1. Chapter 2 E-Mail

2. Project 2 Objectives Understand e-mail uses Write subject lines Use an appropriate tone Format an e-mail Identify e-mail program features

3. Project 2 Objectives (contd.) Add a signature block Attach a file Create folders in Outlook Take a screen shot of the program window

4. Project 2 Introduction E-mail provides a quick and efficient way to communicate Have strategies for writing clear e-mails to communicate exactly what you intend

5. E-Mail Essentials Project 2 Figure 2-1 Common uses for e-mail in business

6. E-Mail Essentials (contd.) Project 2 Figure 2-1 Common uses for e-mail in business (contd.)

7. E-Mail Essentials (contd.) Project 2 Figure 2-1 Common uses for e-mail in business (contd.)

8. E-Mail Essentials (contd.) Writing subject lines –Provides information about the e-mail that the reader sees before opening Project 2 Figure 2-2 Four versions of one subject line

9. E-Mail Essentials (contd.) Writing subject lines (contd.) –Version 1: too short –Version 2: inaccurate if received on different day –Version 3: too much information –Version 4: clear and effective Project 2

10. Figure 2-3 Guidelines for writing effective subject lines E-Mail Essentials (contd.)

11. Using an appropriate tone –Example: George As I TOLD you in our phone conversation yesterday, you MUST contact me immediately. If I dont hear from you by the end of the day, I will presume that you are no longer interested in our services. Good day. –Never use all capital letters –Do not use words that could be considered threatening Project 2

12. E-Mail Essentials (contd.) Project 2 Figure 2-4 Guidelines for creating acceptable e-mail tone

13. E-Mail Essentials (contd.) Project 2 Figure 2-4 Guidelines for creating acceptable e-mail tone (contd.)

14. E-Mail Essentials (contd.) Using an appropriate tone (contd.) –Think of an e-mail as a intimate form of communication –Make sure every e-mail uses a pleasant and friendly tone Project 2

15. E-Mail Essentials (contd.) Formatting e-mails –Develop and use a set format for every e-mail Salutation Closing Writer identification Paragraphs Project 2

16. E-Mail Essentials (contd.) Project 2 Figure 2-5 Comparison of e-mail formats

17. E-Mail Essentials (contd.) Project 2 Figure 2-6 E-mail formatting tips

18. E-Mail Essentials (contd.) Identifying e-mail program features –You generally use an e-mail program (e.g., Microsoft Outlook, Gmail, or Yahoo! Mail) to send and receive e-mail –All e-mail programs share common features Project 2

19. E-Mail Essentials (contd.) Project 2 Figure 2-7 Common features in an e-mail message window

20. Technology Skills Handling E-Mail in Outlook You can send e-mail directly from Word, from Outlook, or from another e-mail application (e.g., Gmail or Yahoo! Mail) –Outlook has many features Creating signature blocks Attaching a file Creating folders Project 2

21. E-Mail in Outlook (contd.) Signature block: –Contains text or pictures or both that is added automatically to the end of every e-mail –Typically includes senders name, job title, company, business address (Web address, if applicable), and phone numbers Project 2

22. E-Mail in Outlook (contd.) Project 2 Figure 2-8 Signature block information

23. E-Mail in Outlook (contd.) Project 2 Figure 2-8 Signature block information (contd.)

24. E-Mail in Outlook (contd.) Attachments are files (e.g., a document file, presentation file, spreadsheet file, or image file) –Travels with e-mail message –Some e-mail clients limit attachment sizes Check size limitations before sending –Scan for viruses before opening Project 2

25. E-Mail in Outlook (contd.) Project 2 Figure 2-9 E-mail message window with signature and attached file

26. E-Mail in Outlook (contd.) Project 2 Figure 2-9 E-mail message window with signature and attached file (contd.)

27. E-Mail in Outlook (contd.) Screen shots capture images on the screen –You can then paste it into a Word document and modify (crop, resize, etc.) Project 2

28. E-Mail in Outlook (contd.) Folders sort, categorize, and keep track of e-mails –They are often represented by a folder icon –Subfolders are folders inside another folder Project 2 Figure 2-10 Creating a new folder

29. E-Mail in Outlook (contd.) Project 2 Figure 2-10 Creating a new folder (contd.)

30. E-Mail in Outlook (contd.) Project 2 Figure 2-11 New folders created in the Inbox

31. E-Mail in Outlook (contd.) Project 2 Figure 2-11 New folders created in the Inbox (contd.)

32. E-Mail in Outlook (contd.) If working on a shared computer, you might need to delete information specific to you Project 2