Sending effective and professional s

Session aims and objectives Lesson Aims and Objectives send s that are fit for purpose and audience follow etiquette to respect others carry out housekeeping You will learn how to: send s that are fit for purpose and audience format and add signatures create an address book attach files follow etiquette to respect others stay safe online carry out housekeeping

Introduction to What is and How It Works , or electronic mail is the transmission of messages ( s or messages) over electronic networks like the internet. The "transmission of messages" could be anything, but don't let it confuse you. is as simple and straight forward as letter writing.

and Postal Mail The message - Instead of using a pen to write a letter on paper, you're using your keyboard to type an message in an program on your computer. Sending the - When the is finished and has been addressed to the recipient's address, you don't put a stamp on it and post it but press the Send button in the program. This makes the message go on its journey.

and Postal Mail transport - Like postal services transport letters and parcel, servers transmit messages from sender to recipient. Usually, s are not delivered to the recipient directly, though, but waiting at the "nearest" mail server to be picked up by them. Receiving new mail - If you've got new mail in your mailbox, you go and collect it. Similarly, your program can check for new messages at your mail server and download them for you to read.

Benefits Task - In a group – discuss what benefits could give to you. (5 mins) The benefits of include: Convenience Speed Attachments Accessibility Cost

New messages There are three ways of creating a new message: Create a New message – A message to a person with all new content. Reply to a message in the Inbox – A message back to the sender of a message. The new content is added to the beginning of the existing content. A chain of replies can be built up, keeping all the content of all the messages. Forward a message – A message from the Inbox (usually) sent on to another person. New content may be added to the existing message.

Outlook Task- Open Outlook

Outlook- Create a new Home tab - New – to create a new message

Outlook- new

Outlook- Reply to a message Home tab – reply or reply to all– to respond to a message

Outlook- Forward a message Home tab – forward – to send a message previously received to someone else

Outlook- To, Cc and Subject To – Main recipient Cc – additional recipients Bcc – recipients who will not be seen by others Subject – an outline of your subject To – Main recipient Cc – additional recipients Bcc – recipients who will not be seen by others Subject – an outline of your subject

Create an Task - Create an using Outlook (5 mins) 1. The Outlook icon is located on the desktop; 2. Double click icon; 3. In the subject line type “my first ”. 4. Cc You need to send the to Do not send the

Formatting Messages

Formatting messages Outlook allows you to format your messages in a variety of ways. Change the text appearance Highlight text Change background colour Add signatures

Change text appearance Applying text formats 1.New Message 2.Format text tab Apply formats 1.Change size 2.Change font 3.Change font colour

Highlight text Highlighting text 1.New Message 2.Format text tab 3.Select text with mouse 4.Highlight text

Change background colour Changing background 1.New Message 2.Options tab 3.Page colour 4.Select colour

Add signatures Adding Signatures 1.File Tab 2.Options 3.Mail tab 4.Select signatures

Add signatures cont’d Adding Signatures cont’d 1.New 2.Type in name for signature 3.Press ok 4.Type in signature text in box 5.Press ok

Change text appearance Task - Create an , write some text in the and change the following (10 mins): Text size Text colour Text style Highlight some of the text Change background colour Add and save a signature

Attaching files

Attachments The paper-clip symbol shows that a message has a file attached. Double-click the file icon in the message. This will open the file from the temporary files folder. Use the ‘Save As’ menu option to save the file elsewhere. Right-click the file icon in the message to open a context menu. Use the ‘Save As’ menu option to save the file elsewhere.

Attaching a file Attaching files 1.Message tab 2.Attach file 3.Select file 4.Insert 5.File is then attached to

Message with an attachment Attached files Paper clip shows file is attached When you open the message you can see the attached file Double click the file to open

Attaching files Task (5 mins) 1. Attach any document to an 2. Complete the as before i.e subject line, address

Checking your spelling

Spell check It is essential that s are spelt correctly. Outlook has the function to do this for you. Examples : This is a grate CV - should be - This is a great CV. aplication form - should be - application form Outlook spell check will pick up these typing mistakes.

Spelling - Outlook 2010 Outlook 2010 will automatically pick up spelling mistakes Changing mistakes 1.Red squiggly line denotes mistake 2.Right click 3.Outlook gives suggestions 4.Select the required word

Spelling- Outlook 2010 Task – spell several words incorrectly in an and experiment with the spell check. (5 mins)

Contacts

You can add contacts to Outlook to enable you to store the details of people you send s to. Task - discuss what other details you may be able to store about a contact (5 mins).

Contacts Creating contacts 1.Name 2.Company 3.Job title 4.Phone numbers 5.Addresses 6.Business card 7.Picture

Creating a new contact 1.Home tab 2.Mail Items 3.Contact 4.Fill in details of new contact 5.Save and close

Modifying a contact 1.Left hand pane 2.Contacts 3.Select contact by double clicking 4.Make changes 5.Save and close

Adding a contact from an Adding a contact from a message 1.Open the message 2.Right click on the name 3.Add to contacts 4.Save

Sending an to an existing contact Once you have added and saved a contact, you can easily send a message to them without having to retype their address. 1. Select new 2. Click on the To button 3. Select the desired contact from your stored addresses.

Formatting Outlook

Housekeeping It is important to apply good housekeeping rules to your folders. This includes: Deleting mail Folders Archiving mail (advanced)

Deleting mail Deleting mail regularly ensures you do not store lots of old unwanted s. To delete an 1. Select the 2. Right click 3. Delete To delete multiple s : Select the first Hold shift key Select last Press Delete

folders s are organised into folders Inbox holds messages received Outbox holds new messages that are yet to be sent Sent box holds messages that have been sent to others Deleted box holds messages that have been deleted, from any of the other mail boxes Drafts holds part-completed messages Messages shown in bold have not yet been read. The message displaying ! is a message sent with high priority.

Creating folders Task- In a group discuss what folders could be useful (5 mins)

Creating folders Creating Folders 1.Folder tab 2.New Folder 3.Pop-up box 4.Type the name of the folder 5.Select where you want the folder 6.Press Ok

Creating folders Task- Create 5 new folders (5 mins) 1. 2 in Inbox 2. 2 in Sent items 3. 1 in Draft

Moving folders Moving Folders 1.Right click folder; 2.Move Folder; 3.Pop up box; 4.Select where you want the folder to move to; 5.Press Ok.

Deleting folders Deleting Folders 1.Right click folder; 2.Delete Folder; 3.Pop up box; 4.Press Yes.

Formatting the reading pane Changing layout 1.View tab; 2.Reading pan drop down; 3.Select layout;

Moving and deleting folders Task - Move your folders so they are all in the Inbox (3mins) Task - Delete all 5 of your newly created folders (3 mins) Task – Change the reading pane to right, bottom and off (3 mins)

Advanced Outlook

Advanced features Calendar Tasks Categories Inserting Images Alerts Out of Office assistant Archiving mail