email communicating electronically: one computer to another computer

EMAIL

Communicating electronically:

one computer to another computer

Email Requirements

Computer

ISP: Internet Service Provider

Email Address

Email Address

No spaces between any of the 3 partsUsername: gjohnsonISP: @qwestDomain: net

gjohnson@qwest.netYname@davis.k12.ut.us

Types of Domains

COM

EDUGOV

INT

MIL

NET

ORG

Types of Domains

com Commercial

edu Education

gov Government

int International

mil Military

net Network

org Organization (non-profit)

What Can You Do With Email?

Delete It

Move or Save It

Print It

Forward It

Reply to It

It is more important than ever that today’s business students learn the concepts and appropriate applications of email systems rather than only the keystrokes

Advantages of Email

Information can be distributed faster to many people

People can respond faster Saves Time and Money Time zones—No Problem Eliminates telephone tag Can read at one’s own convenience Messages composed and delivered any time

regardless of holidays or weekends.

Email is not private Permanent record of email message is

stored by ISP—even deleted messages Email can be placed under subpoena Once sent, it cannot be retracted (there

are exceptions) You lose control. Any email can be

forwarded easily by the recipient to anyone the recipient chooses

Disadvantages of Email

Guidelines for Email

One subject per message: ALWAYS USE SUBJECT LINE

What would your reaction be to the message? Message needs to be correct, concise, and clear Maintain goodwill of recipient Use paragraphs When replying only include enough of the original

message to make sense. Remember common courtesies like “Please” and

“Thank you”

Guidelines Continued

Be sure to proofread and spell check all your emails.

If your email does not have a spell check program, type the message in Word then you can spell check it there. You can then copy your message into your email program.

Capitalize I and the beginning letter in sentences.

Contacts/Address Book

If you are going to be using an email address more than once, you will probably want to include it in your contacts (address book).

You can include additional information (i.e. address, telephone number, birthday) in your address book.

Distribution Lists

A distribution list is a collection of contacts. It provides an easy way to send messages to a group of people.

You can easily add and delete names in a distribution list, send it to others, and print it.

Cc and Bcc

Cc is an abbreviation for carbon copy. If you add a recipient's name to this box in a message, a copy of the message is sent to that recipient, and the recipient's name is visible to other recipients of the message. Bcc is an abbreviation for blind carbon copy. If you add a recipient's name to this box in a message, a copy of the message is sent to that recipient, and the recipient's name is not visible to other recipients of the message.

Signature Use signature on your messages Usernames can be anonymous Your personal business card Search the Help feature within your email

program for steps to create a signature

*****************************************

Shelly Iosefa

Business Department

Have a great day!

******************************************

Netiquette

Proper protocol when using email What’s acceptable and what is not By using email you agree to abide by the

protocol CAPS = shouting SPAM: unwelcome email and

advertisements

Emoticons Transmits an emotion in email

:) or :-)Expresses happiness, sarcasm, or joke

:( or :-(Expresses unhappiness

:] or :-]Expresses jovial happiness

:[ or :-[Expresses despondent unhappiness

:D or :-D Expresses jovial happiness

:I or :-I Expresses indifference

:-/ or :-\Indicates undecided, confused, or skeptical. Also

:/ or :\.:Q or :-Q Expresses confusion:S or

:-S Expresses incoherence or loss of words

:@ or :-@Expresses shock or screaming

:O or :-O Indicates surprise, yelling or realization of an error ("uh oh!")

Acronyms Abbreviations used for common

phrases. Recipient needs to know the acronym’s

meaning

•AAMOF: as a matter of fact

•BBFN: bye bye for now

•BFN: bye for now

•BTW: by the way

•BYKT: but you knew that

•CMIIW: correct me if I'm wrong

•<G>Grinning

•<J>Joking

•<L>Laughing

•<S>Smiling

•<Y>Yawning

Emoticons and Acronyms

Do not overuse these items because many people may not know what they mean.

These are not usually used in business correspondence or formal emails.

These are usually used with your friends or in chat rooms.