How to use ? By Martyna Haliniak

How to log on? In order to log on, you have to type in your username & password in the text boxes, and then click ‘Sign in’. Username is your full address, and you make your password by yourself, while using your account for the first time. Your password should be strong, so no one will be able to guess it, and log on onto your . Never tell anyone your password and do not let anyone see what you are typing. It is important that no one knows your password, because someone might send messages to other people in your name. You should not put your name, your username, name of member of your family or your pet as your password, because it is easy to guess. A strong password must contain the following elements: · A minimum of 8 characters long · Combines upper and lower case letters · Includes at least one number · Contains alphanumeric characters, e.g. !£$%*# Example of strong password - Pa55w0rD You should also change your password regularly.

Inbox Number in brackets and bold text are important because they help you organise your s. Inbox is a folder that contains all private s that you receive. New s appear at the top of the list of s you receive. Subject of the s that you have not read yet, are bold, and as you open them they loose the bold text. This means that you have already opened it. It differentiates between new unread mails and ones you have already read. The number in brackets next to word ’Inbox’ is the number of s that you have not read yet.

Create new s Sending s allows you to send messages to people. You can send files such as documents and pictures. To create new log on to your , and click ‘new’. Then fill each box: To… - This is where you put recipients full address. Subject: - This is where you write the title of . Subject will appear on recipients inbox folder, with your address and the date. You can leave the subject box blank, so there will be no subject. Write your message at the bottom box and add your signature. You can also attach files. When you finish press ‘send’.

Attachments You can attach any document to your , e.g. a picture or presentation. To do this, press ‘attach file’ and choose a file from your documents. How to open an attachment? When you get an with a file attached to it, you can download the file, or open it as a web page. Click on the file name in order to download it. If you click ‘Open as web page’, you can open the file without downloading it.

Reply to s Replying to s is easy. Press the ‘Reply’ button which is above message you received. All information is already filled in. ‘RE’ added before the subject means that you are replying to a message. There is a line which separates the message you are replying to and your message. Type your message above the line.  ‘Reply’

You can also ‘Reply to all’. This means that if the was sent to more addresses, you reply to all of them. This was sent to many addresses. I can reply only to the person who sent it, or to all people who received this , and the person who sent it. Everything is filled in, you just write your message and press ‘Send’.  ‘Reply to all’

Forward s forwarding is sending the message you received to different address. If you want to forward an you press ‘Forward’ on the you received. After you clicked on the ‘Forward’, this window will open. Fill in ‘To…’ box. Subject is the same as the subject of you received, with ‘FW’ added before it. This means that this is a forward , so person who receives it will know that you forwarded this .

Use of CC and BCC CC means the Carbon Copy. This is where you put addresses of other people, who will receive a copy of your e- mail, but the is not directed for them. You can leave CC box blank, so only one person will receive the e- mail. BCC is short for the ‘Blind Carbon Copy’. This means that when you are sending to group of people, they can’t see addresses of other people that you sent the same to. This is the safest way of sending s.

High and low importance High Importance If your message needs urgent attention you can set it as high importance, e.g. a business . This can be used when you need a reply as soon as possible. Low importance You can set your as low importance if you do not think that the is important and you don’t need a person to reply as quickly as when you send an important . A person will achieve an with high importance sign or low importance sign next to the subject of an .

Setting up contacts To set up a contact you go to ’Contacts’. The list of your contacts will appear. Press ‘New’. You will be asked to fill lots of boxes with information about person that you are adding to your contacts. You don’t have to fill all of them – only the most important information, such as address and name. The contact will appear on your list. This will help you to send s easier to people in your contacts,.

Digital signature Go to ‘Settings’ in options. You will be able to set a signature, which will appear under every you send. You choose if you want your signature to appear automatically under each mail you send. If you will not tick this box, you can choose option ‘Insert signature’ while writing an .

Automatic replies You can set automatic replies if you can’t reply to your in a period of time. This is important, because all costumers s need to be answered even when you are not in the office. This will ensure the costumer’s satisfaction, and the company will not loose it’s costumers. Once you set an automatic reply, everyone who sent you an will receive your reply automatically. Click on ‘Set Automatic Replies’ in options. A box that you need to fill will appear. You can set the period of time in which automatic replies will be sent. In your automatic reply you should explain why you can’t reply to this and when you will be back. Once you have set an automatic reply, press ‘Save’.

Create folders Creating folders will help you to organise your s. Folders will make your box look tidy and it will be easier to find s. To create a new folder, right click on your Inbox folder on the left, and select ‘Create New Folder…’. After you named your new folder, you can easily drag and drop your s to the folder.

Archiving Options → See all options… → Organize → New inbox rule You can create the folder where s from certain people will be archived. To do this go to ‘New inbox rule’ in your options. You can choose a list of people, and a folder in which from these people will be archived. You can create a folder and call it ‘Archive’ if you have not got one.

Inbox There is not much s in this inbox. This is because the box is organised, and all spam is deleted. An in-box rule has been created. Certain s that regularly arrive that are spam all go to the Junk Mail folder. Unwanted s should be deleted after you have read them, to keep your box organised.

Deleted s This is the deleted items folder showing messages that have been dealt with. You should permanently remove deleted items. This is because sometimes providers only allocate a certain amount of space for account holders, and s in ‘deleted items’ folder still count on your account. s than contain any attachments take a lot of space, so they should be removed. In case of emergency it is possible to un-delete accidentally deleted s. To recover deleted s, right click on the ‘Deleted Items’ folder’, and choose ‘Recover Deleted Items’

Staying safe while using – (AUP) Here are some safety tips while using Change you password regularly Don't share your password with anyone Create a strong password. Strong password must: -Be a minimum of 8 characters long -Be a combination of upper and lower case letters -Include at least one number -Contain alphanumeric characters Log out of your account after you finish using it Do not open attachments from anyone you don’t know. Clever hackers can even hide a virus in a picture. Don’t share your personal information with anyone. Don’t send your bank or credit card information by . Your bank will never request that information from you. Add ‘no spam’ or any extra letters that encrypt your address and make it invisible to crawlers. Never save your password on a computer as some people can retrieve your password later on, even after you have logged off. Don’t reply to spam because if you do that will be a sign that your account exists Try to use the same station when you want to read your . You never know if the computer you are using hasn’t got any key logger installed

etiquette – (AUP) The list of rules that we observe: Writing in Caps is not appropriate because it means that someone is shouting. Exclamation marks should be avoided too. Every should have an addressee and contact details for a person who is sending . Make sure that you use a clear and straight to the point title so your receiver knows what the is all about. Make sure that your address looks and sounds professional. Never use silly e- mail providers. Use professional salutations. Make sure to call a person ‘Miss’ or ‘Mrs’, or ‘Sir’. Never use colloquial salutations such as ‘Hello mate’ and avoid using slang. Try to avoid humour as it doesn’t sound very professional If it is possible try to reply to every . You would like to receive a response too. Make sure that you have a good use of language, spelling and grammar.