Communication – Communication – E-mail & E-diaryE-mail & E-diary

Intermediate 2 Intermediate 2 AdministrationAdministration

E-DiaryE-Diary

What is an e-dairy?What is an e-dairy?

An e-diary is a electronic form of An e-diary is a electronic form of diary whichdiary which

Allows users to check, enter and Allows users to check, enter and store store

Information on future appointments. Information on future appointments.

Advantages of an e-diaryAdvantages of an e-diaryRoutine appointments can be set upRoutine appointments can be set upReminders can be set before an Reminders can be set before an appointment or eventappointment or eventDouble booking can be prevented as Double booking can be prevented as the computer will flag this upthe computer will flag this upDiaries can be shared with othersDiaries can be shared with othersMeetings can be schedulesMeetings can be schedulesThere is a facility there to do a to-There is a facility there to do a to-do list.do list.

ExampleExample

How to access your e-How to access your e-diarydiary

Open Microsoft Outlook Open Microsoft Outlook Click on the Calendar icon at the left Click on the Calendar icon at the left hand side to open up your diary. hand side to open up your diary. Click on the time to open up your Click on the time to open up your appointment box – begin typing appointment box – begin typing information.information.Now watch the teachers Now watch the teachers demonstration on the whiteboard. demonstration on the whiteboard.

Task 1Task 1Create an e-diary with your classes and Create an e-diary with your classes and appointments after school for today. appointments after school for today. Include the following:Include the following:

1.1. All of your classes, include as much All of your classes, include as much information as possible – information as possible – subject, classroom, teacher, topic of subject, classroom, teacher, topic of lesson (if known)lesson (if known)

2.2. Interval and lunch time arrangementsInterval and lunch time arrangements3.3. After school appointments or plansAfter school appointments or plans4.4. When you finish today’s appointment When you finish today’s appointment

continue for the rest of the week. continue for the rest of the week.

Disadvantages of e-mailDisadvantages of e-mailE-mails are NOT confidential E-mails are NOT confidential A persons tone cannot be A persons tone cannot be measured in an e-mailmeasured in an e-mailE-mails from unknown senders E-mails from unknown senders can contain certain virusescan contain certain virusesIf a computer system crashes or a If a computer system crashes or a computer has not been turned off computer has not been turned off properly then e-mails can be lost.properly then e-mails can be lost.

Advantages of e-mailAdvantages of e-mailThe same messages can be sent to a The same messages can be sent to a number of recipientsnumber of recipientsIt is a inexpensive way of worldwide It is a inexpensive way of worldwide communicationcommunicationAn address book of contacts can be An address book of contacts can be createdcreatedDocuments and photos can be Documents and photos can be attached to an e-mailattached to an e-mailCopies (CC) and blind copies (BCC) Copies (CC) and blind copies (BCC) can be madecan be madeMessages can be forwarded to other Messages can be forwarded to other people.people.

E-mail etiquetteE-mail etiquetteAlways use spellcheck before sending Always use spellcheck before sending ANY e-mailANY e-mailCheck your e-mail regularly and Check your e-mail regularly and respond to e-mails in good timerespond to e-mails in good timeBe precise and concise, remember e-Be precise and concise, remember e-mails are short and too the point. mails are short and too the point. You are NOT writing a letter. You are NOT writing a letter. Take care when sending your e-mail, Take care when sending your e-mail, that it is going to the correct person that it is going to the correct person or group of people.or group of people.

Always include a subject Always include a subject headingheadingSave and store your e-mails Save and store your e-mails so they can be found easily so they can be found easily when you need themwhen you need themAlways delete unnecessary e-Always delete unnecessary e-mails to save space on your mails to save space on your computer system.computer system.

DO NOT write in capital letters as DO NOT write in capital letters as some people see this as shouting. some people see this as shouting. There are other ways to emphasise There are other ways to emphasise words in e-mail like “this”.words in e-mail like “this”.Avoid misrepresentation – Avoid misrepresentation –

Always send e-mails from your own Always send e-mails from your own account, never use someone else’s account, never use someone else’s account. Do not make changes to account. Do not make changes to other people e-mails and forward other people e-mails and forward them on. them on.

Always remember copyright , Always remember copyright , defamation, obscenity and fraudulent defamation, obscenity and fraudulent legislation applies to e-mail too. legislation applies to e-mail too.