E-Mail

1. E-Mail Name: Ryan Lugg Form: 10B

2. How can businesses make use of email. (P) • Email can be a very useful tool, it can be very cost effective and efficient way to get information out there quickly. • It is free to send emails, yes you are paying for the internet but the price would be no where near the same as the cost for paper, postage stamps and envelopes. It takes time and many people just throw it away as junk. Emails are more accessible, they can now be accessed by smart phones from all parts of the world. They are also more reliable because letters can have issues getting to the customer, maybe because of weather circumstances or striking of staff. • Way cheaper to send • A lot quicker, more direct. • More accessible for the customer

3. Sending an email to a number of different people. (P) • You can easily send emails around the planet to many different people at once. You only need to add in people to an email, there are many simple ways to do this which make the process quick and easy. You simply copy in your whole contact list or just tick the certain people you want to send it too.

4. Sending, receiving and opening attachments safely. (P) • You should really only open emails from people you trust or emails you are expecting. Many emails can contain virus` which can harm your computer or put your personal information in jeopardy of being exposed. You should use the same system for attachments, only open the ones your are expecting or if they are off a contact you trust.

5. Risks of opening attachments and how to reduce the risk. (P) • There are two safety checks you can make for attachment opening, you could run a security check through it or the other, more simple way would be to only open it if your are expecting it or off a trustworthy contact.

6. Using appropriate subject and message text. (P) • Using an appropriate subject text is sensible as people will find it more trustworthy as they will know what the email is for and then would know If they want or need to open it.

7. Appropriate use of Forward and Reply. (M) • Forward is a very efficient way to send on an email. It is a simple tool to let you send on an email you have received to someone else you feel could use it. Using it appropriately would mean you check all of the contacts you are sending it to. • Reply is also a tool to send an email back in reply to your email. This needs to be used appropriately by spell checking and making sure you are speaking in the right formality • A business would use this to send and pass on business notifications to their customers or competitors.

8. What is an email signature? An email signature is a part of the message at the bottom of the page which is sent on every email, this is a little title to show who it is off and to make the email look more professional. A business would use this automatically on the end of their emails to show the recipient who you are. It usually contains contact details which help the customers reply. AF - 1

9. When to use CC and BCC • To send the email to another recipient while also showing that the email wasn’t directly to that person. • Bcc is used to send emails to multiple people when you also don’t want to free disclose their email addresses. • Businesses use this to send multiple emails in groups without showing the recipient that they are one of many. They use BCC to do the same but not disclose any personal addresses while sending the emails AF - 2

10. Setting Priority (high and low importance) • Setting emails at high and low priority is a good way to make sure you reply immediately to the emails which are important. This is a very useful tool for business people as they can reply to the ones they need to, maybe another business owner or a complaint from a customer. AF - 3

11. Setting up and using spam filters • If you get a lot of spam you may want to set up a filter in Outlook which will automatically move any tagged messages or useless promotions into another folder which you can easily delete from. • This can help businesses when trying to locate the important emails. Businesses do not want their email inbox to be full of spam. AF - 4

12. Use of an address book An address book is useful for when sending emails to people you are in regular contact with. This can be helpful because you can easily input people into the recipient box. Its also helpful when sending group emails. Businesses can use this when sending emails to frequent recipients. This would help because you don’t need to keep typing in email information. AF - 5

13. Setting an automatic response (e.g. out of office) • An automatic email can be helpful for giving people immediate information. Maybe a confirmation for a purchase or a response saying that you are closed and you will reply when you are open. • Businesses can make use of this when needing to get information to people when they are closed. There customers can immediately find out when they will be open. AF - 6