1. Dylan Bayliff

2. Contents: 1- Sending Emails & Using etiquette 2- Staying safe and Accessing email 3- Open emails 4- Replying to emails 5- Setting up contacts 6- Use of CC and BCC 7- Attaching files 8- Forward emails 9- Digital signature 10- Automatic replies 11- Use folders to save emails 12- Use of high and low importance 13+14- Archiving

3. Sending emails and using ettiquette

4. Send when done Rules: Do not speak using text or slang words Use a suitable subject in the subject line Add signatures to emails Set up contacts Use CC and BCC Use high & low importance Use folders to store emails Etiquette: Start all emails by addressing the reader Use paragraphs End all emails with ‘Kind regards, regards or thanks’ followed by your own name Use capital letters where appropriate Keep passwords safe and don’t share with others Passwords must be changed on a regular basis and follow company guidelines on setting strong passwords. All emails must follow company procedures to ensure that every single email that leaves the company looks professional

5. Staying safe and accessing email

6. How to access your email account: Enter your email website (e.g. Gmail, Hotmail, Outlook etc) Enter your account details NEVER give your password to anyone except yourself, this will prevent hacking etc. Make sure your language is set to English (United Kingdom) and the current time zone is set to (GMT) Greenwich Mean Time and then click ok To create a strong password, you must have: A minimum of 8 characters long Combines upper and lower case letters It includes at least one number Contains alphanumeric characters (!£&*) This is the email homepage, all of your emails will come through here. To open a message, just double click on it

7. Open emails

8. This is the E-mail homepage, all of your emails will come through here. To open a message, just double click on it. You can keep a record of what comes through and what mail you have read and what you have not. Click the email you want to open to highlight it. Double click it to open

9. Replying to emails

10. Replying to emails is important if you want to communicate with other people. It is a very quick way of getting in touch and allows you to send and receive emails quickly and reliably. Simply type your message and press send!

11. Setting up contacts

13. Use of CC and BCC

14. Cc is shorthand for carbon copy. If you add a recipient to this box in an Outlook email message, a copy of the message is sent to that recipient, and the recipient's name is visible to other recipients of the message. Bcc is shorthand for blind carbon copy. If you add a recipient to this box in an email message, a copy of the message is sent to that recipient, and the recipient's name isn’t visible to other recipients of the message. If the Bcc box isn't visible when you create a message, you can add it by clicking the Options tab, and then in the Show Fields group, click Bcc.

15. Attaching emails

16. 1)Start up a new email 2)Add contact details and a message (including a subject 3)Use the attach button 4)Choose what file to attach and double click it 5)It is then attached, press send and you're done. Attaching a file allows you to share documents and photos with other people. It is very useful when you need to copy work from others or just enjoy some shared photos.

17. Forward emails

18. Forwarding emails is the operation of re-sending an email to either the person who sent it in the first place or a completely different person. When you forward a message, the message includes any attachments that were included with the original message. This is useful because you can send exactly the same email to another person and share it without spending a lot of time typing it out as this is a more efficient and convenient use of time 1.On the Home or Message tab, in the Respond group, click Forward. Note The name of the tab depends on whether the message is selected in the message list or opened in its own window. 2.Enter recipients in the To, Cc, or Bcc boxes. 3.Compose your message. 4.Click Send.

19. Digital signature

20. 1.Open up options in your email homepage. 2.Then click settings, 3. Then you need to write your digital signature, arrange the font, colour ect, and then click the ‘Automatically include my signature on messages I send’. 4. save your settings and then whenever you send an email, your signature will be there at the bottom of the screen.

21. Automatic replies

22. Automatic replies are very useful especially in a large business where you may not have time to reply to every single individual email. 1.Go to options and select ‘Set automatic replies’ 2. Type the message that you want to be sent to the user who emails you 2. Click ‘Send automatic reply messages to senders outside my organisation’. 3. Click send replies to all external senders, Then save.

23. Use of folders to store emails

24. You can use folders to save emails that you have been sent in certain places that are organised. 1)Right click, and scroll to ‘move to folder’ 2)Choose what folder to place it in 3)Click the ‘move’ button

25. Use of high and low importance

27. Inbox Rules

28. 1) Click ‘New’ 2) Choose an appropriate field 3) Choose an appropriate action 4) Add words that you need deleted, sent or redirected. Continued on next slide…

29. 5) 6) 7) 5) Choose ‘Add’ after each word 6) Choose an appropriate place to store the email 7) Click save and you’re done. Using an inbox rule helps you to automatically perform specific actions on messages as they arrive, based on criteria you select. This helps you to filter any bad words or unwanted spam through your inbox and send them straight to the junk folder.

30. Archiving email

31. There are quite a few unread emails, these should all be read and deleted if needed to maintain good inbox format These deleted items need attention and to be deleted from the deleted items folder This exclamation mark means high importance and should be read immediately An in-box rule has been created to send certain e- mails that regularly arrive that are spam. They all go to the Junk Mail folder.

32. BASIC RULES: Company Policy (Acceptable Use Policy) Decide what mail is important – read messages with high importance first then you can save the message in to an appropriate folder or delete it Set up in-box rules for dealing with spam/unwanted messages from people who usually send spam/insults 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. (following company policy all unwanted e-mails should be archived/saved or permanently removed at the end of each month) All e-mails with attachments should be dealt with appropriately, the attachment saved to a folder and the e-mail then deleted. (Company e-mail etiquette rules state that e-mail with attachments from unknown sources should be deleted immediately.) This is the deleted items folder showing messages that have been dealt with.