Email Hints and Tips
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The document provides email hints and tips for improving email protocol, structure, and security. It suggests keeping subject lines and content clear and concise, using bullet points and short sentences when emails are complex. Tips include moving emails to calendars, customizing search folders, using colors to organize, and creating quick parts and rules to automate responses. It stresses the importance of email security as more users go online.
Email Hints and Tips
- 1. Email Hints & Tips July 2012
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- 7. Email Hints & Tips July 2012
- 8. General Protocol • The Subject is really important – Think of it as your “dress code” for the day • Greet recipient • Structure the content clearly: – Info top down: – Content – Action – Closure
- 9. Think 5 • If the message is complicated or there is a lot that has to be said, think about simplifying it like this: – 5 bullet points – 5 words – 5 sentences
- 10. Email to Task/Calendar • You can move an email directly to your Outlook calendar • Left-click and drag to embed it in the event • Right-click and drag to create an event with the email as an attachment • (do this if you may want to forward the email later)
- 11. Subject Editing • View > Current View > Customise Current View > Other Settings > Allow in- cell editing • Change Subject • Follow the link below for Microsoft explanations of how to make this and subsequent Outlook modifications
- 12. Search Folders • Move Unread Emails up into your Favourite Folders • Use this to check new emails in all your directories simultaneously • Use Customised Searches for more specific searching
- 13. Using Colours • Tools > Organise > Using Colours • Useful for organising and prioritising emails, appointments and tasks
- 14. DidTheyReply? • Create a DTR directory • Create a DTR rule • For those who are not very good at replying to your communications (or to keep track of emails you need to follow up), • Include dtr at the bottom of your emails • Check the your dtr directory regularly
- 15. Quick Parts • Create Quick Parts for any phrases you use regularly • They are quick and simple once you get into the habit
- 16. Security • One billion new users are projected to go online in the next 5 years • If only 1% are dishonest, that amounts to 10 million hackers! • Security will, therefore, continue to become more and more of an issue.
- 17. Email Attachments • Never email Word and Excel documents as attachments – Document metadata (information buried within the heading) shows all amendments – Use pdf
- 18. Signature/Autoresponse • Use only dialable telephone numbers • Use +44 845 345 0898 • or 0845 345 0898 • Since these can be dialled directly from a smartphone. • Never +44 (0)845 345 0898. • Never include email or web addresses in autoresponse
- 19. Osmond Group Limited 21 Johnson Road, Ferndown Industrial Estate, Wimborne B21 7SE, UK Tel: +44 1202 850553 Fax: +44 1202 850560 Email: info@ergonomics.co.uk Web Portal: www.osmondgroup.co.uk