Chapter 2

Project 2 Objectives Understand uses Write subject lines Use an appropriate tone Format an Identify program features

Project 2 Objectives (contd.) Add a signature block Attach a file Create folders in Outlook Take a screen shot of the program window

Project 2 Introduction provides a quick and efficient way to communicate Have strategies for writing clear s to communicate exactly what you intend

Essentials Project 2 Figure 2-1 Common uses for in business

Essentials (contd.) Project 2 Figure 2-1 Common uses for in business (contd.)

Essentials (contd.) Project 2 Figure 2-1 Common uses for in business (contd.)

Essentials (contd.) Writing subject lines –Provides information about the that the reader sees before opening Project 2 Figure 2-2 Four versions of one subject line

Essentials (contd.) Writing subject lines (contd.) –Version 1: too short –Version 2: inaccurate if received on different day –Version 3: too much information –Version 4: clear and effective Project 2

Figure 2-3 Guidelines for writing effective subject lines Essentials (contd.)

Using an appropriate tone –Example: George As I TOLD you in our phone conversation yesterday, you MUST contact me immediately. If I dont 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 Project 2

Essentials (contd.) Project 2 Figure 2-4 Guidelines for creating acceptable tone

Essentials (contd.) Project 2 Figure 2-4 Guidelines for creating acceptable tone (contd.)

Essentials (contd.) Using an appropriate tone (contd.) –Think of an as a intimate form of communication –Make sure every uses a pleasant and friendly tone Project 2

Essentials (contd.) Formatting s –Develop and use a set format for every Salutation Closing Writer identification Paragraphs Project 2

Essentials (contd.) Project 2 Figure 2-5 Comparison of formats

Essentials (contd.) Project 2 Figure 2-6 formatting tips

Essentials (contd.) Identifying program features –You generally use an program (e.g., Microsoft Outlook, Gmail, or Yahoo! Mail) to send and receive –All programs share common features Project 2

Essentials (contd.) Project 2 Figure 2-7 Common features in an message window

Technology Skills Handling in Outlook You can send directly from Word, from Outlook, or from another application (e.g., Gmail or Yahoo! Mail) –Outlook has many features Creating signature blocks Attaching a file Creating folders Project 2

in Outlook (contd.) Signature block: –Contains text or pictures or both that is added automatically to the end of every –Typically includes senders name, job title, company, business address (Web address, if applicable), and phone numbers Project 2

in Outlook (contd.) Project 2 Figure 2-8 Signature block information

in Outlook (contd.) Project 2 Figure 2-8 Signature block information (contd.)

in Outlook (contd.) Attachments are files (e.g., a document file, presentation file, spreadsheet file, or image file) –Travels with message –Some clients limit attachment sizes Check size limitations before sending –Scan for viruses before opening Project 2

in Outlook (contd.) Project 2 Figure 2-9 message window with signature and attached file

in Outlook (contd.) Project 2 Figure 2-9 message window with signature and attached file (contd.)

in Outlook (contd.) Screen shots capture images on the screen –You can then paste it into a Word document and modify (crop, resize, etc.) Project 2

in Outlook (contd.) Folders sort, categorize, and keep track of s –They are often represented by a folder icon –Subfolders are folders inside another folder Project 2 Figure 2-10 Creating a new folder

in Outlook (contd.) Project 2 Figure 2-10 Creating a new folder (contd.)

in Outlook (contd.) Project 2 Figure 2-11 New folders created in the Inbox

in Outlook (contd.) Project 2 Figure 2-11 New folders created in the Inbox (contd.)

in Outlook (contd.) If working on a shared computer, you might need to delete information specific to you Project 2