The document provides guidance on proper email etiquette and best practices. It discusses the key parts of an email like To, Cc, Bcc and Subject fields. It explains what contacts fall under each category and when to use them. The document also covers email formatting, signatures, replying etiquette, forwarding emails appropriately and using clear subject lines. Overall, the document emphasizes keeping emails professional, concise and considering the recipient.

1. How to send an Email

2. Parts of an Email
• This indicates to whom the email is being sent. Original email may be
sent to more than one recipient.
• Contacts who are copied (Cc) on an email message are Typically, not
expected to respond. They’re receiving the Message for informational
purposes only. For example, You may copy your boss on an important
memo.
• When using Cc, all recipient’s see who is receiving the email.
• Contacts who are blind-copied (Bcc) on an email message aren’t visible
to others who receive the message. They’re also not expected to
respond. You may want to use this option if you need to keep a
recipient’s email information private.
• The Subject field contains a brief description of your email topic. Always
update the subject based on your body.

3. Parts of an Email
A feature that allows the
sender to pass the email to
another recipient, including
attachments.
A feature that allows the
recipient to respond to the
same email by creating a
meeting request.
A feature that allows the
recipient to respond by
Microsoft Teams chat.
A feature that allows the
sender to pass the whole
email to another recipient as
attachments.
A feature that allows the
recipient to respond by
Microsoft Teams Call.
A feature that allows the
recipient to respond to the
sender of the original email
and all other recipients of the
email.
A feature that allows the
recipient to respond to the
email from the sender.
Other Email Options

4. Parts of an Email
Attach a file or item
to your email using
the Attach File icon
Link a file or item to
your email using
the Link icon
A feature that allows to
add Signature to your
email body
Email Signature

5. Importance of Email Signatures
• An email signature at the end of your email makes it appear professional and gives the customers a perception that they are dealing
with an established company.
• A signature is the perfect opportunity to brand every message you send. It establishes and reinforces who you are as a company.
• Make sure the logo, colors and font size used in your company’s signature are the same as advised from the marketing team.
• Legal disclaimer depends upon what is
important to your business and required in
each email you send and contains
confidentiality or copyrights to the information
in the email.
Email Signature Includes
• Greetings
• Full Name
• Your Title
• Company Full Name
• Contact Details
• Company Logo
• Legal Disclaimer

6. Email Etiquette in the Workplace
Before you hit send ask yourself
HAVE A CLEAR SUBJECT LINE
The first thing anybody notices is the subject line. If your subject line is too long or unclear, your readers may lose
interest or get confused. Use short and clear subject lines.
USE APPROPRIATE GREETINGS
Use proper salutations with coworkers depending on your relationship with the recipient and use formal greeting as
“Dear” always.
AVOID ABBREVIATIONS, EMOJIS & JARGON
Using abbreviations like ‘GR8’ for ‘great’ in business emails isn’t appropriate. Avoid using emoticons or emojis as they
can be easily misinterpreted. Try not to complicate your emails with jargon and technical words. Keep them short and
simple.
RESPOND WITHIN 24 HOURS
Replying to people within 24 – 48 hours is a common courtesy. When you make your clients or customers wait, it
reflects unprofessionalism. If you’ve missed the time frame, express your apology and explain the delay.
BEWARE OF REPLY ALL
Unless every member on the email thread needs to be informed, don’t hit the ‘reply all’ button.
PERFECT YOUR EMAIL SIGNATURE
It’s an effective way to convey who you are, what you do, the organization you’re associated with and your contact
details.

7. Email Etiquette in the Workplace
Formatting Emails
• Do not type in all caps. That’s yelling or reflects shouting emphasis.
• Avoid using red color font; the recipient may consider this hostile.
• Write short messages and keep slang at a minimum.
• Insert a clank line between paragraphs.
• Use classic fonts.
• Not using capitalization or punctuation makes e-mail hard to read.
• Avoid emoticons.
• Explain acronyms.

8. Email Etiquette in the Workplace
To, From, Cc, Bcc, RR, Subject
• To: field means “I expect a reply from you” and
Cc: means “ I don’t expect a reply from you, but
you do need to know about this.”
• Only use Cc when it is important. Overuse can
cause your emails to be ignored.
• Don’t use Return Receipt (RR). Doing so is viewed
as intrusive.
• Make sure when using Bcc: that your intentions are proper. To send Bcc: copies to others as
a way of talking behind someone’s back is inconsiderate.
• Think about your motives when adding addresses to To:, Cc:, Bcc. Use your discretion.
• Emails to, Cc, or Bcc are double checked to ensure email goes to correct parties.

9. Email Etiquette in the Workplace
Email Forwarding
• Some emails are not intended to be forwarded. If a contact is sending you private or sensitive
information, use high caution before forwarding it along.
• Don’t forward anything without editing out all the >>>, other email addresses, headers and
commentary from all forwarders.
• Remove any “FW:” in the subject line . You can re-name the subject if you wish or even fix spelling.
• Always hit your Forward button from the actual email you are reading. By doing so, you stop them
from having to open many emails just to see what you sent.
• Nothing is confidential-so write accordingly.
• Respect other people’s time.
• Explain why you forward.
• With all above “rules” to consider would it be more friendly,
personal and enjoyable to simply telephone them?