1. Tool Kit
Viki Gerka

2. Etiquette
No text speak or slang words are to be used as it is unprofessional.
Uses a suitable subject line in the as this is a snapshot of what the is regarding and your may not be viewed if the subject line is not appropriate.
Add signatures to s so that all customers have details of someone to contact back.
Setup contacts to ease the sending and receiving process and to stay organised.
Use CC and BCC for anybody who may be involved in the subject of the .
Use high & low importance so that the receiver is aware of how quickly the must be addressed.
Use folders to store as a way to stay organised.
Also, Always writes s well by:
Starting all s by addressing the reader
Using paragraphs
Ending all s with "Kind regards", Regards or Thanks followed by your own name
Using capital letters where appropriate and correct punctuation
If you fail to do these things you will appear unprofessional and give a bad impression of our company.
Viki Gerka

3. Staying Safe 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 .
Don’t reply to spam or forward chain s.
Ensure a spam filter is secured.
Keep your personal information personal – don’t share bank or credit card information by .
Your bank/building society will not discuss your private financial situation by . 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, this is an example of phishing.
Make sure that you have antivirus software installed and keep it up to date.
Change your password regularly and keep it in a safe place.
Don’t share your password with anyone.
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. !£$%*#
For example:
Viki Gerka

4. Open
To view an , simply enter into your inbox, you will now see all s addressed to you and will be able to view the importance, subject and who sent the , simply click on the to view it (as shown on the screenshots.) Remember that if you have set up inbox rules that file your s then some s may not show in your inbox (you will have to check your folders for these s.)
Viki Gerka

5. Send Sending an email is a key thing to be able to do.
Click on new on your home screen
Type your message, attach any files you would like and add the recipients, cc recipients and bcc recipients
Ensure all the information necessary is included already
Change the importance of your if necessary
Press send.
Viki Gerka

6. Reply
Replying to s is important as it is quicker to do than to compose a completely new , to reply to a certain
Open the you wish to open
Click on the single backwards purple arrow
Compose your
Send.
Viki Gerka

7. Forward
Forwarding an is used frequently in business, if you receive an that may concern other people you can simply forward the to them so they have a copy.
Open the you want to forward
Click the blue arrow in the corner of the as shown above
A new tab will open where you can enter the details of who you want to forward the to and add any comments.
Send.
Viki Gerka

8. Archive Other considerations:
Archiving s is useful to keep organised between your personal and work s, when you archive an you are storing it and will have later access to it.
Create two folders in your inbox, one called personal and one called work
Right click on the you would like to archive
“Create rule”
You will now set up a new inbox rule as shown below
Choose when the rule will apply
Choose the folder you would like the to be archived in, for example ‘Personal’
Save the rule.
Other considerations:
Prioritise your mail, this includes reading messages with high importance first, after you have read the message either save it to an appropriate folder or delete the message.
Set up in-box rules for dealing with spam from regular offenders (see following slide.)
Keep your in-box organised, move mail in to folders or delete messages regularly.
Permanently remove ‘Deleted Items’ once you are sure the messages are no longer needed
All s with attachments should be dealt with appropriately: the attachment saved to a folder and the then deleted.
If you receive an with an attachment from an unknown source delete the immediately (this is part of company policy.)
Viki Gerka

9. Inbox Rule
Setting up Inbox Rules is a great way to stay organised and to use as a spam filter, for example you can set up a rule so that any that comes from the director goes straight into the director folder, or so any from a chosen recipient you do not want to hear from will go straight to the bin.
Select option is the top right corner of the screen and select all options from the drop down menu.
On the all options page select ‘Organize ’ on the left hand side of the page
You will now find a tab entitled ‘Inbox Rules’ as shown on the screenshot, click on this.
Now, to make a new inbox rule click on new
You will now find yourself on the menu as shown on the bottom right of the page
On this menu you can choose when to reply the rule
Ensure you press OK and Save your new inbox rule.
Viki Gerka

10. Attachments
Sometimes you may need to attach files and documents to your s, for example you may need to the sales department this months figures and statistics, to attach an do the following:
Compose the
Change any importance settings you wish
Add all recipients
Click the paperclip button
Choose a file(s)
Send.
If you receive an containing an attachment, you may need to save it. To do this you will have to..
Open the as displayed earlier in the presentation
If you simply wish to view the attachment, click ‘open as web page’
If you wish to save the attachment, click on the document itself and it will begin to download
You will see a tab in the bottom left corner of your screen that will display the name of the attached file
If you click on this tab, the document will automatically open.
Viki Gerka

11. Add Digital Signature
One of the first tasks you need to do is set up an automatic signature with your name, position, company name, address and contact telephone number.
This is important so that when you for business purposes they are aware of who you are, what company you are from and what your positions is.
To do this:
Go to your
Go to options (view all options)
Go on settings
Enter your signature details
Tick the ‘ Automatically include signature on messages I send’ box
Ensure you press save in the bottom right corner!
Viki Gerka

12. Use CC and BCC
It is important to know how to use CC and BCC Anyone listed in the Cc: field of a message will receive a copy of that message when you send it. All other recipients of that message will be able to see that the person has received a copy of the message. The Cc: field is useful in instances when you wish to share a message with someone but are not requesting that they reply or take any direct action in response. A Bcc is similar however none of the recipients can see that the person in the Bcc has got the message.
Type your message ensuring all of the information you need to include has been included
Type in the addresses of those who the concerns in the ‘To..’ box
Type in anyone’s address who it may concern or just anyone you would like to also see the in the ‘Cc..’ box
Type in anyone’s address who you would like to see the or to see you have in fact sent the in the ‘Bcc..’ box –remember none of the other recipients will know this person has a forward of the
Now press send.
Viki Gerka

13. Setup Contacts
Setting up contacts is a great way to stay organised and it make it easier for you to view who you’re s are coming from without having to try and recognise addresses. To setup contacts:
Click on contacts in the lower left corner of the homepage
Click new at the top of the menu as shown on the image above
Enter the details of the contact you are adding
Ensure you press save.
Viki Gerka

14. Use High and Low Importance
It is important to be aware of how to change the importance of s, it is important because the importance setting controls who will see the message, for example if a message is marked as confidential the person receiving it should open the message in private as it is confidential information.
To change the importance of you
Click on the red ‘!’ at the top of the window
The menu that is on the screenshot on the right of the slide will come up
Click on the small arrow next to ‘importance’ to open the drop down menu and change the setting to whichever is necessary
Do the same to change the sensitivity of the
Ensure you press ok and then close the menu.
Viki Gerka

15. Use Folders to Store Emails
Using folders to store s can be very helpful in keeping organised and it also speeds up replying and reading s from certain people, to setup folders:
Right click on ‘search folders’ in the left hand task bar on the home screen as shown on the image on the right
Click “create new folder”
Name your new folder
If you wish to make folders inside the new folder right click on the folder you wish to insert these files into and “create new folder” inside of it
To save an in the new folder you must left click the and drag the into the folder.
Viki Gerka

16. Automatic Response
Using automatic responses demonstrates our company’s professional approach, an automatic response can be set up to send every time an is received, this is great to use when you are unavailable however it should be used all the time so that the customer is reassured their has been received.
First go into ‘all options’ on your
Select ‘Organize
Now choose when you would like automatic responses to be sent and type the response.
Ensure you press save.
Viki Gerka