2. Create a new e-mail then select the options tab. Setting high/low importance

4. In the top right corner of each email the following symbols can be seen. To replay to an e-mail message I would click on the first symbol. I can now replay to the person who sent the original message and then click on send.

5. Forward e-mails In the top right corner of each email the following symbols can be seen. To replay to an e-mail message I would click on the first symbol. I can now forward the received message to a new person by adding their name to it

6. Archive emails To organise in coming e-mail I will set up a inbox rule. This will send appropriate e-mails to the correct folder. I can store my emails in an efficient manner ready for viewing at a later date. I used the option function, see all options then clicked on organise e-mail. BASIC RULES Company Policy (Acceptable use policy) I.Arrange your mail – read messages with high importance first then either save the message in to an appropriate folder or erase the message. II.Set up in-box rules for dealing with spam from regular offenders. III.Keep your in-box organised, move mail in to folders or erase messages regularly. IV.Permanently eliminate ‘Deleted Items’ once you are sure the messages are no longer needed. You can say following company policy all unwanted e-mails should be archived or permanently removed at the end of each month. V.All e-mails with extras should be dealt with appropriately, the attachment saved to a folder and the e-mail then erased. Company e-mail etiquette rules state that e-mail with attachments from unknown sources should be deleted immediately.

7. Attachment 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 e-mail. 3. You then click on the file or document to want to choose and click open. 4. After you click open you should see the file/document name you selected in the Attached: section.

8. From the main e-mail page select the options button and then click on ‘See all options.’ A new window will appear, click on ‘Settings’ in the left window pane. You will now have the chance to set a signature in the box. After your signature click on automatically add signature then scroll down and click Save. From now on all new e-mails will have your signature attached. Click on the Mail option on the left to return. CREATE AND USE AN E-MAIL SIGNATURE

9. SET UP CONTACTS 1. Click on the contact button at the foot of the side panel. 2. When the new window appears you have to click on new. To store a new contact in your address book you need add the information into the appropriate boxes. Once you have finished adding the details of a new contact you must Save and Close. Set up contacts for the Sales team, Technical Help and the Manager.

10. IN BOX RULES From the main e-mail page select the options button and then click on ‘See all options.’ From the side menu select Organise Mail. Now choose Inbox Rules. From the drop down menu you now have several choices to help automate your inbox.

11. CREATE FOLDERS TO ORGANISE E-MAIL Right click on your Inbox folder on the left. From the new window select Create new folder. You need to add folders for the Sales Team, Technical Support, Manager and Director. Now it will be possible for you to drag and drop messages from your in-box to the correct folder. To be even more organised you can set up In-Box rules that automatically place mail in the correct box for you.

12. Automatic response It is company policy for employs to set up an automatic response to answer emails when not available. From the options tool select automatic response. It is possible now to set timings for a response and to type in an appropriate message for people to receive while I am not at the computer.

13. Use cc and bcc I need to be able to send a message to multiple recipients. This not only saves time but is cost effective. The use of the BCC is so a record can be kept of important messages sent to employees. The BCC is not seen by the others receiving the e- mail message.

14. Reply In the top right corner of each e-mail the following symbols can be seen. To reply to an e-mail message I would click on the first symbol (highlighted in green). I can now reply to the person who sent the original message and then click on send.

15. E-Mail etiquette Etiquette – a list of rules that we observe Use a suitable subject in the e-mail - this helps the reader to understand what the message will be about Start e-mails by addressing the reader – this is about being polite, showing respect Use paragraphs – this is normal practice for extended writing Use capital letters where appropriate – this is normal practice for extended writing End e-mails with “Kind regards, Regards, Thanks” – this is normal practice in a business context Sign off your e-mail with your name and job title – this is normal practice in a business context No text speak or slang is used – this is expected in a business environment Good use of language, spellings and grammar– this is expected in a business environment Add company and and logo

16. E-Mail etiquette Etiquette – a list of rules that we observe Use a suitable subject in the e-mail - this helps the reader to understand what the message will be about Start e-mails by addressing the reader – this is about being polite, showing respect Use paragraphs – this is normal practice for extended writing Use capital letters where appropriate – this is normal practice for extended writing End e-mails with “Kind regards, Regards, Thanks” – this is normal practice in a business context Sign off your e-mail with your name and job title – this is normal practice in a business context No text speak or slang is used – this is expected in a business environment Good use of language, spellings and grammar– this is expected in a business environment Add company and and logo