Email user guide

Having a strong password allows other users to struggle to guess. To make a

strong password you should use up to 12 letters and 1 or 2 numbers.

Access e-mail from the inbox

Inbox is a folder where you can access emails from other people contacting you.

Create a new email

You click the new bottom which opens a new page that enables you to send emails and gives you an option to add a link.

Reply to e-mail To reply to a email all you have to do is click new and put the persons email in and type your message in.

In the top right corner of each email the following symbols can be seen. To reply to an email message I would click on the first symbol.

Set up contacts

You click the new button to set up contacts, there will be options for name, email., address, phone numbers, extra notes ect.

Contacts are used so you can access information quickly about the person you are mailing and then you are able to add them to your email easily.

Forward e-mails

You would forward an email to get the message across to the other user.

In the top right corner of each email the following symbols can be seen. To reply to an email message I would click on the last symbol.

Access e-mails from the in box

An inbox is a place where you find new messages and where these incoming messages are stored.

Use of CC and BCC

Cc-carbon copy Bcc-Blind carbon copy

Automatic response

I set up automatic replies to keep business up to date whilst holidays take place ( bank holiday etc.) take place.

High/low importance

High and low importance is when you receive an email and its got a red exclamation mark meaning the email is vital to read waiting to read immediately.

Archive

Folders to save your work in.

Attach save and send

Click the paperclip icon at the top of the page and find what your attaching to the email and then press send.

This shows how you can attach a file to an e-mail.

Archiving e-mail To organise in coming e-mail I will set up a in-box rule. This will send appropriate e-mails to the correct folder. I can store my e-mails in an efficient manner ready for viewing at a later date.

I used the option function, see all options then clicked on organise E-mail.

Company policy (Acceptable Use policy)Prioritise your mail – read messages with high importance first then either save the message in to an appropriate folder or delete the message.Set up in-box rules for dealing with spam from regular offenders.Keep your in-box organised, move mail in to folders or delete messages regularly.Permanently remove ‘Deleted Items’ once you are sure the messages are no longer needed. (you can say following company policy all unwanted e-mails should be archived or permanently removed at the end of each month)All e-mails with attachments should be dealt with appropriately, the attachment saved to a folder and the e-mail then deleted. (Company e-mail etiquette rules state that e-mail with attachments from unknown sources should be deleted immediately.)

E-mail etiquette

• Etiquette – a list of rules that we follow when sending emails

• Use a suitable subject in the e-mail - this helps the reader to understand what the message will

be about

• Start e-mails by addressing the reader – this is about being polite, showing respect

• Use paragraphs – this is normal practice for extended writing

• Use capital letters where appropriate – this is normal practice for extended writing

• End e-mails with “Kind regards, Regards, Thanks” – this is normal practice in a business context

• Sign off your e-mail with your name and job title – this is normal practice in a business context

• No text speak or slang is used – this is expected in a business environment

• Good use of language, spellings and grammar– this is expected in a business environment

E-mail safety

• Staying safe – a list of rules below to keep us safe on the internet.

• Here are some safety tips when using email:• • Change your password regularly and keep it in a safe place.• Don’t share your password with anyone.• Don’t open attachments from anyone you don’t know.• Log out or sign off from your account when you’ve finished looking at/sending your email.• Don’t reply to spam or forward chain emails.• Keep your personal information personal – don’t share bank or credit card information by email.• Your bank/building society will not discuss your private financial situation by email. If you receive any correspondence

that claims to come from your bank, telephone your branch to verify it and discuss the matter over the telephone instead.• Make sure that you have antivirus software installed and keep it up to date.

• A strong password must contain the following elements:• · A minimum of 8 characters long• · Combines upper and lower case letters• · Includes at least one number

• · Contains alphanumeric characters.. e.g. #R1ght