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E-Mail. Name: Shane Dove Form: 10p. DELETE THIS SLIDE BEFORE PRINTING. You must make sure that you include the following in your presentation: Transitions between slides. Speaker notes (what you would say if you were to do the presentation yourself in front of your employees).
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E-Mail Name: Shane Dove Form: 10p
DELETE THIS SLIDE BEFORE PRINTING • You must make sure that you include the following in your presentation: • Transitions between slides. • Speaker notes (what you would say if you were to do the presentation yourself in front of your employees). • Some animations (max 3-5). • Use suitable clipart images (max 3-5) to add life to your presentation.
How can businesses make use of email. (P) Businesses use emails for all sorts of things. Businesses use email to communicate with customers about their accounts. Businesses also use email to send messages to employees about changes within the business that are pertinent to them.
Sending an email to a number of different people. (P) When sending an email to a number of recipients, everybody can see each others email address, and this is an disadvantage, but to solve this you should use the BCC line (Blind Carbon Copy) and if you send this to everyone, their email address should not show up so it remains hidden. You can also use CC (Carbon Copy) and what this does is if you want someone to see an email but don’t really expect an reply.
Sending, receiving and opening attachments safely. (P) When Receiving an Attachment When you receive an attachment do you know and trust the persons name, well even if you do always proceed with caution as you do not know what to expect. The file name extension (.doc) will give you a clue about what type of file it is. In this case it is a Word document. If you still have your suspicions save the file in your documents, don’t worry but don’t open it. Get a virus scanner e.g. AVG or McAfee and scan the file. If its good open it and proceed as you wish but if it seems to be infected do not risk opening the file. Delete it and hopefully no viruses should be on your computer. If you still think something's strange then always do a whole computer scan and check if your computer has not got a virus. When Sending an attachment When sending an attachment always make sure the file is an appropriate size. You can also type a message so when the person opens the email they can see that you have typed them a message. Also if you have Norton Anti Virus it automatically scans sent attachments and prevents you from sending files with viruses.
Risks of opening attachments and how to reduce the risk. (P) When opening an attachment the risks are really dangerous as they can completely take over your computer. Another risk is that whoever is trying to access your computer can get personal details and access bank accounts. To reduce the risks it would be ideal to learn the types of files and what type are virus. Another way to reduce the risks is to have an anti virus installed on your computer and not only will this detect the virus it will remove it and bring your computer back to normal speeds. At last if you don’t know the person who is sending the attachment don’t open it. If it was that important they would probably talk to you over the phone but even if you choose to open it, save it in your documents and scan only that file, if its clean then continue as you wish with the file.
Using appropriate subject and message text. (P) • When naming the subject of the message the viewer might not have that much time to read and only take a glimpse so always keep it short but to the point.The text is self should be bursting with detail but also short itself.Not to short that you leave information out but short enough that it gets to the point in a quick amount of time.Always try and sound professional in your email and be really polite as if you are talking to them in person.If you do this your letter will turn out successful for whatever reason.
Appropriate use of Forward and Reply. (M) • When fowarding an email use it in the manor it has been created for.Fowarding an email is if someone sends you an email but your friend/employer does not receive it,so you send them the email from your address instead of the person’s who sent it you.This is ideal if your friend does not have the person’s email address or if you want another person to view the email themselves.Reply on the other hand is good if you receive an email and they would like feedback or you decide to respond to what their email was.This is basically having a conversation but using emails.It is effective as it puts your point across depending on topics.
What is an email signature? • An email signature is a block of text that is appended to the end of an email you send. A signature is used to provide the other person with your details such as name,email address,business information or website URL.Other people use signatures to sign off their email with a funny quote or often a little message at the end of their email.You have the option to attach a sig often as its known as to the end of all your emails or at the end of some emails you choose.Example: Shane Dove Manager of Fantasy Studs Football Association 123 The Mall
When to use CC and BCC • CC is used to send an email to another person while also showing that the email was not directly to that person • BCC Is when you send an email to multiple people and you don’t want to freely show their email addresses. CC and BCC are mainly used when sending emails to members of a company or a company as a whole.They are also mainly used when sending a complaint to an email as if you wanted the employee who served you or the manager to know,then you will use cc to send it to them.
Setting Priority (high and low importance) Setting your email to high and low priority is good if your email needs to be read asap.If you set your email to low priority it means the recipient can read it in a couple of hours time,but if you set it to high priority it means it needs to be read as soon as seen.You shouldn’t do this for every email but its good if the other person needs to see it.
Setting up and using spam filters • If you do not have the time to continously go through your emails and deleting unwanted mail then you can setup a spam filter which deletes unwanted emails automatically.You must becareful when setting up a spam filter as some are fine and they delete the emails you choose,but some filters are overly strict and they can delete emails you want or send some nasty responses to the wrong people.
Use of an address book The use of an address book is really helpful as after you have created your email you go into your address book and where you have a catorgorye.gBosses,you add all your bosses emails into this catergory and it will send it to them instead of having to find their email individualy.
Setting an automatic response (e.g. out of office) • When you are away from your computer and you receive emails while you are away,you cannot reply until you see the email and for all we know that could be days?Well,with hotmail or outlook express you can set up an automatic response that will reply to emails sent to you.If you have a permenant internet connection and your computer is always on then it will be able to work and you can say what you want the automatic email to say for instance it will be best to say when you think you will be back.
