Sending an Emailwith attachments Computer Technology Sue Hubbard
Addressing an Email • The first step of sending an email is to enter the email addresses. • There are 3 fields to choose from: • To: • Cc: • Bcc: Primary Recipient. Carbon Copy Blind Carbon Copy
When to use~ To: When you are sending an email to people that want the information or need to takeaction.
When to use~ CC: • Use the CC field for those who you want to receive a copy of a message directed to another recipient. CC stands for carbon copy. (Based on older paper-based system where a message was duplicated by placing a sheet of carbon paper between two sheets of paper thus creating an exact duplicate of the original.) • The CC recipients may want the information but do not need to take action. The list of CC’d recipients is visible to all other recipients of the message.
When to use~ BCC: • Often used to prevent an accidental "Reply All" when sending a reply intended only for the originator of the message. • To send a copy of one's correspondence to a third party when one does not want to let the recipient know that this is being done, hence the term BCC stands for blind carbon copy. • When sending an e-mail to multiple recipients, one can hide their e-mail addresses from each other.
Appropriate Subject Line • Include a clear subject line with each email • Make sure it is short and summarizes your message • Which Subject line is the clearest? A or B Meeting? A B
If you picked “B” you are correct! Which would be better between these two subject lines? • Question? • Question on homework page 3 problem1. Which would be better between these two subject lines? • Notes • Cloze Notes Assignment from 9/28 REMEMBER: Subject lines should be short but contain important details.
Body of Email Start with a Greeting or Salutation • Professional – (Teacher, Boss, Company) Mr. or Ms. Example: Mrs. Hubbard • Casual - To your friend Example: Hey Bob!
Example - To Your Teacher Keep the informationshortand to the point.
Appropriate Email Addresses • Which of the following are appropriate email addresses? • email@example.com • ElkGroveGirl12@gmail.com • Bootylicious916@yahoo.com • Poisonmepretty@google.com • FHSYearbook@gmail.com • Daffyduckfan22@google.com • FranklinHighSue16@gmail.com Why is it important to choose an appropriate email?
Who sent you the email??? • Email address: • firstname.lastname@example.org Message: Hi, I am a Junior at Franklin High and new to the area. Are you Going to the dance? Send me a picture so I can meet you out front.
Who sent the email? • What do you do? • Send a picture • Delete • Who do you think is on the other end. Do you know?
Netiquette • Provides guidelines for good manners on emailing and texting. • There are 5 rules to follow for netiquette
#1~ Treat others as you want to be treated • Sometimes it is difficult to remember that there is someone behind the words that you are sending the email to. • Before you send an email, ask yourself: • How would I feel if I received this email? • Is this how I would like to be treated?
#2~ Take 10 then Send • If you are about to send an angry e-mail, save the email into your drafts folder and do something else for a little while. • After 10 minutes, go back and reread the email • Your words may look and sound much different after you had a chance to calm down
#3~ Cyberspace is Face-to-Face • When sending an e-mail, always ask yourself: • Would I say these things to this person’s face? • Don’t take advantage of the fact that you are not face-to face to say things you would not say in person • An example is when someone rights something and then says “just kidding” afterward. This passive aggressive behavior is hurtful, and should be avoided.
#4~ Be Smart- Look Smart • People get to know you online through your writing. • You are smart, so make sure your writing reflects your intelligence.
#5~ Separate Facts and Opinions • When talking online, remember that people often state their opinion as if it were fact. • Read and comment to posts and chats with the understanding that what’s being discussed is opinion. • Ideas can be debated, and everyone is entitled to and opinion.
Attaching files to your email If you plan on attaching a file to your email, make sure you attach it before hitting the “Send” button! It’s a good habit to always check the attachment before sending it to make sure you have the correct document you want. Remember: Attaching the document and then reviewing it prevents the embarrassment of sending the wrong file accidently.