

You can be able to open the email by clicking on it and it will open in a new email document where then you will be able to reply back to the person

You have to know how to get emails because you will have to be able to find emails properly so you can also reply to them.

To do this I went on:INBOX > LOOK AT MIDDLE COLOUM > CLICK ON EMAILThen the email will show up so you can read the email, also reply to it so they can get an answer.


Attachments

Open up a new message

To do this I went on:NEW MESSAGE > ATTACHMENT ICON > CLICK FILE YOU NEED TO ATTACH > OPEN

You have to know how to attach files to emails, in case you are sending work to your manager on a certain programme.

Click on this icon that looks like a paper clip

Click on a file that you would like to include on your email and press OPEN to attach it to your email


Saving Attachments

Open up a message from your inbox that had an attachment on

To do this I went on:INBOX > CLICK ON EMAIL > CLICK ON THE ATTATCHMENT INCLUDED IN THE EMAIL > CLICK SAVE ON THE YELLOW BAR OR WHAT YOU WISH TO DO WITH THE ATTACHMENT

You can do this in case you need to save a document that you have been sent for future reference etc.

Click on the appropriate attachment from the email

Click on the arrow where a drop down menu will be shown. Then chose the appropriate selection, where you can save the attachment


Email Signature

Have to include your name, job title and company details (address and name)

You have to put your details on ever single email, so people will know who the email is off, and it will look very professional, so our company will get a good reputation

To do this I went on:OPTIONS > SEE ALL OPTIONS > SETTINGSThen I wrote down all of my details in the Email Signature box and then checked the box underneath saying AUTOMATICALLY INCLUDE MY SIGNATURE ON MESSAGES I SEND so it is included on all emails we send to look good


Click on CONTACTS to access them

Click NEW to make a new contact

Write in all the details needed for a single contact and press SAVE AND CLOSE to save it

You have to know how to make a new contact because it will be easier for you to do this instead of having to remember every single email address for everyone who you conact.

To do this I went on:BOTTOM LEFT COLOUM > CONTACTS > NEW CONTACT > WRITE IN DETAILS > SAVE AND CLOSEThen I am able to make a new contact to make it easier for me, instead of remembering all of the email addresses for every single person.

Making a new contact


Use CC and BCC

Email Signature

BCC means that you can send it to another person with out the other people knowing(Blind Carbon Copy is a secrecy setting and a very powerful tool)

CC means that these people know that you have sent it to the people in the TO and the other CC’s, but not the BCC.

To do this I went on:NEW MESSAGE > OPTIONS > SHOW BCC > OK > TYPE EMAIL ADDRESS INNEW MESSAGE > CC > TYPE EMAIL ADDRESS INThen I added a person to the BCC, so people who I have sent to email to on the TO and CC cannot see who I have sent the email to secretly. The people on the TO and CC address bar can see that I have sent it to that person on either one, but not on the BCC.

You have to do this because it is so you get the right information to certain people and to also send important information to the manager without any one else knowing

Make sure you check the SHOW BCC box so you can include the BCC address bar


High and Low ImportanceHigh Importance means that the email you have send is very important for the person you have sent it to, to read, and it will stay at the top of their inbox until they read it

To do this I went on:NEW MESSAGE > OPTIONS > IMPORTANCE DROP DOWN MENU > CLICK HIGH > OKThen I went back to my email to write whatever was needed to be written. When I send this email to the person who I want to send it too, it will stay at the very top of the inbox until they read it. It will also send me a email when they have read it, so I know when they have read it or not.

You have to do this because it is so you can make sure that someone reads the email you have sent, instead of them deleting it because they may not know who it is and think it is a scam.This will make sure they read it, and will tell you when they have too.


To make a new folder, right click on the NOTES tab and a drop down menu will pop up like so:

This drop down menu will show up and you should click on CREATE NEW FOLDER

To do this I went on:INBOX > LOOK AT LEFT TAB ON SCREEN > RIGHT CLICK ON NOTES > CREATE NEW FOLDERThen I wrote down the appropriate name for the folder that I have made, so my email set up looks professional and not scruffy.

You have to know how to make a new folder so you are able to make your inbox much neater and not lose any important emails off anyone.

Making a new folder



Firstly, you need to create 2 folders in you inbox. You do this by right-clicking on the INBOX and creating a new folder.

Click on create new rule for arriving messages, where this box will pop up

To do this I went on:INBOX > SEE ALL OPTIONS > ORGANISE EMAIL > INBOX RULES > NEW (DROP DOWN ARROW) > CREATE NEW RULE FOR ARRIVING MESSAGES > CLICK ON THE APPROPRIATE FIELDS > PRESS SAVE FOR IT TO BE COMPLETEDYou need to know how to Archive certain emails, so your inbox will be sorted and you know what emails are for what (personal/work). This also stops regular offenders sending emails to you.

Archiving an Email

Click on the appropriate fields for each box, where you should click save and an Inbox Rule will be made


Archiving an Email

BASIC RULES:Company Policy (AUP)o Prioritise your mail – read messages with high importance first then either save the message in to an appropriate

folder or delete the message.o Set up in-box rules for dealing with spam from regular offenders.o Keep your in-box organised, move mail in to folders or delete messages regularly.o Permanently remove ‘Deleted Items’ once you are sure the messages are no longer needed. (you can say following

company policy all unwanted e-mails should be archived or permanently removed at the end of each month)o All e-mails with attachments should be dealt with appropriately, the attachment saved to a folder and the e-mail

then deleted. (Company email etiquette rules state that e-mail with attachments from unknown sources should be deleted immediately).

Users should permanently remove deleted items. Many e-mail providers only allocate a certain amount of space for account holders and a full ‘Deleted Items’ folder still counts on your account.

For e-mail that contain attachments it is important if you have limited space to delete these files. If necessary save the attachment to an appropriate folder then permanently remove the e-mail to save space.


Dealing with SPAM emails oremails off Unknown People

To Deal with SPAM or Unknown emails you can set up a rule that sends certain emails to the junk folder, instead of it filling your inbox.

Click on Options in the top right corner and then click organise E-Mail

Go on Inbox Rules and the button NEW, so this box pops up

You can then chose an email address to be able to re-direct it to a certain folder (Junk, Unread etc.)

Then press the SAVE button, so the action will be logged

To do this I went on:OPTIONS > ORGANISE EMAILS > INBOX RULESThen I followed the above steps, to send unknown or SPAM emails into my Junk folder, so I don’t have to personally deal with it and it taking up my inbox that other important emails could be in.

Automatic Response

Write in an automatic reply that you want to use, that is suitable for everyone who send you an email

Click on Organise Email, then go on Automatic Replies

Make sure you press SEND AUTOMATIC REPLIES so it works and you can use it

Set the date and time of when you want the response to be active

You have to do this because it is so you can make sure that you have sent a person an email so they know you will take a while to reply because of your reason.

To do this I went on:OPTIONS > ORGANISE EMAILS > AUTOMATIC REPLIESThen I activated it so the automatic replies could be sent with my specifically chosen message on it. This makes the company look professional and smart.

Make sure you press SAVE so it works


email tool kit mstreamit e-mail toolkit1. email etiquette mstreamit e-mail toolkitpage 2 this must...

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