Communication – E Mail
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Communication – E Mail

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Communication – E Mail Communication – E Mail Presentation Transcript

  • Communication – E-mail & E-diary Intermediate 2 Administration
  • E-Diary
    • What is an e-dairy?
    • An e-diary is a electronic form of diary which
    • Allows users to check, enter and store
    • Information on future appointments.
  • Advantages of an e-diary
    • Routine appointments can be set up
    • Reminders can be set before an appointment or event
    • Double booking can be prevented as the computer will flag this up
    • Diaries can be shared with others
    • Meetings can be schedules
    • There is a facility there to do a to-do list.
  • Example
  • How to access your e-diary
    • Open Microsoft Outlook
    • Click on the Calendar icon at the left hand side to open up your diary.
    • Click on the time to open up your appointment box – begin typing information.
    • Now watch the teachers demonstration on the whiteboard.
  • Task 1
    • Create an e-diary with your classes and appointments after school for today.
    • Include the following:
    • All of your classes, include as much information as possible –
    • subject, classroom, teacher, topic of lesson (if known)
    • Interval and lunch time arrangements
    • After school appointments or plans
    • When you finish today’s appointment continue for the rest of the week.
  • Disadvantages of e-mail
    • E-mails are NOT confidential
    • A persons tone cannot be measured in an e-mail
    • E-mails from unknown senders can contain certain viruses
    • If a computer system crashes or a computer has not been turned off properly then e-mails can be lost.
  • Advantages of e-mail
    • The same messages can be sent to a number of recipients
    • It is a inexpensive way of worldwide communication
    • An address book of contacts can be created
    • Documents and photos can be attached to an e-mail
    • Copies (CC) and blind copies (BCC) can be made
    • Messages can be forwarded to other people.
  • E-mail etiquette
    • Always use spellcheck before sending ANY e-mail
    • Check your e-mail regularly and respond to e-mails in good time
    • Be precise and concise, remember e-mails are short and too the point. You are NOT writing a letter.
    • Take care when sending your e-mail, that it is going to the correct person or group of people.
    • Always include a subject heading
    • Save and store your e-mails so they can be found easily when you need them
    • Always delete unnecessary e-mails to save space on your computer system.
    • DO NOT write in capital letters as some people see this as shouting. There are other ways to emphasise words in e-mail like “this”.
    • Avoid misrepresentation –
    • Always send e-mails from your own account, never use someone else’s account. Do not make changes to other people e-mails and forward them on.
    • Always remember copyright , defamation, obscenity and fraudulent legislation applies to e-mail too.