1. Tool Kit
Natasha Donovan

2. BASIC RULES: Company Policy (AUP)
Prioritise your mail – read messages with high importance first then either save the message in to an appropriate folder or delete the message.
Set up in-box rules for dealing with spam from regular offenders.
Keep your in-box organised, move mail in to folders or delete messages regularly.
Permanently remove ‘Deleted Items’ once you are sure the messages are no longer needed. (you can say following company policy all unwanted s should be archived or permanently removed at the end of each month)
All s with attachments should be dealt with appropriately, the attachment saved to a folder and the then deleted.
Natasha Donovan

3. Etiquette
Uses a suitable subject line in the - helps the reader understand the context of your
Add signatures to s so customers always have a contact name
Setup contacts- so you now exactly who the is coming from
Use CC and BCC when appropriate to save time
No text speaks or slang words – this is company practise as we want to maintain our image
Use high & low importance on s so staff know how to prioritise work
Use folders to store this will help you stay organised
Always have a spam filter- unwanted mail can be left unread or binned
Natasha Donovan

4. safety
To ensure that your is only opened by you, change your password regularly and do not tell anyone what you have changed it, do not open attachments from people you do not know or if something looks suspicious do not open because all viruses are usually caused due to attachments from unknown people When you are finished on your always make sure you log out or sign out so someone else cannot access your s. Do not reply to any s off people you do not know or any spam s. Always keep your information personal, do not send out an with your details on for example; credit card details. Your bank/building society will not discuss your private financial situation by . If you receive any information that claims to come from your bank, telephone your bank and make sure they are why they say they are before sharing any personal details. You need to make sure you have antivirus software to stay away from spam s/ attachments.
Natasha Donovan

5. Opening
On here I am opening an attachment someone has sent to me. I'm showing how I know how to open an attachment.
Natasha Donovan

6. Natasha Donovan

7. Send
This is how you write an .
Natasha Donovan

8. Reply to
You press the purple arrow to reply to a . This is only needed when a response is asked for. The advantage of this is that the respondents contact details are automatically put in for you.
Natasha Donovan

9. Forward
This is the button you click when you are forwarding a .
I am showing I can forward a . I have forwarded a someone has sent to me to someone else.
Natasha Donovan

10. Save (Archive)
I made a folder called MstreamIT to put s in it. This is to keep my s organised. I simply drag the from my inbox to the correct folder.
The new folder is under inboxes.
Natasha Donovan

11. A new folder has been created to store important messages.
I have many unread mail here. this can have a bad impact because I may miss an important .
My deleted items folder is full. I need to delete them, to save storage.
s with the red exclamation mark are very important and need reading quickly.
A new folder has been created to store important messages.
This is the deleted items folder showing messages that have been dealt with .
Natasha Donovan

12. Natasha Donovan

13. Open an attachment This is the attachment.
Click this to open the attachment.
Natasha Donovan

14. Save an attachment
On here, I have showed I know how to save an attachment what somebody has sent me threw .
Natasha Donovan

15. Attach a document to an e-mail
On here I have attached a
document into a .
You can attach documents just as photos, PowerPoint and a word document.
Natasha Donovan

16. Add a digital signature
I set up a digital signature. Firstly you click on options
A digital signature will automatically go on every I send.
All s from the company need to have a digital signature. This is to ensure that all customers have a contact name with which to deal with in future. Adding the job title for an employee is also important as it will inform the reader what position the person dealing with them has. If a problem has occurred then again it will be easier for the reader to see if they are dealing with a supervisor or higher.
Natasha Donovan

17. Use of CC and BCC
CC means this people know that you have sent it to other people.
BCC means you can send it to other people without the person knowing.
Natasha Donovan

18. Use folders
Right click on inbox, you will find inbox on the left hand corner, when you sign in into your .
I made more folders inside my MStreamIT folder. The folders are called: sales team, technical support, manager, director.
Natasha Donovan

19. Set up contacts
I added my main contacts. Which are: manager, sales progress media, technical support and director.
To store new contacts, you need to fill in the information that is correct about them.
You click on contact in the left hand corner when you go on your account.
Working in a company will mean setting up new contacts for staff workers, other business contacts and regular customers. And also needed to store names in a database means you can call up their details whenever needed. This can save time instead of scrolling through old mail in your inbox looking for a certain name.
Natasha Donovan

20. Use of high/low importance
Low importance is this is not very important. So a person may not read this maidenly.
High importance is the is very important. So a person will read that straight away.
Natasha Donovan

21. Automatic response
I have set put a automatic response to s that people have sent me.
It may say something like “I am not in the office at the moment I will reply as soon as possible”
Natasha Donovan