E-mail guide By Ciaran carney

ADD COM 

Etiquette – Acceptable Use Policy

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

E-mail etiquette

Staying safe – a list of rules that we observe

Here are some safety tips when using email:  

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 email. Don’t reply to spam or forward chain emails. Keep your personal information personal – don’t share bank or credit card information by email. Your bank/building society will not discuss your private financial situation by email. 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. !£$%*# #Yolo1234

E.g. password would become PassW0rd4$ using the above rules.

E-mail safety

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 Adding a signature

Archiving e-mailTo organise in coming e-mail I will set up a in-box rule. this will appropriate e-mail to the correct folder. I can store my e-mail in an efficient manner ready for viewing at a later date.

I used the option function, see all options then clicked on organise e-mails

BASIC RULES:Company Policy (AUP)

• Order your mail – read messages with high importance first then either save the message in to an right folder or delete the message.

• Set up in-box rules for distributing with unsolicited mail from regular offenders.(see diagrams to the side)

• Keep your in-box planned, move mail in to folders or delete messages often.

• Permanently remove ‘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)

• All e-mails with attachments should be dealt with appropriately, the attachment saved to a folder and the e-mail then deleted. (Company e-mail etiquette rules state that e-mail with attachments from unknown sources should be deleted immediately.)

Use foldersRight 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.

Opening e-mail

This shows the inbox where e-mail arrive.to open a message simply double click on the required e-mail

Send e-mail

This shows a blank e-mail

This show a filled in e-mail

Use of high/low importance Create a new

e-mail then select the options tab.

A new window will appear. In this window I can select the option for High or Low Priority. The computer automatically Selects normal. Once selected click OK. Now create an e-mail to staff warning them about an early closure of the business for Christmas Eve.

This screen shot shows two messages in my in-box with high importance.

Carbon copy is where if I want to send a email to everyone in the class

B carbon copy is where you sent a email to the hole class and send an email to a teacher without the class knowing

Use of CC and BCC

Reply to e-mail

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.

I can now reply to the person who sent the original message

Forward e-mail

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.

Send an attachment

Press attach file and home Folder will come up

Save an attachment

1 st press here

Then this will come up then

you press save as Then

pre

ss s

ave

then

it is

in

your

file

Set up contacts1. 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.

Automatic response

It is company policy for employees to set up an automatic response to answer e-mail 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 my computer