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Electronic Mail

Electronic Mail. WEBPAGE DESIGN. Anatomy of an Email Message. Email Messages Contain Two Parts: Header Addressing information To From Subject Message Body Actual text of the message. Anatomy of an E-mail Address. An email address can be broken down into three sections:

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Electronic Mail

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  1. Electronic Mail WEBPAGE DESIGN

  2. Anatomy of an Email Message • Email Messages Contain Two Parts: • Header • Addressing information • To • From • Subject • Message Body • Actual text of the message

  3. Anatomy of an E-mail Address • An email address can be broken down into three sections: • 1kseale@2alpineschools.3org • 1User Id • 2Host Address • 3Domain

  4. Email Features: Additional Features • Address book • Spell Check • Tag messages for easy identification • Mail filter • Electronic signature • Basic Features • Send • Reply/Reply to All • Forward • Delete/discard • Attach files • Print • Save draft • Label/store emails

  5. Sample E-mail message

  6. Recipient Fields: • Cc: (carbon copy) • Secondary recipient; person or persons who need to have a copy of the email for reference but are not the primary recipients. • Bcc: (blind carbon copy) • Message is sent to that recipient without their address being visible in the header received by the other recipients • Used to preserve someone’s privacy or not broadcast that person’s e-mail address • To: (main recipient) • This is the person or persons who must make decision or must comply with requests based on the content of your message.

  7. Subject Line Guidelines • Type a concise, meaningful subject line • Do not use “Important” or “Urgent” as subject lines • Make the subject line relevant to the content so the recipient can see what the message is about before opening it. • Use Title Case (Initial Caps), do not use all caps or all lower case letters.

  8. Composing the Message • Do not type the message in all capital letters. • Harder to read and may come across as yelling • Be concise in communicating your ideas. • If you get a reputation for unnecessarily long emails, your recipients may not read them carefully. • Use short paragraphs. • Easier to read than one long paragraph • Leave a blank line between paragraphs • (just like a memo or letter) • Spell-check and proofread your message

  9. Mailing List • A list of email addresses identified by a single name, such as THS <ths@alpinedistrict.org>When an email message is sent to the mailing list name, it is automatically forwarded to all the addresses in the list.

  10. Email Signatures • Identifies the sender in some way • Personalizes your e-mail • Saves you from retyping the same identifying lines for each message • Generally, keep your signature to no more than four lines • In Gmail, go to settings to create your own signature

  11. Netiquette Guidelines: • Keep your messages short and to the point • Watch your grammar and spelling • Be careful with humor, avoid sarcasm • Use uppercase words sparingly • UPPERCASE TEXT YELLS AT THE RECIPIENT • Never leave the Subject: field blank • Include your name and contact information in the message body (signature)

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