preparing e-mails using e-mail etiquette lesson a4-3

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Preparing E- mails Using E- mail Etiquette Lesson A4-3

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Page 1: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Preparing E-mails Using E-mail EtiquetteLesson A4-3

Page 2: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Learning Objectives

Define e-mail. List the parts of an e-mail and an e-mail

header. List rules for e-mail etiquette.

Page 3: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Terms

acronym attachment Bcc Cc e-mail e-mail address etiquette flaming

forward junk mail netiquette reply reply to all server signature

Page 4: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Have you used e-mail?

www.ucop.edu

Page 5: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Why do businesses and individuals use e-mail?

www.worldofstock.com

Page 6: Preparing E-mails Using E-mail Etiquette Lesson A4-3

E-mail

a written electronic message sent from computer to computer.

It is often a requirement of employment for employers to stay in touch with employees in a paperless office.

Page 7: Preparing E-mails Using E-mail Etiquette Lesson A4-3

E-mail Address

a name or number given to an Internet or network account, usually consisting of [email protected].

i.ehow.com

Page 8: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Attachment

an additional file such as a document, photograph, or other file

is sent with the e-mail message. Most e-mails may be accessed at any

time of day. E-mail is efficient and cost-effective

communication. Most e-mail receives a quick

response.

computing.wlu.edu

Page 9: Preparing E-mails Using E-mail Etiquette Lesson A4-3

E-mail Constraints

e-mail is written communication that prevents the sender and receiver from utilizing the added interpretation of emotion or body language revealed in a face-to-face conversation.

Most messages are sent through an e-mail service or a company server A computer in a network used to provide services,

which may be monitored).

Page 10: Preparing E-mails Using E-mail Etiquette Lesson A4-3

E-mail Addresses

Many service providers allow e-mail addresses to be saved and stored in an address book for ease of organization.

www.runbox.com

Page 11: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Parts of an e-mail

HeaderFromToDateSubject

www.uwgb.edu

Page 12: Preparing E-mails Using E-mail Etiquette Lesson A4-3

From

This lists the sender’s e-mail address. The header may also list the actual name

of the sender, when the sender has recorded this information with the e-mail service.

Page 13: Preparing E-mails Using E-mail Etiquette Lesson A4-3

To

This indicates to whom the message is being sent.

Original messages may be sent to more than one recipient.

Page 14: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Date (and often time)

This refers to when the message was sent.

Time stamps are often issued by the e-mail server.

Page 15: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Subject

This contains the topic of the message. When no subject is included, some e-mail

services deliver the message to junk mailan e-mail file for messages from senders not

found in the receiver’s address book.

Page 16: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Post Questions

What is e-mail? a written electronic message sent from computer to computer.

What is a name or number given to an Internet or network account, usually consisting of [email protected]? E-Mail Address

Name 4 parts of a Header? From, To, Date, and Subject

What contains the topic of the message? Subject

Page 17: Preparing E-mails Using E-mail Etiquette Lesson A4-3

PART OF E-MAIL AND E-MAIL ETIQUETTES

Page 18: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Objective

Given instructions, the learner will discuss parts of an e-mail and e-mail etiquettes with 85% accuracy.

Page 19: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Other E-mail Options

Forward Reply Cc Bcc Attachments Signature

Page 20: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Forward

a feature that allows the sender to pass the message to another recipient, including attachments.

Page 21: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Reply

a feature that allows the recipient to respond to a message from the sender.

Many e-mail services allow the recipient to change the original message when replying.

Page 22: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Cc (Carbon Copy)

a feature for sending an original message to the prime recipient and to other interested parties.

When using Cc, all recipients see who is receiving the message.

Cc originally meant carbon copy and has transitioned to “courtesy copy.”

Page 23: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Bcc (Blind Carbon Copy) a feature similar to Cc except that Bcc

recipients will be invisible to other recipients.

Page 24: Preparing E-mails Using E-mail Etiquette Lesson A4-3
Page 25: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Attachments

other files sent with the message.

Page 26: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Signature

a “sign-off” feature that allows the sender to create additional information for the receiver.

Signatures may be saved and pasted to the end of any e-mail.

Signatures often list the sender’s business name, address, telephone number, etc.

Page 27: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Body of E-mail

the area where the narrative message is entered.

Page 28: Preparing E-mails Using E-mail Etiquette Lesson A4-3

What is netiquette?

www.emailetiquettemadeeasy.com

Page 29: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Etiquette

proper conduct or manners for producing an e-mail message is called netiquette netiquette for the Internet.

www.danielbowen.com

Page 30: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette

Be sure to include a subject line. Some e-mail services sort incoming messages

by subject for the recipient. Consider using a Bcc to keep e-mail

addresses private or to ensure that the “To:” area of the message remains a small size (recipients need not scroll past several listings to arrive at the body of the message).

Page 31: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette, cont

Write clear and concise messages. Write short sentences and short messages. Avoid double spacing your messages as e-

mail requires recipients to scroll through messages without the benefit of highlighting or marking the message as one might on a printout.

Page 32: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette, cont.

Avoid the use of all capital letters.Capitalizing all letters is considered “shouting”

or flaming. The recipient may consider this hostile.

www1.istockphoto.com

Page 33: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette, cont.

When replying to a message, consider deleting part of the original message to save space on the screen. Retain the part of the sender’s message to which you

are responding. Avoid using the reply to all function as this sends

your response to all recipients of the e-mail. Ask yourself, “Does everyone need to know this

information?”

Page 34: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette, cont.

E-mail is an official written document. Do not write something that you would not say to the

recipient in person. Consider e-mail a formal message, and keep it

professional. Avoid acronyms (abbreviations using the beginning

letters of words) because not everyone will know the meaning (e.g., BFF = best friends forever and HAGW = have a

good weekend).

Page 35: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette, cont.

Use proper grammar. conduct a spell check of your messages.

Use simple fonts.Computers may have a limited number of

fonts available for e-mail use.Using a small or compact font keeps the

message in a more confined area.

Page 36: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Netiquette, cont.

Be specific. State terms and conditions clearly to avoid

miscommunication, especially when providing information about times, places, or people.

Being clear and concise in the original message prevents future e-mail requests for directions, times, phone numbers, contact person, etc.

Most recipients ask, “Why do I need this e-mail?” or “What is expected of me?”

Page 37: Preparing E-mails Using E-mail Etiquette Lesson A4-3

Post Qs?

What is a feature that allows the sender to pass the message to another recipient, including attachments? Forward

What is a feature that allows the recipient to respond to a message from the sender. Reply

What does Cc and Bcc stand for? Carbon Copy or Courtesy Copy and Blind Carbon Copy

Proper conduct or manners for producing an e-mail message is called. Netiquette

Name a few Netiquettes for E-mail that was stated in the PowerPoint.