Email Evidence

Subject

The subject line is where you can write the overall meaning of the email. This is useful because the recipient does not need to open the email to read the subject, as a recipient this can be helpful if you receive lots of emails so you know which ones are more important by reading the subject line.

Reply

The reply button is a shortcut to instantly return an email to the sender it also keeps the subject but alters it so it says ‘RE:’ and then the original subject line. It automatically adds the RE: so the original sender and recipient of the reply can tell it is a reply to an email they originally sent. One more function of the reply is that it keeps the first email under the one you are writing as the reply you can use this to keep strings of emails connected as a conversation. This is also useful in an office situation as a boss or someone else high up will receive a lot of emails this way the person knows which ones arte reply's to his emails and doesn’t waste time with junk mail or irrelevant emails.

Forward

To explain ‘forwarding’ in its simplest form would be to send an email onto someone else what you received without making alteration. This can be useful in an office situation if you are in charge of a small group and you receive an email from a boss or someone else important which needs to be said to your whole group, you can forward it to your whole group.

Cc

Cc or ‘Carbon copy’ is a way to send emails to two or more recipients, you should always use the ‘To’ box to identify the main recipient while using Cc the original recipient can see all of the Cc recipients. This can be used if you are sending files or letters to a customer but you have to send it to a manager or maybe to there lawyer if this is in that kind of situation

Bcc

Bcc or ‘Blind carbon copy’ as it suggests in the name it is very similar to Cc the one difference is all the other recipients cannot see that this person has been sent the email. So the original recipient and Cc recipients do not know that this email has been sent to the Bcc recipient. This can be useful if you are sending an email to a customer and a manager who has to check your emails, you can send it to the manager through Bcc so the customer is not spooked about a confidential email being sent to others.

Attachments

Attachment means sending a file with the email this is useful in a vary of situations like sending photos to friends or family or even coursework to teachers but in an office situations this can be used to pass on information, for example in car sales I might have a Microsoft Exel document with prices on it and I can send this on to all the car shops I own or on to customers so they don’t have to come in to see our prices. This also might be useful if we are making a large project and every small team has been told to do a small part of the project. They can send there part of the project to you through an attachment.

Signature

An email signature is basically a paragraph which is automatically sent at the bottom of your emails. This can be useful to state who you are without having to write it out every email you send. As you can see in the example if I send an email to a customer and they receive this at the bottom it has all my contact information and location and I don’t have to worry about checking my spelling in the paragraph because its just copied and pasted.

Automatic reply

An automatic reply is what it sounds like It’s a reply which is automatically sent during a set duration of time.

Compressing files into a zip folder

Email with zipped attachment

Saving emails and files

Saving emails and files

• I would save different emails from different people in to different folders so everything would be separate I.E my schoolwork would be separate from emails which might be considered unprofessional or casual

• If I was to receive an attachment from someone I would save it to my hard drive and order it separately on my hdd

Setting up email groups

Setting up a group is useful so I can send the same email tio multiple people with ease

Email errors

• Cables unplugged. Check to see which cable is unplugged and plug it back In

• Internet service error. Call the isp or rest your router

• Stolen password. Change your password quickly

• Email corruption make regular backups and re install if necessary