1. This PowerPoint presentation will show you how to use your email productively and successfully.

2. Acceptable use policy 1-Prioritise your email- read messages with high importance first then either save the message in to an appropriate folder or delete the message. Good customer relations is something MStreamIT prides itself on. We do not want important messages going unanswered for more than half a day. 2-Set up in-box rules for dealing with spam from regular offenders – the technical team will deal with one off offenders for you. Always keep a log of offenders and pass to your supervisor at the end of each week. 3-Keep your in-box organised, as we use a web based e-mail system each employee only has so much storage space allocated. When you account is full you will have to deal with it urgently, pre- empt this by following company policy. 4-Permanently remove ‘deleted items’ once you are sure the messages are no longer needed, this will free up much needed e-mail storage space. 5-All e-mails with attachments should be dealt with according to company policy, the attachment saved to a folder and the e-mail then deleted.

3. Email etiquette 1. Include a clear, direct subject line. 2. Use your company e-mail address for all correspondence 3. Think twice before hitting "reply all." 4. Use professional salutations and endings. 5. Use exclamation points sparingly. 6. Use a formal tone on all e-mail. 7. Know that people from different cultures speak and write differently. 8. Reply to your emails — even if the email wasn't intended for you. 9. Proof read every message 10. Add the email address last 11. Double-check that you’ve selected the correct recipient 12. Personal e-mails should not be sent or received using the company system.

4. Staying safe while using email Only give your email address out to people you already know and trust Respect your friends. Don’t give out their email addresses without their permission Never open attachments from people you don’t know. If in doubt get advice from technical support. Keep a record. If somebody is bullying or harassing you via email, then keep the email and don’t delete it. You don’t need to read it, just save it in a folder, even your junk folder. Report any message or messages that are bullying, or make you feel uncomfortable or at danger to a supervisor Report immediately any e-mail asking for company or private finance information – phishing is on the increase and all employees need to act in the interest of the company Learn how to block/ignore people >>learn how follow the given guidelines Use the company account for company business and a private account for private business. Don’t click on any links in spam. You do not know where you will end up, and it will make you vulnerable to receive viruses. Forward spam to the technical team so they an deal with it your behalf – regular offenders can be added to an in-box rule. Change your email address if blocking doesn’t work and you are still receiving messages from someone you do not want to get messages from.

5. You need to input your unique user name and password to log on your account. Opening email Password Guidance Company rules for setting a password: 1.Use up to 8 characters 2.Use capital letters 3.Use numbers 4.Use alphanumeric characters such as: !ӣ$%^&*() 5.. Password examples: S.Smith = 5.Sm1Th*$ K.Boylan = #K.b0YLaN#

6. Then it will open up your own email account. Here you are able to send, receive, sort and forward emails.

7. You click the new button which opens a new page that enables you to send emails and gives you the option to add links, send files and edit or add the message attached. Sending an email

8. To reply to an email you click the reply button and it will come up with the subject and who its too without needing to input anything, then all you do is type your reply and click send. Replying to an email

9. To forward an email you need to click the forward button as shown then it will come up in a new page and it will show a sign that says FW which means forward so all you need to do then is input an email address to forward it too and then forward it. Forwarding an email

10. Spam-I need an inbox rule to stop this Important-Must be kept Read-Needs deleting

11. In box rule I created an inbox rule to stop spam from this person. I went to options, inbox rule and then selected the person and folder I wanted it to go to. This shows it has worked.

12. Go onto your settings and go on new inbox rule then set certain peoples emails to send to your achieve so every time Jake messages me that message will be stored in my work archive so my email is organised and ill be able to view them later on. Archiving messages Follow the AUP for archiving – delete mail regularly, empty the waste bin regularly, save attachments from mail into appropriate folders then delete the message.

13. This images are a step by step guide to open, send, and save attachments. Open, Send, and Save Attachments.

14. To add a digital signature to your email you go into the options and then your setting and go on email section it will give you this option, then all you do is add your name and position and tick the box that’s asks for automatically to include your signature. Adding digital signature

15. Using CC and Bcc Carbon copy (Cc) These are email addresses you enter that will be seen by every person you forward or send an email to. Blind Carbon Copy (Bcc) Blind carbon copying is a useful way to let others see an e-mail you sent without the main recipient knowing

16. Set up contacts To set up contacts you go to new contact, then you put in the contacts first. Second name and email then click save to set up your new contact.

17. High and low importance High importance Low importance

18. Using folders to store emails I created a new folder for my personal work this was done through these steps.

19. Automatic response To send an automatic response you go into options, set automatic response then pick the time you’ll be away then set your message that will be sent.