EMAIL ETIQUETTE AND EVIDENCE BY LAUREN YEOWELL

Sending a email with an attachment Here you can see that I have been able to attach a file to a email and send it on for further use. To choose my file that I wanted to send I clicked on the paper clip emblem and browsed through my documents until I found the correct document to send.

Email with compressed zip file I have compressed my folder I was going to send before sending it so that It was a smaller file to be able to send ( for my email it needed to be under 25mb). I was able to compress the correct file by right clicking on the file I wished to zip and clicked on “send to compressed zip file” then attached it like I explained in my previous slide.

Groups Here is the group that I have created on my email. I create the group by adding the people I wished to be in my group to my contacts (if I had already not done so ) and then by clicking on the 3 people symbol I was able to add them to my group.

Sending to my group I have now been able to send an email to the group that I have just created.

Introduction for email etiquette I have created this presentation to explain the email tools and etiquette that helped me to communicate with others in a business context. On this presentation I will take you through the basics of business communication through email that have allowed me to professionally set up and use the required tools to communicate.

What is meant by replying? Reply- Replying or to “reply” is an action when you say something in response to something someone has said if they email you, you will reply to send something back to them to either answer and question have a chat or even to say you have received their email. By having the ability to reply to a email I have been sent I can easily communicate to my fellow sender. I can talk to them where ever they are whether it maybe a customer or advisor. I can answer questions or ask questions free of charge and normally with no delays, unlike sending a letter through the post. A simple reply…

What does to forward a email mean? Forward-Forwarding is sending (a letter or email) on to a further destination or person in order for them to see an email that you have been sent. By me having the opportunity and skills to forward an email I can easily sort out any problems I may face and easily redirect a message to a 3rd party member. It would require little effort to forward on an email rather then type the whole thing out again.

What does CC. mean? Cc. – Cc. means carbon copy.... if you type an email address in that line, that person will receive a copy of the email you are sending. If you send an email to someone you can type another person’s email in and they can see what you were sending to the 1st person. By being able to use the carbon copy element of an email it means that instead of having to retype and send another email I don’t have to. It also means that if I am maybe being monitored I can send an email as normal however the person observing me for example also sees the email that has been sent. CC. line

What does BCC. mean? Bcc. – BCC. means blind carbon copy meaning that if you type an address in the Bcc. line, that person will receive a copy of the email you are sending but their email address will not be shown to the others who received the email. By being able to send a message under BCC. I can allow other members of my team to see the email I am sending (In a way I am being monitored) without the receiver of the email ever knowing a thing so they don’t even realise that others have seen what I have sent them. Which in my opinion if used in the wrong way could become bad. Bcc. line

What does subject mean? Subject- The Subject of an email message is a short summary of its contents it can also be a heading. By being able to add a subject to an email, I as the receiver can automatically see what the email will be about and whether or not it may contain a virus or a sales email's , as a sender I can do the same for my receiver and understand what the email I sent was about when it would be in my sent folders. Subject line…

How to access the options and setting menu On the email home screen I found the options menu and clicked on it to access that page. Once on the options page I found a list of different options. I could scroll down to the setting which I wished to change.

How to set up an email signature Once In the options menu I scrolled down until I saw “messaging” and clicked on it to access the options I required. There was then a page that came up. One of the subtitles said“ E-mail signature”. This is where I set up my signature. I then need to allow the email system to send my signature every time I send an email so I had to say YES to this option. In the space provided I simply typed out my signature I wished to send with every email. By having an email signature I can send emails in a professional and proper manner. Anyone who receives an email from me can justify that it is me.

My email signature

How to set up automatic reply's In the scroll menu on the front page once in options there is a subtitle labelled “automatic reply's”, I needed to click to go onto this page. I then enabled the software to send an automatic reply by clicking YES in the “send automatic reply” I next needed to add the message I wished for my clients to read when I was out of office times. There is a box that I typed out my automatic reply into. I then needed to select the times and days that the office would be open so when I would not be there any email that came in would be responded to by an automatic reply. By having this feature available when out of office hours it means that an email is never missed or lost it is always dealt with. Also for the original sender it gives them piece of mind that they know their email is being dealt with .

My automatic reply

Adding contacts to your contact book To add contacts to my email was easy and simple. I first needed to click on the little icon which looked like a book which was the contacts. On my email I clicked on the manage contact folders button which then took me to a separate page where I changed the names or these new folders and existing ones and created different folders for peoples contacts. Once I had create a folder for all of my contacts for “sales” for example I then clicked on the button that said “new contact”. Once I had clicked on the “create new contact” button I simply filled in all their details and then clicked save! I was able to enter their email address, telephone number, who they are and much more. By adding contacts of the people I send emails to the most I have all their important contact details and know exactly who I am sending an email to.

Contact fill out form in email…

Creating folders for different emails To simply create folders to store my emails in I found and used the “manage folders” button on my email software and created a new folder. Once I had clicked on this button all I had to do was simply type in the name that I wished for the folder to be called and save it. By doing this I now can separate all my different emails tidily and keep track of all my emails.

Dangers of email There are many different dangers that can occur with emails from hacking, to opening up dangerous file. If you come across anything that looks wrong then your best bet is to not open it. If It states it is a virus or is protected and your pc does not think it is safe then stay away from it. Dangers from emails included virus, spam and sending software that may damage your computer allowing it to be hacked. Also it is best to stay away from protect messages as they might not contain virus but maybe inappropriate content . You can manage safely to a certain extent in your email options but you best bet is to keep well away anything that appear strange, just to be safe.

Archiving With some of the messages I want to keep but don’t need in my everyday inbox I will archive them. this means that I can still find them again but they are put somewhere different “out of the way” so they do not clog up my inbox and save me having to scroll through all my emails to find it. I can do this my simply ticking the email and clicking the archive button. Here are the message in “all mail”

Email problems- what to do? If I was experiencing any problems with my email not working then the first thing I would do was to close it and start the internet up again. I would then double check to see if it was the system or just the page by trying to load up another internet p0age. If that still did not work, I would then check then the network cable to make sure that it was securely plugged in to the tower and the wall. If I still had a problem then I would report it to my teacher who would then pass on a form on to the network manger’s to see if they can come and sort the problem out. If I was having problems at home I would get in contact with my internet provider to see if they can help.