1. Sending effective and professional emails Email

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

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

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

5. Email and Postal Mail Email transport - Like postal services transport letters and parcel, email servers transmit email messages from sender to recipient. Usually, emails 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 email program can check for new email messages at your mail server and download them for you to read.

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

7. New messages There are three ways of creating a new email 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.

8. Outlook Task- Open Outlook

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

10. Outlook- new email

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

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

13. 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 email subject To – Main recipient Cc – additional recipients Bcc – recipients who will not be seen by others Subject – an outline of your email subject

14. Create an email Task - Create an email 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 email”. 4. Cc joe.blogs@myemail.com You need to send the email to rachael.folds@loucoll.ac.ukrachael.folds@loucoll.ac.uk Do not send the email

15. Formatting Messages

16. 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

17. 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

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

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

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

21. 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

22. Change text appearance Task - Create an email, write some text in the email 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

23. Attaching files

24. 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.

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

26. 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

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

28. Checking your spelling

29. Spell check It is essential that emails 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.

30. 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

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

32. Contacts

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

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

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

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

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

38. Sending an email 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 email 2. Click on the To button 3. Select the desired contact from your stored addresses.

39. Formatting Outlook

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

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

42. Email folders Emails 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.

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

44. 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

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

46. 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.

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

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

49. 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)

50. Advanced Outlook

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