CSS - How to Email.ppsx
- 1. How to send an Email
- 2. Parts of an Email • This indicates to whom the email is being sent. Original email may be sent to more than one recipient. • Contacts who are copied (Cc) on an email message are Typically, not expected to respond. They’re receiving the Message for informational purposes only. For example, You may copy your boss on an important memo. • When using Cc, all recipient’s see who is receiving the email. • Contacts who are blind-copied (Bcc) on an email message aren’t visible to others who receive the message. They’re also not expected to respond. You may want to use this option if you need to keep a recipient’s email information private. • The Subject field contains a brief description of your email topic. Always update the subject based on your body.
- 3. Parts of an Email A feature that allows the sender to pass the email to another recipient, including attachments. A feature that allows the recipient to respond to the same email by creating a meeting request. A feature that allows the recipient to respond by Microsoft Teams chat. A feature that allows the sender to pass the whole email to another recipient as attachments. A feature that allows the recipient to respond by Microsoft Teams Call. A feature that allows the recipient to respond to the sender of the original email and all other recipients of the email. A feature that allows the recipient to respond to the email from the sender. Other Email Options
- 4. Parts of an Email Attach a file or item to your email using the Attach File icon Link a file or item to your email using the Link icon A feature that allows to add Signature to your email body Email Signature
- 5. Importance of Email Signatures • An email signature at the end of your email makes it appear professional and gives the customers a perception that they are dealing with an established company. • A signature is the perfect opportunity to brand every message you send. It establishes and reinforces who you are as a company. • Make sure the logo, colors and font size used in your company’s signature are the same as advised from the marketing team. • Legal disclaimer depends upon what is important to your business and required in each email you send and contains confidentiality or copyrights to the information in the email. Email Signature Includes • Greetings • Full Name • Your Title • Company Full Name • Contact Details • Company Logo • Legal Disclaimer
- 6. Email Etiquette in the Workplace Before you hit send ask yourself HAVE A CLEAR SUBJECT LINE The first thing anybody notices is the subject line. If your subject line is too long or unclear, your readers may lose interest or get confused. Use short and clear subject lines. USE APPROPRIATE GREETINGS Use proper salutations with coworkers depending on your relationship with the recipient and use formal greeting as “Dear” always. AVOID ABBREVIATIONS, EMOJIS & JARGON Using abbreviations like ‘GR8’ for ‘great’ in business emails isn’t appropriate. Avoid using emoticons or emojis as they can be easily misinterpreted. Try not to complicate your emails with jargon and technical words. Keep them short and simple. RESPOND WITHIN 24 HOURS Replying to people within 24 – 48 hours is a common courtesy. When you make your clients or customers wait, it reflects unprofessionalism. If you’ve missed the time frame, express your apology and explain the delay. BEWARE OF REPLY ALL Unless every member on the email thread needs to be informed, don’t hit the ‘reply all’ button. PERFECT YOUR EMAIL SIGNATURE It’s an effective way to convey who you are, what you do, the organization you’re associated with and your contact details.
- 7. Email Etiquette in the Workplace Formatting Emails • Do not type in all caps. That’s yelling or reflects shouting emphasis. • Avoid using red color font; the recipient may consider this hostile. • Write short messages and keep slang at a minimum. • Insert a clank line between paragraphs. • Use classic fonts. • Not using capitalization or punctuation makes e-mail hard to read. • Avoid emoticons. • Explain acronyms.
- 8. Email Etiquette in the Workplace To, From, Cc, Bcc, RR, Subject • To: field means “I expect a reply from you” and Cc: means “ I don’t expect a reply from you, but you do need to know about this.” • Only use Cc when it is important. Overuse can cause your emails to be ignored. • Don’t use Return Receipt (RR). Doing so is viewed as intrusive. • Make sure when using Bcc: that your intentions are proper. To send Bcc: copies to others as a way of talking behind someone’s back is inconsiderate. • Think about your motives when adding addresses to To:, Cc:, Bcc. Use your discretion. • Emails to, Cc, or Bcc are double checked to ensure email goes to correct parties.
- 9. Email Etiquette in the Workplace Email Forwarding • Some emails are not intended to be forwarded. If a contact is sending you private or sensitive information, use high caution before forwarding it along. • Don’t forward anything without editing out all the >>>, other email addresses, headers and commentary from all forwarders. • Remove any “FW:” in the subject line . You can re-name the subject if you wish or even fix spelling. • Always hit your Forward button from the actual email you are reading. By doing so, you stop them from having to open many emails just to see what you sent. • Nothing is confidential-so write accordingly. • Respect other people’s time. • Explain why you forward. • With all above “rules” to consider would it be more friendly, personal and enjoyable to simply telephone them?