Effective Use of Email

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Effective Use of Email

• Presented by Tom Sharp

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Effective Use of Email

• Email Etiquette
• Appointments Meetings
• Contacts
• Distribution Lists
• Search Contacts
• Search Emails
• Email Rules

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Effective Use of Email,Email Etiquette

• Use a meaningful subject
• Try to use a subject that is meaningful to the
  recipient as well as yourself. For instance, when
  you send an email to a company requesting
  information about a product, it is better to
  mention the actual name of the product, e.g.
  'Product A information' than to just say 'product
  information' or the company's name in the subject.

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Effective Use of Email,Email Etiquette

• Do not write in CAPITALS
• IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE
  SHOUTING. This can be highly annoying and might
  trigger an unwanted response in the form of a
  flame mail. Therefore, try not to send any email
  text in capitals.

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Effective Use of Email,Email Etiquette

• Be careful with formatting
• Remember that when you use formatting in your
  emails, the sender might not be able to view
  formatting, or might see different fonts than you
  had intended. When using colors, use a color that
  is easy to read on the background. Avoid using
  excessively large font sizes.

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Effective Use of Email,Email Etiquette

• Don't forward spam or virus emails
• I dont want your spam or virus emails.

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Effective Use of Email,Email Etiquette

• Do not overuse Reply to All
• Only use Reply to All if you really need your
  message to be seen by each person who received
  the original message.

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Effective Use of Email,Email Etiquette

• Use proper spelling, grammar punctuation
• This is not only important because improper
  spelling, grammar and punctuation give a bad
  impression of your organization, it is also
  important for conveying the message properly.
  E-mails with no full stops or commas are
  difficult to read and can sometimes even change
  the meaning of the text. And, if your program has
  a spell checking option, why not use it?

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Effective Use of Email,Email Etiquette

• Do not attach unnecessary files
• By sending large attachments you can annoy people
  and even bring down their e-mail system. Wherever
  possible try to compress attachments and only
  send attachments when they are productive.
  Moreover, you need to have a good virus scanner
  in place since your recipient will not be very
  happy if you send them documents full of viruses!

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Effective Use of Email,Appointments Meetings

• Appointments
• New-gtAppointment
• Fill in the subject, location and times.
• Click Save and Exit
• You can see you appointments on you calendar

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Effective Use of Email,Appointments Meetings

• Meetings
• Meeting are appointments that you invited others
  to attend.
• New-gtAppointment
• Fill in the subject, location and times.
• Click Invite Attendees
• Enter names under Required or Optional
• Click Send
• Later if you have to change the meeting time or
  location, the attendees will all be automatically
  notified.

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Effective Use of Email,Contacts

• Contacts are useful for saving information about
  frequently email individuals.
• New-gtContact
• Fill in the information.
• Click Save and Close

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Effective Use of Email,Distribution Lists

• Distribution lists are useful when frequently
  sending email to a group of individuals.
• New-gt Distribution List
• Fill in the list name.
• Add the email addresses
• Click Save and Close

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Effective Use of Email,Distribution Lists

• Distribution lists are useful when frequently
  sending email to a group of individuals.
• New-gt Distribution List
• Fill in the list name.
• Add the email addresses
• Click Save and Close

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Effective Use of Email,Search Contacts

• When composing a message or appointment, press
  the button labeled To, Cc, Required, or
  Optional.
• Use the pop-up window to search the contacts and
  distribution lists.
• The Find Names in field can be used to specify
  to search in the Global Address List or the
  Contacts
• Remember to Add to Recipient before closing the
  window.

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Effective Use of Email, Search Emails

• From your inbox, click the search icon (it looks
  like a small magnifying glass).
• Use the fields on the screen and press Find
  Now.
• Double click on any found email that interests
  you.

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Effective Use of Email, Email Rules

• Click Rule to enter the Rules section
• Click New.
• Name to rule
• Fill in fields as needed.
• Press Save and Close.

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Effective Use of Emailpresented by Tom Sharp

• Thank You