1. Email tool kit

2. E-MAIL USER GUIDE Etiquette (Acceptable use policy) – a list of rules that we observe Use a suitable subject in the e-mail - this helps the reader to understand what the message will be about Start e-mails by addressing the reader – this is about being polite, showing respect Use paragraphs – this is normal practice for extended writing Use capital letters where appropriate – this is normal practice for extended writing End e-mails with “Kind regards, Regards, Thanks” – this is normal practice in a business context Sign off your e-mail with your name and job title – this is normal practice in a business context No text speak or slang is used – this is expected in a business environment Good use of language, spellings and grammar– this is expected in a business environment

3. E-MAIL USER GUIDE Staying safe (AUP) Here are some safety tips when using email: Change your password regularly and keep it in a safe place. Don’t share your password with anyone. 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 email. Don’t reply to spam or forward chain emails. Keep your personal information personal – don’t share bank or credit card information by email. Your bank/building society will not discuss your private financial situation by email. 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. Make sure that you have antivirus software installed and keep it up to date. 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. !£$%*# (m0n1c4) E.g. password would become PassW0rd4$ using the above rules.

4. OPEN This shows the inbox where e-mails arrive. To open a message simply double click on the required e-mail.

5. SEND This shows a blank e-mail. This shows an e-mail with the name of the recipient and a message.

6. REPLY TO E-MAL In the top right corner of each e-mail the following symbols can be seen. To reply to an e-mail message I would click on the first symbol. I can now reply to the person who sent the original message and then click on send.

7. FORWARD E-MAL In the top right corner of each e-mail the following symbols can be seen. To reply to an e-mail message I would click on the last symbol. I can now forward the received message to a new person by adding their name into the To: section.

8. USE OF CC AND BCC I need to be able to send message to multiple recipients. This not only saves time but is cost effective. The use of the BCC is so a record can be kept of important messages sent to employees. The BCC is not seen by the others receiving the e-mail message.

9. This is my inbox, its good because here’s not a lot of messages in my email because I manage it. I have 0 deleted items, this means that my email is sorted. BASIC RULES: Company Policy (Acceptable Use Policy) Sort your mail – read messages with high importance first then either save the message in to an appropriate folder or delete the message. Set up in-box rules for dealing with spam/unwanted messages from regular offenders. Keep your in-box organised, move mail in to folders or delete messages regularly. Always remove ‘Deleted Items’ once you are sure the messages are no longer needed. (you can say 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 correctly, 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.) ARCHIVING E-MAIL

10. Automatic response I would have an automatic response because when I am away from my desk for any length of time, an incoming email from a customer will always get dealt with. This is important for the company because we don’t want to loose our customers.

11. Attachments If you want to attach a file you click on the paper clip, once you click on the paper clip, it will take you to your home folder and you will need to click on the file you want to attach. Then click attach so the file then gets uploaded. When I get an inbox with a paper clip it means that the sender attached something.

12. Digital signature A digital signature is used to ensure your email’s are professional, it also means that you don’t have to type it each time you send an email.

13. Set up contacts To set up contacts you have to complete this form with the persons name and contact details on. Then click on Save and Close this will then be added to your contacts list for you to use in the future.

14. High and low importance You can set a message to high and low importance. The recipient will know message is of high importance as there is a red explanation mark in the subject of the message. The person who receives this will then know that it is a important message and will hopefully read it first.

15. Use folders to store emails Create folders to organise your emails. You can have as many folders as you need. To do this you simply right click on the inbox folder and select ‘new folder’ I have created a personal folder to keep my work and personal emails separate.