Email
Electronic Communications
Objectives
• Understand parts of an email
• Differentiate between good and bad emails
• Explain email etiquette
• Evaluate...
Definition
Email is the electronic
transmission of
messages through a
computer network.
Rev 10/2010 Report Writing —Email 4
Rev 10/2010Report Writing —Email 5
blog.esudhir.com/.../2009/09/email-cartoon.JPG
Basics of Good Communication
• Know your audience
• Write to that audience
• Emphasize clarity
over cleverness
• Emphasis ...
Design
• Use standard fonts
• Keep bolds, underlines, and italics to a minimum
• If using a priority system, be honest.
• ...
Parts of an email
• Addressee
• Cc:
• Subject:
• Text
• Signature
• Attachments
Rev 10/2010 Report Writing —Email 8
Rev 10/2010Report Writing —Email 9
Outlook
Addressee
• The addressee is who
is to receive the email
• Capitalization is not
necessary
• Internal
• Check company
mail...
Addressee
Rev 10/2010Report Writing —Email 11
Complimentary Copy
• Additional people being sent copies.
• If the recipients are all of equal importance, put them on
the...
ComplimentaryCopy
Rev 10/2010Report Writing —Email 13
Subject
• Subject is a brief summary of the content
• Sometimes it is called RE
• Be concise
• Be precise
• Be current
Rev...
Subject
Rev 10/2010Report Writing —Email 15
Text
• Always have text
• Get to the point
• Be brief
• Put most important information first
• Know the purpose
• Use atta...
Text
Rev 10/2010Report Writing —Email 17
Signature Block
• Sender’s information
• Include
• Name
• Job title
• email address
• Company, Department
• Separate from ...
SignatureBlock
Rev 10/2010Report Writing —Email 19
Attachments
Rev 10/2010Report Writing —Email 20
Attachments
• Attachments are files that are sent along with the email
• Use attachments for
• Long documents
• Pictures
•...
OtherBasics
Rev 10/2010Report Writing —Email 22
Address Book
Font Control
Style
• Usually less formal
• It is somewhere between a conversation
and a memo
• Personal
• Business suitable
• Avoid exc...
Before Sending
• Check spelling
• Check grammar
• Check for clarity
• Check Addressee's name
• Don’t send emails when angr...
Rev 10/2010Report Writing —Email 25http://www.itsngenius.com/photos/albums/userpics/toon61.jpg
Managing
• Respond to emails promptly
• If given an assignment by email that will take several
days, acknowledge the assig...
REMEMBER
Rev 10/2010 Report Writing —Email 27
Emails are Forever
• Emails are never completely deleted
• They exist on files
• They exist in archives
• They exist in ba...
Security
Rev 10/2010 Report Writing —Email 29
Email and Security
• Emails and email attachments are a primary entry
method for computer viruses
• Viruses can spread ext...
Email Security
• Be skeptical
• Open an email from an unknown sender with caution
• Never open email attachments from an u...
Email Security Terms
• Virus – A type of software that run without your
knowledge, replicates itself and spreads to other
...
Email Security Terms
• Spam—Mass mailings
to know email users
• Phish—Requests for
personal information
from what appears ...
Internet Security Terms
• Zombie—Unauthorized use of a computer by
others for their personal reasons
• Bot—A web site that...
Internet Security Terms
• Adware—A program that automatically puts ads
(pop-ups) on the computer
• Spyware—A program that ...
Security Measures
• Have a good anti-virus
program
• Use a firewall
• Have good spyware and
adware filters
 Update regula...
Summary
• Be concise and precise
• Respond promptly
• Be professional
• Be aware of email
security
Rev 10/2010 Report Writ...
Examples
• Examples of Bad Email Messages
http://www.michaelhorowitz.com/bademails.html
Rev 10/2010 Report Writing —Email ...
Resources
• Netiquette by Virginia Shea (2004)
http://www.albion.com/netiquette/book/index.html
• Outlook 2007 Tutorial ht...
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EMail.pdf

  1. 1. Email Electronic Communications
  2. 2. Objectives • Understand parts of an email • Differentiate between good and bad emails • Explain email etiquette • Evaluate email security risks • Write emails Rev 10/2010 Report Writing —Email 2
  3. 3. Definition Email is the electronic transmission of messages through a computer network. Rev 10/2010 Report Writing —Email 4
  4. 4. Rev 10/2010Report Writing —Email 5 blog.esudhir.com/.../2009/09/email-cartoon.JPG
  5. 5. Basics of Good Communication • Know your audience • Write to that audience • Emphasize clarity over cleverness • Emphasis content over expansiveness • Two specific email violations that bother instructors more than students are emails not signed by the message sender and messages that include shortcuts like "RU" instead of "are you". Finally, it appears that instructor generational differences have little impact on these descriptive findings. • Stephens, Keri K.; Houser, Marian L.; Cowan, Renee L. R U Able to Meat Me: The Impact of Students' Overly Casual Email Messages to Instructors (2009) Rev 10/2010 Report Writing —Email 6
  6. 6. Design • Use standard fonts • Keep bolds, underlines, and italics to a minimum • If using a priority system, be honest. • Avoid backgrounds or stationary that detract from the message. Rev 10/2010 Report Writing —Email 7 !
  7. 7. Parts of an email • Addressee • Cc: • Subject: • Text • Signature • Attachments Rev 10/2010 Report Writing —Email 8
  8. 8. Rev 10/2010Report Writing —Email 9 Outlook
  9. 9. Addressee • The addressee is who is to receive the email • Capitalization is not necessary • Internal • Check company mailing list for name • A company usually has a corporate list in Contacts • External • Use Internet email name and service • RSpeener@cci.edu • Jsmith@workplace.net Rev 10/2010 Report Writing —Email 10
  10. 10. Addressee Rev 10/2010Report Writing —Email 11
  11. 11. Complimentary Copy • Additional people being sent copies. • If the recipients are all of equal importance, put them on the To: line • Use cc for courtesy copies • Use bcc (blind copy) for sending copies without the Addressee knowing. Use sparingly. Rev 10/2010 Report Writing —Email 12
  12. 12. ComplimentaryCopy Rev 10/2010Report Writing —Email 13
  13. 13. Subject • Subject is a brief summary of the content • Sometimes it is called RE • Be concise • Be precise • Be current Rev 10/2010 Report Writing —Email 14
  14. 14. Subject Rev 10/2010Report Writing —Email 15
  15. 15. Text • Always have text • Get to the point • Be brief • Put most important information first • Know the purpose • Use attachments for longer document rather than embedding Rev 10/2010 Report Writing —Email 16
  16. 16. Text Rev 10/2010Report Writing —Email 17
  17. 17. Signature Block • Sender’s information • Include • Name • Job title • email address • Company, Department • Separate from text by two or three lines Rev 10/2010 Report Writing —Email 18
  18. 18. SignatureBlock Rev 10/2010Report Writing —Email 19
  19. 19. Attachments Rev 10/2010Report Writing —Email 20
  20. 20. Attachments • Attachments are files that are sent along with the email • Use attachments for • Long documents • Pictures • Copies of existing documents Rev 10/2010 Report Writing —Email 21
  21. 21. OtherBasics Rev 10/2010Report Writing —Email 22 Address Book Font Control
  22. 22. Style • Usually less formal • It is somewhere between a conversation and a memo • Personal • Business suitable • Avoid excessive abbreviations • Don’t be cute — use emoticons sparingly Rev 10/2010Report Writing —Email 23 Never email something in bad taste!
  23. 23. Before Sending • Check spelling • Check grammar • Check for clarity • Check Addressee's name • Don’t send emails when angry • Remember telephones still exist – Is email the best way to respond? Rev 10/2010 Report Writing —Email 24
  24. 24. Rev 10/2010Report Writing —Email 25http://www.itsngenius.com/photos/albums/userpics/toon61.jpg
  25. 25. Managing • Respond to emails promptly • If given an assignment by email that will take several days, acknowledge the assignment and the time frame. • Remove emails from active list frequently • Archive frequently Rev 10/2010 Report Writing —Email 26
  26. 26. REMEMBER Rev 10/2010 Report Writing —Email 27
  27. 27. Emails are Forever • Emails are never completely deleted • They exist on files • They exist in archives • They exist in backups • They exist on hard drives as ghosts Rev 10/2010 Report Writing —Email 28
  28. 28. Security Rev 10/2010 Report Writing —Email 29
  29. 29. Email and Security • Emails and email attachments are a primary entry method for computer viruses • Viruses can spread extremely fast • Computer crime is the growth sector of organized crime Rev 10/2010 Report Writing —Email 30
  30. 30. Email Security • Be skeptical • Open an email from an unknown sender with caution • Never open email attachments from an unknown sender • Never give out passwords, social security numbers, bank account numbers, etc. Rev 10/2010 Report Writing —Email 31
  31. 31. Email Security Terms • Virus – A type of software that run without your knowledge, replicates itself and spreads to other computers • Trojan Horse– A type of virus that is intended to do harm to the computer. It is usually hidden inside something attractive, such as a cartoon • Worm – a type of virus that spreads by Email Rev 10/2010 Report Writing —Email 32
  32. 32. Email Security Terms • Spam—Mass mailings to know email users • Phish—Requests for personal information from what appears to be a trusted organization; e.g. personal bank Rev 10/2010 Report Writing —Email 33
  33. 33. Internet Security Terms • Zombie—Unauthorized use of a computer by others for their personal reasons • Bot—A web site that automatically transfers the user to another undesired website Rev 10/2010 Report Writing —Email 34
  34. 34. Internet Security Terms • Adware—A program that automatically puts ads (pop-ups) on the computer • Spyware—A program that tracks one’s Internet use. It may also track one’s keystrokes (passwords etc.) and send it to a designated recipient Rev 10/2010 Report Writing —Email 35
  35. 35. Security Measures • Have a good anti-virus program • Use a firewall • Have good spyware and adware filters  Update regularly • Have a good spam filter • Update programs frequently and quickly • Do not open emails with multiple forwards • Be cautious in downloading free or shareware programs • Be cautious in opening emails from unknown senders • Be wary of attachments Rev 10/2010 Report Writing —Email 36
  36. 36. Summary • Be concise and precise • Respond promptly • Be professional • Be aware of email security Rev 10/2010 Report Writing —Email 37
  37. 37. Examples • Examples of Bad Email Messages http://www.michaelhorowitz.com/bademails.html Rev 10/2010 Report Writing —Email 38
  38. 38. Resources • Netiquette by Virginia Shea (2004) http://www.albion.com/netiquette/book/index.html • Outlook 2007 Tutorial http://tamhsc.edu/information- technology/tutorials/outlook2007- tutorial/Outlook%202007%20Tutorial.pdf • Information Security Guidelines http://www.gov.mu/portal/goc/ncb/file/pdf.pdf • Getting up to Speed with Microsoft Outlook 2007 http://office.microsoft.com/training/training.aspx?AssetID=R C101153581033 Rev 10/2010Report Writing —Email 39

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