Company Guidelines and Basic Rules for …

No text words or slang, all s sent have to be polite and formal Use suitable, relevant subject lines Set up contacts lists as this will assist your day to day organisation Be able to use CC and BCC Understand how to use high & low importance so the receiver knows whether an is urgent or not Use folders to store specific s in so your inbox is clean and organised Keep passwords safe and never share them with anyone else to prevent hacking or scamming Do not open s from unknown sources as they could be viruses Passwords must be strong and be changed every 4 weeks just for extra security Always write s by: - Starting them by addressing the receiver - Using paragraphs - Ending all s with “Kind regards”, or Thanks - Use capital letters when appropriate - Add your signature to the end of s 2

3 Staying safe – a list of rules that we observe Here are some safety tips when using Change your password regularly and keep it in a safe place. Don’t share your password with anyone. Don’t open attachments from anyone you don’t know. Log out or sign off from your account when you’ve finished looking at/sending your . Don’t reply to spam or forward chain s. Keep your personal information personal – don’t share bank or credit card information by . Your bank/building society will not discuss your private financial situation by . If you receive any correspondence that claims to come from your bank, telephone your branch to verify it and discuss the matter over the telephone instead. Make sure that you have antivirus software installed and keep it up to date. 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. !£$%*# #T0ma5ell1#. 3

1. Open your homepage and click ‘New’ 2. Type in the address of the person you want to send the to 3. Remember to add a Subject to the so the recipient knows what the is about 4. Type your message 4

5. Send the . 5

1. Open the and click the purple arrow that says Reply. 2. Type your message 3. Send the 6

1. Go to your inbox and click on the new that you would like to view. 2. The should appear to the right of your mailbox 7

8 1. Go to your inbox and open on the that contains the attachment you want to open, then click on the attachment. 2. A bar at the bottom of the screen should appear. Click on the Open button and the attachment will open.

1. Click the paperclip icon which allows you to attach a file or document 2. You then choose a file or document that you want to attach to the 3. Click on the file an press the ‘Open’ button 4. This should have now appeared on your draft 9

10 1. Go to your inbox and open on the that contains the attachment you want to save. 2. Click on the attachment then select ‘Save’. The arrow next to the Save button gives you the choice to Save, Save as, or Save and open.

11 1. Open the and click the blue arrow that says Forward. 2. A window will then open and the subject will automatically have ‘FW:’ before it. You can then type in the address of the person you are forwarding the to. The you are forwarding will be received by the recipient.

By creating new contacts it makes it quicker and easier to send s to people and you don’t have to remember their contact details off the top of your head, they’re already all there. 1. Click on the small icon for ‘contacts’ at the very bottom of the screen. 2. To create a new contact click ‘New’ 3. Fill in the details. 12

You need to have an automatic signature with your name, position, company name, address and telephone number. You need this for when you people for business reasons, they know who you are, what company you’re from and what position you have there. 1. Click on ‘Options’ (See all options) 2. Click on Settings 3. Enter your signature details 13

4. Tick the ‘Automatically include my signature on messages I send’ box 5. Press Save. 14

‘CC’ means 'Carbon Copy' which means you want to send it to other people besides the primary address to which you have sent the original message. When you use the 'cc' feature, EVERYONE to whom you send the message can see ALL of the addresses to which you have sent it. 15

The ‘B’ in Bcc stands for blind. So a this is a blind carbon copy. Normally, when you send an to a number of people, when a person receives it, they can see all the addresses that you sent it to. Using bcc, this hides them from the view of everyone else you send it to. It can be used for a few things, usually having to do with protecting privacy. For example the sales and technical help accounts would be unaware that the also got sent to the manager. 16

If you set an as high importance it sets a ‘flag’ which the recipient can see. It means they will open this first before any others. Whereas if you set it as low importance it doesn’t need to be opened immediately Click on the red exclamation mark on the toolbar when writing the .

18 2. Then if you want to change the importance, click on ‘Options…’ 3. You can then edit the settings.

1. To make a new folder, right click on the ‘Notes’ tab and a drop down menu will pop up. 2. In the drop down menu click ‘Create New Folder…’ Then type an appropriate name for the folder so your Inbox looks professional and clean. 19

1. Go to ‘Options’ then ‘See All Options’. 2. Click on ‘Organise ’ then go to ‘Automatic Replies’. 20

3. Click ‘Send automatic replies’ and if you only want to send automatic replies between a certain period of time you can adjust the date and time. 21

4. Type what you want the automatic reply to say. Make sure it’s polite and formal. 22

23 My inbox is already being managed well as most of my s have recently been deleted whilst the more important ones that need to be kept are saved to a folder called ‘Schoolwork’. My deleted folder only contains two s. Both of these e- mails contain attachments that I have already saved (see previous Saving an Attachment). This means that the loading speed won’t be affected due to my inbox taking up too much memory. I also have an inbox rule (pages 25-26) which immediately deletes spam mail from a specific sender.

24 BASIC RULES: 1.Read messages with high importance first them save the message to an appropriate folder or delete the message. 2.Create in-box rules for dealing with spam from frequent senders. (See pages 25-26) 3.Organise your in-box by moving mail into specific folders or deleting unimportant messages regularly. 4.Permanently remove ‘Deleted Items’ once the messages are no longer necessary. For example in some company policies, all unwanted s should be archived or removed at the end of each month. 5. s with attachments need to be dealt with carefully. The attachment should be saved to a folder before deleting the (Pages 8-10). s from unknown sources with attachments usually should be deleted immediately.

1. Open the that you want to create an inbox rule for and click on Actions On the drop-down menu, click on “Create Rule…”

26 3. Create a New Inbox Rule. For example if you have recently purchased something from an online store and you constantly get s from them which are just filling up your inbox, you can apply a rule that automatically deletes the message when it’s received from that specific sender.