Using Emails Effectively

at Workplace20 Tips to get started

Disclosure

The contents in the slide is based on my years of experience of using emails to

communicate in different companies. I have taken few screenshots from the

internet to save the time and used real examples for more clarification.

Why Email?

Because we don’t have

other best option yet.

1. Complete your Profile

What is the first thing that comes to your mind when you see emails like this?

And this?

Why complete profile?

Using signature and picture to your email gives sense of authentication to

your emails.

Shows your designation and basic information (phone, address, etc) to

recipient.

Recipient knows where the message has closed.

Can show promotions or important message to recipient.

Tip: Use a picture that shows your face clearly and use different new and reply

signatures.

Examples

A good looking picture

New Email Signature

Reply Signature

2. Endorse Emails

Sender will never know if the receiver have read the email or started acting

on it unless there is no endorse for the email.

3. Use Descriptive Subject Line

An email subject line should tell what’s inside the email.

A good subject line increases open rate of the email and results in quick

action by the receiver.

4. Clearly Format your email

5. Use Clear fonts

6. Structuring Emails

7. Hold before you send

8. Edit/Recall Messages

Outlook Gives an option to recall or edit the sent email. It works only until

the receiver haven’t opened the mail.

Good option when you need to take back your words.

Better to correct the mistakes in another email then to recall/edit.

How it Looks

9. When to Reply/Reply all

When everyone in the email loop needs to know something you are about to

say, use “Reply all”.

If only specific person should know it, use “Reply” only option. Other people

will get bored.

Examples

Best example to use reply all

Should have used “reply” only

10. To, CC & BCC

Use intended person’s email in the TO field. The greeting also goes to same

person.

If someone else needs to know about context in email, send Carbon copy of

the email using CC

If someone needs to know the context secretly, use Blind Carbon Copy.

Eg: Sending 360 feedback form to 3 people.

11. Using the calendar

Calendar can be used to schedule a meeting, setting a reminder and planning

your day-to-day tasks.

For any required meetings, send a calendar appointment with the agendas.

12. Create Folder & Manage Rules

Folders are your best friend when you have to manage emails on your

Inbox so you never miss an important email again.

Rules will make sure the email will go to the right place.

Ah Cool! How can I do that?

Right click the email and select “Rules”. You will get plenty of options to play

on.

13. Show as Conversations

Outlook sorts emails by date by default. Changes are you will see the latest

email on top, but you may need to dive into earlier emails for reference.

Outlook gives an option to group emails by conversation so that you never

miss earlier conversation.

Goto “View” from the Ribbon and check

“Show as Conversations”.

14. Automatic Replies (OOO)

Automatic replies will be your good assistant when you have to notify others

when you are not available to respond messages.

Useful when you are on vacation, sick or too busy to reply any emails.

Can leave customized message

I wanna know how

Goto “File” and click Automatic replies.

Select “Select

automatic replies”Select date range

Enter message and Press OK.

15. Followup Emails

It is not possible to remember all the outstanding tasks or follow up the

conversations. It gets somehow missed until someone sends urgent message

at last moment.

Outlook gives an easy option to flag the message and save it for follow-up.

I have been searching this for long

Select “Followup” from the Ribbon.

You can specify date or reminder for

the followup.

How cool is that?

You can always find marked email to

following by clicking in outlook search box

and selecting “Flagged” from the ribbon.

16. Tag High Importance

If you need quick or concreate response to the email, outlook gives an option

to Tag email as “High Importance” while sending it.

The recipient will understand the email needs to be endorsed asap. This give

quick turnaround in most of the cases.

I have not seen anyone tagging email as Low importance to this date.

17. The Art of Follow-up

Remind the objective

Assume they are busy

Show the value

Don’t overrule

Have a plan

Say Thankyou

18. When to Jump into the call

Text in the email will not always solve the problem. You may need more

explanation, especially with the requirements.

Mention about the need of call in the email.

If he/she responds positive, immediately send a calendar invite for the

meeting.

Don’t forget to mention agendas.

19. Subscribe to Group Emails

(& Newslstter)

They will not be much helpful in terms of work, but they will give clear idea

how to write emails.

20. Setup Email & Calendar in Phone

Most of the mobile phones support email & calendar.

Setting up email on phone gives flexibility to get email notification and gives

leverage for quick turn around when you are not on your desk.

Calendar reminds you about important events (or meetings) when you are

away from the desk.

Thankyou!