E-mail etiquette Email Etiquette Emails always go to any of the following: Staff emails:[email protected] [email protected] [email protected].

MstreamIT

User guide

E-mail etiquetteEmail Etiquette Emails always go to any of the following:Staff emails: [email protected]@progress-media.co.uk [email protected] [email protected] EMAILETIQUETTE· No text speak or slang words· Uses a suitable subject line in the email· Add signatures to emails· Setup contacts· Use CC and BCC· Use high & low importance· Use folders to store email·Always writes emailswell by:· Starting all emailsby addressing the reader:Hello mr or madam · Using paragraphs· Ending all emailswith "Kind regards", Your sincerely, Regards or Thanks followed by their own name· Uses capital letters where appropriate· Keep passwords safe and do not share with others.· Passwords must be changed on a regular basis and follow company guidelines on setting strongpasswords i.e.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 alphanumericcharacters.. e.g. !£$%*#

How to be safe on the internet

• To be safe on the internet you must avoid opening suspicious emails as they may contain viruses and shocking images.

• Some emails may be ‘phishing’ and try and scam you into giving them your bank account details.

• You must enter any of your details on suspicious websites.

How to open e-mails

To open an email go onto your inbox and your newest received email will be at the top, you need this to open emails from other people in the company

How to send an email

To email someone go on new and then click on send, you would need to email someone and tell them how the company is doing economy with regards to profit and monthly sales figures.

How to reply to emails

To reply to emails go on the email you want to reply to and then click on the one purple arrow, you need to know this to reply to important emails

How to forward e-mailsTo forward e-mails click on an email you want to forward and then click on the blue arrow. Knowing how to forward emails is important because you can then forward emails to the manager or director to deal with complaints and other.

Archive

To archive an email make a folder and select the person you want to go into the folder and then it archives any email you get off them

As you can see it is now in the personal folder.

Archive This is good that I only have 56 inboxes so I wont have missed any important emails, this shows good organisation skills. This shows I can identify emails that are not important and are no longer needed

The deleted items folder is very full and needs some attention, this will effect loading speeds. I will delete them because they’re unwanted and will follow company policy.

You must read high importance emails first and then save the message

I have set up a junk email folder to deal with unwanted and spam emails

To see the inbox rule please refer to slide 8.

Archive continued

I saved the attachment because it was important and then deleted the email

How to add attachments

To add attachments to emails go on new and then on the paper clip symbol, once on that go on choose file, this is important so then we can attach sales figure document

How to add digital signature To add a digital signature go to options and click on ‘set automatic replies’ then click on settings and then enter the digital signature.

How to set up Cc and Bcc Go on ‘new’ and then enter an email address in the Cc and then click on ‘options’ to add Bcc and enter an email address. The main recipient can see that it can be sent to the Cc and the main recipient cannot see the ‘blind carbon copy.

How to set up contacts Create new contacts so you can quickly send emails, you must enter name, phone number and job title. To do this click on contacts and then on new. It saves time it’s more professional.

How to add high importance To add high importance, create a new email and click on the exclamation mark to make it high importance. This makes the emails come up with a red flag because they are of high importance.

How to create new folders Create new folders so you can quickly send emails, to the company quicker . To do this right on notes and go on create new folder. It saves time and it’s more professional.

Adding Company detailsAs a member of the company we need to include the company details because it looks professional and so we are easy to contact. To do this we go to options then settings and then enter the company details and then tick the box below the text box

Automatic response Go to options and see all options and press “tell people you are on vacation” choose two dates that you will not be there on and also enter the date and type your message

Go to automatic replies and go to “send automatic replies”