E-Mail Name: Tom Clayton Form:10A
How can businesses make use of email. (P) • Businesses need a way of contacting clients. They do this by sending emails notifying them on upcoming meetings and events.
Sending an email to a number of different people. (P) • Businesses may need to contact multiple people at any given time, so they send an email to a group. They would normally write one email, then forward it to everyone who required it.
Sending, receiving and opening attachments safely. (P) • When on e-mail applications, be that outlook or windows live mail, you must always be cautious of the e-mails you receive. A lot of the time, malicious e-mails are sent to your inbox, normally these are e-mails about competitions, or ridiculously prices phones or computers. They would come with a poorly written page and a ‘competition attachment’. Do not open this as all it will contain is a virus that will infiltrate your files, and transfer any important information to some one behind a desk in Albania. Recognizing these types of e-mail is tricky if you don’t know how to. On windows OS, file types are listed with three letters. Dangerous types of file are things like Microsoft access project extension(ADE), HTML applications(HTA), Control panel extensions (CPL0) and script files (WSF). There are websites that tell you the file formats to look out for.
Risks of opening attachments and how to reduce the risk. (P) • E-mail attachments can be very risky if the sender is unknown. They normally are subjected with an eye-catching sentence like, ‘WIN BIG’ or earn ‘money from home’. They normally contain an attachment of some sort titled something like ‘competition questions’. You know if the attachment is malicious by the format it’s in. it is always best to look up the file format to check if it’s legitimate
Using appropriate subject and message text. (P) When e-mails are written, it is a good idea to make them relevant. For example, if someone opens their inbox and sees an e-mail subjected ‘win money BIGTIME ’, they would think it was illegitimate because it is poorly worded and looks unprofessional. However if they saw one subjected ‘ business meeting moved’ they would take notice and read the email.
Appropriate use of Forward and Reply. (M) You can reply to the sender of an e-mail message, or you can include anyone else listed in the To and Cc fields. In many cases, you do not need to include everyone on your response. Exercise discretion when you use Reply All, especially when there are a large number of recipients or distribution lists on your reply. Reply is a better choice when you only need to communicate with the message sender. Or, delete the names of people and distribution lists that don't need to read your reply. • When you forward a message, you specify the recipients in the To, Cc, and Bcc boxes (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). The message will include any attachments that arrived with the original message. • Tip If you want to forward two or more messages, select the first message, press CTRL while selecting each additional message, and then click Forward. Each message will be forwarded as attachments in a new message
What is an email signature? • An e-mail signature is a block of text that is appended to the end of an e-mail message you send. Generally, a signature is used to provide the recipient with your name, e-mail address, business contact information, or web site URL. Some people, however, will use a signature to sign off their e-mail message with a closing statement, funny quote or other message. A signature file, or sig as it is often called, can easily be created in most e-mail clients. You will have the option to always attach the signature to all outgoing e-mails, or add the signature in specific outgoing e-mails. AF - 1
When to use CC and BCC The Cc (or carbon copy) field is for people you want to know about the message, but are not directly involved. It's mainly for people that do not need to act or reply to the message, but to keep them informed. The Bcc field (Blind Carbon Copy) is used when you want other people to receive the message, but you don't want the other recipients to know they got it. When people get an e-mail, they'll also see all the people in the To and Cc lines - but not Bcc. One good use of Bcc is when sending an e-mail to hundreds of people. You don't want them all to see each other's e-mail addresses so you use this field, rather than the To or Cc lines. AF - 2
Setting Priority (high and low importance) Setting priority in e-mails is when you mark the message as a certain priority to alert the recipient to the importance To set the priority of a message you compose in Windows Mail or Outlook Express: • Use the Set Priority toolbar button. • It shows an arrow pointing down and an exclamation mark. • Clicking the button itself will toggle between normal, high and low priority. • Alternatively, use the button's drop-down menu. • Select from it High, Normal or Low Priority. AF - 3
Setting up and using spam filters Spam filters are set up to get rid of unwanted messages. People usually set them up on windows hotmail due to the mass of e-mails received through it. To set your Windows Live Hotmail Junk Mail Filter sensitivity: • Select Options | More options from the main Windows Live Hotmail navigation bar. • Follow the Filters and reporting link under Junk e-mail. • Choose Standard under Choose a junk e-mail filter. • Click Save. • The possible settings of the Windows Live Hotmail Junk Mail Filter are Low, Standard and Exclusive. AF - 4
Use of an address book Having an address book makes finding contacts and recipients far easier than having to keep inputting their address. People who own businesses may have this in order to send group e-mails to all their contacts. AF - 5
Setting an automatic response (e.g. out of office) (This is for using Gmail) You can set up a vacation response in your Gmail settings that will automatically reply to anyone who emails you. While the vacation responder is enabled, Gmail will send a response to anyone who contacts you.* If that person contacts you again after four days and your vacation responder is still enabled, Gmail will send another vacation response to remind the person that you're away from your email. • Here's how to set up a vacation response: • Click the gear icon in the upper right, then select Settings. • From the General tab, select Vacation responder on in the Vacation responder: section. • Enter the subject and body of your message in the Subject: and Message: fields. AF - 6
Setting an automatic response (e.g. out of office) cont. 5. If you've enabled a personalized signature in your settings, Gmail will automatically append it to the bottom of your vacation response. 6. Check the box next to Only send a response to people in my Contacts if you don't want everyone who emails you to know that you're away from your mail. If you use Google Apps, you'll also see an option to only send a response to people your domain. If you check both of these boxes, only people who are in your contacts and your domain will receive the automatic response. 7. Click Save Changes.