Emails

This presentation is all about emails, email etiquette and email software.

I will go through these things step by step to give you a clear understanding.

By Laura Phipps

Sending an Email with attachment.

Email with Compressed File

Groups

Here is the group I made, in which I added 2 contacts.

Sending an Email to my Group

Email Etiquette and Dangers• A company needs to implement etiquette rules for the following three reasons:• Professionalism: by using proper email language your company will convey a professional

image.• Efficiency: emails that get to the point are much more effective than poorly worded emails.• Protection from liability: employee awareness of email risks will protect your company from

costly law suits.• What are the etiquette rules?• Be concise and to the point, Answer all questions, and pre-empt further questions, Use

proper spelling, grammar & punctuation, Use templates for frequently used responses, Answer swiftly, Use proper structure & layout. And much more.

• The email may seem to be from a safe source with a very general title but the attachment may contain offensive or upsetting material, to the viewer of the email.

• The email attachment could contain a harmful virus and by opening the attachment the virus will become live on your computer and cause multiple problems.

• Other dangers, your computer could get: Web Bugs, Mass Mailing Worms, Computer Viruses, Trojan Horse and Malicious Executable.

Automatic Reply's, on Gmail.• Open Gmail.• Click the gear in the top right.

• Select Settings.• Scroll down to the Vacation responder section (stay in the "General" tab).• Select Vacation responder on.• Fill in the date range, subject, and message.• You can limit who can see your vacation response:• Check the box next to 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 and your domain will receive the automatic response.

• Click Save Changes at the bottom of the page.

Adding Auto Reply

ArchiveArchive means you’re getting rid of the emails from the general time line of emails, but they have not been deleted, they have simply been places in a different folder.

Creating Labels(Folders) In Gmail• Labels help you organize your messages into categories -- work, family, to do, read later,

jokes, recipes, any category you want. Labels do all the work that folders do, but with an added bonus: you can add more than one to a message.

• Only you can see your labels, so whether you mark a message with “Twitter" or "Read later," the sender will never know.

• Create a label

• Here's how to create a label that you can add to any of your messages:• On the left side of the page, click More at the bottom of your labels list. (If you don't see

"More," grab the grey dividing line with your cursor and drag it down to show more labels.)

• Click Create new label.• Type the name of your new label and click Create.• You can also create a new label for a message in your Inbox by selecting the box next to

the message, clicking the Label button above your message list, and then clicking Create new.

Labels

There is currently the one email I added to that label.

Signatures, on Gmail.

• Open Gmail.• Click the gear in the top right.• Select Settings.• Scroll down to the “Signature” section and enter your new

signature text in the box. You can format your text using the buttons directly above the text box.

• Click Save Changes at the bottom of the page.

Adding Contacts, on Gmail.

• Click the New Contact button in the top-left corner.• Enter your contact's information in the appropriate fields. Any

information you add will save automatically.

Email Problems

• A reason it may not work could be because the network cable is not connected to the computer or wall properly. If that is not the case, then you would have to address problem by reporting it, if at home report it to ISP and if in school you would report it to a teacher.

• It also may be worth checking if its all the internet not working, not just that page. So by going to a different page/site you could find out if it was the internet or the connection dropping for that page. If it was just the page, you could wait and the refresh.

• 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 purposes.

• BCC: This 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 widely 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.

I have sent a copy to Georgina and also sent a carbon copy to Nicole (CC)

I have sent a copy to Georgina and also sent a blind carbon copy to Nicole (BCC)

A BCC is a blind Carbon Copy which means I can send an Email to Georgie and Nicole but Georgie will not know that Nicole has also received the Email.