E-mail User Guide

Joseph Harris

Open

To open an e-mail you need to double click on it and the selected e-mail should open

Send

This shows a blank e-mail.This shows an e-mail with the name of the recipient and a message.

Reply 1. 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).

2. I can now reply to the person who sent the original message and then click on send.

Forward1. 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 third symbol (highlighted in green).

2. I can now forward the received message to a new person by adding their name into the To: section.

Archiving E-mails To organise in coming e-mail I will set up a in-box rule. This will send appropriate e-mails to the correct folder. I can store my e-mails 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.

Sending An Attachment1. 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.

Digital Signature

1. Click on the ‘Options’ button located at the top right of the window and then click ‘See All Options’.

2. A new window will appear, click on ‘Settings’ in the left window pane.

3. 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.

Here is an example of a digital signature.

Use of 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.

Contacts 1. Click on the contacts button located at the bottom left corner of the page when you load up e-mail.

2. When the window appears you then click on the button marked: New.

3. To store a new contact in your address book you need add their details into the right boxes. Once you have finished adding the details of a new contact you must click the button ‘Save and Close’ located at the top left corner of the window.

Organising E-mails With Folders

1. Right click on your Inbox folder on the left. From the new options bar select Create new folder.

2. You can now 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.

In Box Rules

1. Click on the ‘Options’ button located at the top right of the window and then click ‘See All Options’.

2. From the side menu select Organise Mail. Now choose Inbox Rules.

3. Then click on the dropdown button labelled ‘New’. There are 5 options to choose from to help keep your inbox organised.

Basic Rules: • Ordering mail – read messages with high importance first then

either save the message into the right folder or delete the it. • Set up in-box rules for dealing with spam from regular

companies or people.• Keep your in-box organised by moving mail into folders or

delete them constantly.• Permanently remove ‘Deleted Items’ once you are sure the

messages are no longer needed. (You can automatically erase these at the end of each month)

• All e-mails with attachments should be arranged correctly, the attachment saved to a folder and the e-mail deleted afterwards. (Company e-mail etiquette rules say that e-mail with attachments from unknown sources must be deleted on sight).

Automatic Response

Click on the ‘Options button at the top left corner of the original window, then ‘See All Options’, then ‘organise e-mail’ then ‘set up automatic response’. After that you can set an automatic response of your customisation

It is company policy to set up an automatic response to answer e-mails when not available.

Use of High/Low Importance

1. Create a new e-mail then select the options tab.

2. A new window will appear. In this window you can select the option for High or Low Priority. The computer will automatically Select normal. Once selected click OK.

3. Here is an example of two messages with high importance. (marked with a red exclamation mark).

E-mail Etiquette • 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 the company name/logo

E-mail Safety 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. !£$%*#

J0$3ph420

E-mail Keywords Etiquette – a list of rules that we observe Phishing - sending an email to someone falsely claiming to be a legitimate company to scam the person into giving information, such as personal information and bank account numbers on a fake website. The details will then be used for identity theft or taking money out of their account.

Spam Filter –A spam filter is a filter that takes the E-mails you receive from unsafe websites and unknown users and puts them in a different folder, this is called a Spam folder. It is designed to stop users from clicking on a link that’ll give them a virus, trogon horse or any other form of invading your computer/laptop. Anti-virus scanning is becoming standard on email accounts and many email providers now offer a spam (electronic junk mail) filtering service. Chat rooms – Internet services such as chat rooms and email have been the subject of many well-publicised cases of impersonation and deception where people who are online pretend to have a different identity. Chat rooms have been used to spread rumours about well-known personalities. A growing area of abuse of the Internet is email spam, where millions of emails are sent to advertise both legal and illegal products and services. Hotspot – A location that allows you to connect your laptop to a public Wi-Fi internet service. For example you may find one in a popular restaurant or building. The service is often free, but some companies may charge by the hour to use one of their hotspots.