Email Hints & TipsJuly 2012

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Email Hints & TipsJuly 2012

General Protocol

• The Subject is really important– Think of it as your “dress code” for the day

• Greet recipient• Structure the content clearly:

– Info top down:– Content– Action– Closure

Think 5

• If the message is complicated or there is a lot that has to be said, think about simplifying it like this:– 5 bullet points– 5 words– 5 sentences

Email to Task/Calendar

• You can move an email directly to your Outlook calendar

• Left-click and drag to embed it in the event• Right-click and drag to create an event

with the email as an attachment• (do this if you may want to forward the email later)

Subject Editing

• View > Current View > Customise Current View > Other Settings > Allow in-cell editing

• Change Subject• Follow the link below for Microsoft

explanations of how to make this and subsequent Outlook modifications

bit.ly/email_tips

Search Folders

• Move Unread Emails up into your Favourite Folders

• Use this to check new emails in all your directories simultaneously

• Use Customised Searches for more specific searching

bit.ly/email_tips

Using Colours

• Tools > Organise > Using Colours• Useful for organising and prioritising

emails, appointments and tasks

bit.ly/email_tips

DidTheyReply?

• Create a DTR directory• Create a DTR rule• For those who are not very good at

replying to your communications (or to keep track of emails you need to follow up),

• Include dtr at the bottom of your emails• Check the your dtr directory regularly

Quick Parts

• Create Quick Parts for any phrases you use regularly

• They are quick and simple once you get into the habit

Security

• One billion new users are projected to go online in the next 5 years

• If only 1% are dishonest, that amounts to 10 million hackers!

• Security will, therefore, continue to become more and more of an issue.

Email Attachments

• Never email Word and Excel documents as attachments – Document metadata (information buried

within the heading) shows all amendments– Use pdf

Signature/Autoresponse

• Use only dialable telephone numbers• Use +44 845 345 0898 • or 0845 345 0898• Since these can be dialled directly from a

smartphone.• Never +44 (0)845 345 0898.• Never include email or web addresses in

autoresponsebit.ly/email_tips

Osmond Group Limited21 Johnson Road, Ferndown Industrial Estate,

Wimborne B21 7SE, UKTel: +44 1202 850553 Fax: +44 1202 850560

Email: info@ergonomics.co.ukWeb Portal: www.osmondgroup.co.uk