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    EMail.pdf EMail.pdf Presentation Transcript

    • Email Electronic Communications
    • 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
    • Definition Email is the electronic transmission of messages through a computer network. Rev 10/2010 Report Writing —Email 4
    • blog.esudhir.com/.../2009/09/email-cartoon.JPG Rev 10/2010 Writing —Email Report 5
    • Basics of Good Communication • Know your audience • Two specific email violations that bother instructors more • Write to that audience than students are emails not signed by the message sender • Emphasize clarity and messages that include over cleverness shortcuts like "RU" instead of "are you". Finally, it appears • Emphasis content that instructor generational over expansiveness 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
    • 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
    • Parts of an email • Addressee • Cc: • Subject: • Text • Signature • Attachments Rev 10/2010 Report Writing —Email 8
    • Outlook Rev 10/2010 Writing —Email Report 9
    • Addressee • The addressee is who • Internal is to receive the email • Check company mailing list for name • Capitalization is not • A company usually necessary 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
    • Addressee Rev 10/2010 Writing —Email Report 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
    • Complimentary Copy Rev 10/2010 Writing —Email Report 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
    • Subject Rev 10/2010 Writing —Email Report 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
    • Text Rev 10/2010 Writing —Email Report 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
    • Signature Block Rev 10/2010 Writing —Email Report 19
    • Attachments Rev 10/2010 Writing —Email Report 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
    • Other Basics Address Book Font Control Rev 10/2010 Writing —Email Report 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 Never email something in bad taste! Rev 10/2010 Writing —Email Report 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
    • Report http://www.itsngenius.com/photos/albums/userpics/toon61.jpg Rev 10/2010 Writing —Email 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
    • 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 backups • They exist on hard drives as ghosts Rev 10/2010 Report Writing —Email 28
    • 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 extremely fast • Computer crime is the growth sector of organized crime Rev 10/2010 Report Writing —Email 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
    • 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
    • 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
    • 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
    • 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
    • Security Measures • Have a good anti-virus • Do not open emails with program multiple forwards • Use a firewall • Be cautious in • Have good spyware and downloading free or adware filters shareware programs  Update regularly • Be cautious in opening • Have a good spam filter emails from unknown senders • Update programs frequently and quickly • Be wary of attachments Rev 10/2010 Report Writing —Email 36
    • Summary • Be concise and precise • Respond promptly • Be professional • Be aware of email security Rev 10/2010 Report Writing —Email 37
    • Examples • Examples of Bad Email Messages http://www.michaelhorowitz.com/bademails.html Rev 10/2010 Report Writing —Email 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 10/2010 Writing —Email Report 39