• Share
  • Email
  • Embed
  • Like
  • Save
  • Private Content


Flash Player 9 (or above) is needed to view presentations.
We have detected that you do not have it on your computer. To install it, go here.

Like this presentation? Why not share!







Total Views
Views on SlideShare
Embed Views



0 Embeds 0

No embeds



Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
Post Comment
Edit your comment

    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