Using Email

Signature

An email signature is text that is automatically added to the bottom of an email; might be used by employee to show name and contact details

Sending an attachment

Attachments are extra files such as photographs or word documents. The original stays on your own computer, and a copy is made and sent

Advantages of email

Can send to multiple recipients at once, attachments, instantly at any time, request a receipt that the email has been read, and receive from any web enabled device

Choosing your email address

Cute, creative addresses are likely to be deleted immediately by future prospective employers; if you want to be taken seriously, this is bad.

Verifying identity

Email can be used to cross-check you are who you say you are. Email accounts themselves can be cross-check, e.g. using a code sent by SMS text (this is called two-factor authentication)

Searching emails

Find emails with specific words in the content or subject line; you can search all emails from a particular email address; you can search your sent messages folder for emails sent to a particular person

Choosing an email provider

Gmail, Yahoo, iCloud etc. All provide free email services, allow you to receive emails, reply or forward them to someone else, attach documents or images, some are more efficient than others at filtering spam

Resizing your photos

If a photo you send is going to be viewed online, it does not need to be high resolution. A photo of 3MB can take a long time to download of the recipient does not have broadband or is using a slow mobile connection.

Sending attachment from file explorer

In file explorer, navigate to folder that contains the picture, select it, point to send to, then click mail recipient, the attach files dialog box appears. Select image size wanted and click attach. A new outlook message window appears with attached picture

Email process

Mail servers pass on or store emails until they are collected. Goes from senders device, to mail server, through internet, to next mail server, to intended's device

Difference between CC and BCC

On CC, people can see the other people you have sent the email to. BCC, no one can see except that person and you. Provides anonymity

Difference between reply and reply all

Reply answers to person who sent previous email. Reply all answers every single person who has sent email on the subject

Responding to emails

Reply, reply to all, forward, delete, report, marking as 'unread', flagging

Disadvantages of email

Spam, viruses, phishing, need an internet connection, your message can only be read when the recipient next logs in and checks their mail

Creating an address book

Stores all of the names and email addresses of your contacts; saves remembering email addresses.

Sending email

To: intended; CC: also sent to - intended can see these names; BCC: same function as CC, but intended cannot see the names; Subject: reason for sending email

Formal emails

Use correct salutation, sign off appropriately - email can be used a s formal written confirmation, proof or evidence, just like a letter.