E-mail guide book

E-MAIL USER GUIDE

Etiquette – (acceptable use policy)

• 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 business for replying to customers or clients.

• 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

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. !£$%*# MART1N!?!@E.g. password would become PassW0rd4$ using the above rules.

Email-etiquette and user quide

Use a suitable subject link in the email, add a signature to your email to confirm it. To set up contacts use ‘cc’ and ‘bcc’. Use high and low importance and create new folders to store your emails.Always write emails well by beginning all emails adressing the reader, using paragraphs and ending all emails with kind gestures, regards etc. followed by your name, make sure to use capital latters when acceptable.This is basic respect to show to the reader, coming across as a well mannered person.Always keep passwords safe and don’t tell other people.Passwords must be changed on a regular basis encase of forgetting your password; it makes it hard to make a new one and causes commotion.

Strong password• A minimum of 8 characters long.• Combines upper and lower case letters.• Includes at least one number• Contains alphanumeric characters, e.g ?!123~$

Access E-mails from the inbox

This home page will always appear once logging into your email account. If not click the inbox button to refresh the feed.

To view an email separately double click meaning this will appear on a different tab.

To open an email you must click on the right email, and it will show up on the right hand side of the screen as shown on the print screen above

OPEN

This shows the inbox where e-mails arrive. To open a message simply double click on the required e-mail.Every time you receive an email it will appear on the home screen on your account.

SENDThis shows a blank e-mail.

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

REPLY TO E-MAILIn 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.

FORWARD E-MAILIn 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.

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.

Archiving e-mail

The deleted items folder is very full and needs some attention – this will affect loading speed and will count against my account balance.

There is a lot of unread mail here, this is bad practise as something important could have been missed. You need to show a better screen shot than this.

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.

Mail with the red exclamation mark are important and need to be read quickly, then can be deleted or saved.

A new folder has been created to store important messages.

This is the deleted items folder showing messages that have been dealt with .

BASIC RULES:Company Policy (Acceptable Use Policy)Prioritise 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.Permanently 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 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.)

Digital Signature

To access this you must go the mail home Page, click on options in the top right corner, next click onto ‘see all options’ This account should appear after clicking on see all options.Also on this page you can block things or people if matters happen. This is were you don’t receive their emails due to the block system in tact.

You should now click onto the settings button. Next it should come up with a page to assign your signature. If it does not appear you should click onto the mail option to refresh the feed. When this page opens you can customize your signature… font, style etc.

Attachments To create an attached piece of work firstly create a new message.

To attach a piece of evidence, work etc. We use the paper clip along the row of options along the top. This allows us to send work quicker using the computer and e-mail system.

This shows when clicking the attachments your desktop will show up; allowing you to then choose your work and deliver it into the email. Once finished the attached piece of work send it.

This shows the attachment being sent to me, I received the attachment and was able to open in up to play the game. This is reliable to use because it is a faster way and route to share information.

Automatic response

If I was away, I would have an automatic response because we don’t want to loose our customers. However if it’s a high importance a colleague will deal with the high priority straight away.

To access this log into your email, click onto options, select automatic response and it has a box you can fill with your customer service.

Setting up a automatic response is important because all customer e-mails need to be answered. Even when I am not in the office.This will ensure customer satisfaction.

Use folders to store emails.

You can store emails in folders to organise your work being sent through to you. This means you can store your work into a business folder ect. You can also store them in the unread emails if you don’t want to read them for your own personal reason.The main reason is to keep your emails organised into different sections so its an easier route to gather your work ect.

High and Low importance.

E.GHigh- warning of time off due to techinical up grade.

Low- manager is not in the builidng, in case the customer asks for the manager to tell them that they are unavailable.

High importance is something that will effect the company and low is something that is less important to you, e. your mates sending you games etc.. Through the email system.

Go to email and write an email back if its an high important case and inform them.

Inbox ruleTo Create an inbox rule you need to go into ‘see all options’ and continue onto the ‘organize email section, next click on the new button highlighted.

A new window should open. Here you need to apply the inbox rules which you require. For example if a customer is consistently sending hate messages you can separate these into a separate folder. To do this you will need to do this first.

Click the option of ‘it includes these words in the subject or body’ when this is clicked you can apply which words you want to separate into different folders. You can then save this inbox rule and more is necessary.

Set up contacts

Here there is a button where you click on contacts to set up people emails that you’ll use regulary and so you can access thie emails easily so create a new contact by clicking on the option ‘new’