EMAILS

This presentation will be all about emails, email etiquette and email software. I will

be going through each one of these individually and thoroughly step by step to

give you a clear understanding

By Nicole Williams

Basic terms and words to do with email Reply: to say something in response to something someone has

said, this can be on email, so replying to an email you have been sent

Forward: it means you're automatically sending the same message you got from someone straight to someone else

Cc: it is mostly the email of a secondary recipient who is either less important or needs to see the email for information purpose

BCC: this literally means Blind Courtesy Copy. It lets you send to individuals without others in the CC line knowing who else received your email.

Subject: the Subject of an email message should be a short summary of its contents. Email clients usually display it in a mailbox display together with the sender

Attachment: attachments are mostly used to transfer photos, documents, music and videos from one person to another. Attaching a file is the most common way of sending a file to a recipient.

Sending An Email With An Attachment

Here is evidence of my attachment to this email.

To send an attachment with an email you click onto the bottom icon (the paperclip) and locate a folder saved in your files. Once you have selected your chosen file. It will automatically send with your email to the receiver.

Email With Compressed File

Here is my compressed file with the topic of a practical file.

I have sent this email with a compressed file so that the file size is smaller and I have more chance to send the email. This also allows the file to send quicker and so is a much more reliable way to send attachments.

Add ContactsHere you can see I have added two contacts to my email account.

I have achieved this by clicking on this button and adding there email addresses

I have added my contacts so that I can send them different emails and I have them stored for any message I have to send. This makes emails quick and easy. Here is how I did this.

Group Emails

Here is evidence of a group that I have added to my contacts. This includes 2 contacts.

Here I have added two contacts to my list and so this will allow me to locate them easily and send emails to both of them automatically. This also means I do not have to type their email addresses in every time due to this information already being stored in their contacts. This is a quick and easy method and is used in many companies so that they can send emails to different groups.

Sending An Email To My Group This group email allows me to send a message to different people that I have selected while them being aware that I have also sent the same email to another receiver. This also allows me to have multiple conversations with different people at the same time.

Adding Auto ReplyThis automatic auto reply will allow an email to be sent when I am unavailable to reply for myself. This will state that I am unable to send a reply but will reply shortly when I am next available. This will keep the receiver happy and make a company look reliable and efficient.

Archive Email

I have selected an email that I have recently received and clicked on the button labelled archive.

As shown above the message is no longer visible and so has been transported to another file

This enables me to remove emails from my inbox to save space for future emails but still have the email stored and able to use at a later date. You can still retrieve the email when required.

Creating New Labels

I have created two new folders by clicking on the link ‘create new label’

I have now moved one of my received emails into the folder ‘Course Work’.

These labels allow me to differentiate different emails by holding them in different titled folders. This allows emails to become more accessible and easier to locate.

Carbon Copies

I have sent this carbon copy message to Laura Phipps and also Georgina Huxtable to discuss issues within my website.

This carbon copy email allows me to send a replica of this email to another person at the same time so they both become receivers of this email. This can be used for different companies to export different information. It is also a quick and easy method to use.

Blind Carbon Copy I have sent this Blind Carbon Copy (BCC) to Georgina Huxtable which she can see and alert her of these deadlines without Laura (the original receiver of the message) having any knowledge of this.

This also allows me to send a copy of the email to multiple sources, however the other receivers would be unaware of my multiple sending's. this can also be used in companies to send to different employees or manager.

Signature

As shown I have set up a signature that will go out to all my emails automatically.

Email Etiquette Professionalism means using proper email language your company will approve of and

using images that your company approve of to reflect on their professionalism Efficiency involves emails getting to the point and become much more effective than

poorly worded emails Protection from liability makes employees aware of email risks and try to protect the

company from unnecessary costs. Be concise and to the point. You would have to check the punctuation and spelling to

show reliability in your email to become a trustworthy company.

Email may be from a harmless source and have a general title that creates the illusion that it is from a reliable source

The attachments may contain harmful viruses and could cause high implications for your computer

Your email attachments could include harmful things suck as: Web bugs, Mass mailing worms and Computer viruses

You must: Keep operating system up to date Use up to date anti-virus software Not open any email attachments if it is not expected. Not allowing other users to use their own memory stick

Automatic Replies, on GmailI have created the Automatic reply to contact people when I am unavailable for an reply from myself and an email needs to be sent out.

The following instructions explain how I achieved this. Open Gmail Click the compose button in the top right Select settings Scroll down to the vacation responder section Fill in the date, subject and message You can limit who can see your response Check the box next to the only send a response to people in my contacts if you

don’t want everyone who emails you to know that you're away from your mail If you use Google apps, you'll also see an option to only send a response to

people in your domain. If you check both of these boxes, only people who are in your contacts your domain will receive the automatic response

Click save changes at the bottom of the page This will allow only the person of your choosing to read the email

Email Problems

The email may not work because the wire could have been interfered with and so could not be connected to the main socket properly. In cases like this you would have to address the problem by speaking to a member of staff so that they can inform the internet service provider (ISP).

You also could verify whether or not the email is the only thing not working by accessing the internet. By doing this you could work out if it was the email entirely or the network dropping.

The way to prevent this would be to be precautious with every email and check for the emails source before opening.