Natasha Donovan

Email Tool Kit

Natasha Donovan

BASIC RULES:

• Company Policy (AUP)• 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 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 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.

Natasha Donovan

E-mail Etiquette

• Uses a suitable subject line in the email- helps the reader understand the context of your email• Add signatures to emails so customers always have a contact name• Setup contacts- so you now exactly who the email is coming from• Use CC and BCC when appropriate to save time• No text speaks or slang words – this is company practise as we want to maintain our image• Use high & low importance on e-mails so staff know how to prioritise work• Setup contacts- so you now exactly who the email is coming from • Use folders to store email this will help you stay organised• Always have a spam filter- unwanted mail can be left unread or binned

Natasha Donovan

E-mail safetyTo ensure that your email is only opened by you, change your password regularly and do not tell anyone what you have changed it, do not open attachments from people you do not know or if something looks suspicious do not open because all viruses are usually caused due to attachments from unknown people When you are finished on your email always make sure you log out or sign out so someone else cannot access your emails. Do not reply to any emails off people you do not know or any spam emails.Always keep your information personal, do not send out an email with your details on for example; credit card details.

Your bank/building society will not discuss your private financial situation by email. If you receive any information that claims to come from your bank, telephone your bank and make sure they are why they say they are before sharing any personal details.

You need to make sure you have antivirus software to stay away from spam emails/ attachments.

Natasha Donovan

Opening e-mail

On here I am opening an attachment someone has sent to me. I'm showing how I know how to open an attachment.

Natasha Donovan

Natasha Donovan

Send email

This is how you write an email.

Natasha Donovan

Reply to email

You press the purple arrow to reply to a email. This is only needed when a response is asked for. The advantage of this is that the respondents contact details are automatically put in for you.

Natasha Donovan

Forward e-mail

This is the button you click when you are forwarding a email.

I am showing I can forward a email. I have forwarded a email someone has sent to me to someone else.

Natasha Donovan

Save (Archive) e-mail

I made a folder called MstreamIT to put emails in it. This is to keep my emails organised. I simply drag the email from my inbox to the correct folder.

The new folder is under inboxes.

Natasha Donovan

I have many unread mail here. this can have a bad impact because I may miss an important email.

My deleted items folder is full. I need to delete them, to save storage.

Emails with the red exclamation mark are very important and need reading quickly.

A new folder has been created to store important messages.

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

Natasha Donovan

Natasha Donovan

Open an attachment

Click this to open the attachment.

This is the attachment.

Natasha Donovan

Save an attachment

On here, I have showed I know how to save an attachment what somebody has sent me threw email.

Natasha Donovan

Attach a document to an e-mail

On here I have attached a document into a email.

You can attach documents just as photos, PowerPoint and a word document.

Natasha Donovan

Add a digital signature

I set up a digital signature. Firstly you click on options A digital signature will

automatically go on every email I send.All e-mails from the company need to have a digital

signature. This is to ensure that all customers have a contact name with which to deal with in future. Adding the job title for an employee is also important as it will inform the reader what position the person dealing with them has. If a problem has occurred then again it will be easier for the reader to see if they are dealing with a supervisor or higher.

Natasha Donovan

Use of CC and BCC

CC means this people know that you have sent it to other people.

BCC means you can send it to other people without the person knowing.

Natasha Donovan

Use folders

Right click on inbox, you will find inbox on the left hand corner, when you sign in into your email.

I made more folders inside my MStreamIT folder. The folders are called: sales team, technical support, manager, director.

Natasha Donovan

Set up contacts

You click on contact in the left hand corner when you go on your email account.

I added my main contacts. Which are: manager, sales progress media, technical support and director.

To store new contacts, you need to fill in the information that is correct about them.

Working in a company will mean setting up new contacts for staff workers, other business contacts and regular customers. And also needed to store names in a database means you can call up their details whenever needed. This can save time instead of scrolling through old mail in your inbox looking for a certain name.

Natasha Donovan

Use of high/low importance

Low importance is this email is not very important. So a person may not read this maidenly.

High importance is the email is very important. So a person will read that straight away.

Natasha Donovan

Automatic response

I have set put a automatic response to emails that people have sent me.

It may say something like “I am not in the office at the moment I will reply as soon as possible”