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.