business emails
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Business Emails
Bibaswan Ghoshal TA, ALES204, University of Alberta 30/03/2012
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Lecture OutlineHow to write emails
Writing a cover letter
Confidentiality and Security
Email Management
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By the end of the lecture you should have 3 critically literate tweets @JessL, #ALES204, @bibaswanghoshal
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Emails
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4Email,Taken from:http://www.freeemaillists.org/wp-content/uploads/2011/06/email-lists-for-free.jpg, March 29, 2012
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5Smart devices, Taken from:http://www.teleca.com/Renderers/ShowMedia.ashx?id=b93a24e3-dfa1-49bd-ab33-9a08f209e4df March 29, 2012
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Email StatisticsIn 2011, 3.1 billion email usersExpected to reach above 4 billion by 2015More than 55% of the smart phone users use
email as their primary applicationMajor players
HotmailYahooGmail
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The Four Questions
Why are you writing?
Who are you writing to?
What is the situation?
What do you want from the recipient? 7
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The Four PartsThe Opening
The Focus
The Action
The Closing
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The Five To-Do’sSimple Sentences and Word choices
Professionalism
Concise and to the point
Well-planned
Addressing 9
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Cover Letter
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Cover Letter
Supplement to your resume
Express interest in a position (academic or corporate)
Highlights key things of your resume
Creates the urge to open your CV attachment
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The Four Way Planning
Research the company, employer or professor
Research the position details
Obtain the perfect email address
Relate your strengths and weaknesses. Be Unique
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The OpeningProper salutation (Dear / Hello)
Designation (Dr., Mr. Mrs., Ms., Miss, Sir/Madame)
Use Last name onlyDon’t use “To whom it may concern”
Tell in brief about yourself
Grab attention
Get straight to your objectives 13
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The Focus1-2 paragraphsShort, concise and organizedSell your top qualities firstSell your related experienceFocus on the addressee's benefitsFocus on your achievementsIf academic, include relevant course work
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The ActionRequest for a response
Mention your availability
Don’t be vague “I am available all week.”“Call me anytime”“I am available for a meeting every weekday
between 9-12 and 2-5.”
Provide relevant contact information15
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The ClosingAppreciate their time
Refer to your CV attachment or html resume for details
Use proper closing remarks
Use full signature
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CommentsProfessionalism
Proofread and spell check
You have to make him open your CV
Be confident and enthusiastic
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Email Security
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Threats to Emails
Loss of confidentiality
Loss of integrity
Lack of data origin authentication
Lack of encryption
Lack of notification of receipt19
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Threats by EmailDisclosure of sensitive information
Exposure of systems to malicious code
Unauthorized access
Denial of service
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ThreatsSpam (80% of emails are spam)
Phishing (60% of users get 1 email/day)
Viruses
Spywares21
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Protect YourselfDon’t ventureUse separate email for professional and
personal useThink twice before giving out your emailDon’t send passwords and important
financial information Delete browser history, cache, cookies,
user ids and passwords after using a public Internet connection
Back up your Email.22
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PreventionUse anti-virus and anti-spyware softwares
Understand the risks and act accordingly
Use strong passwords
Encrypt wireless connections
Use encryption and digital signatures for important Email
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Email Management
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Why Manage?Official and legal document
Huge in numbers
Contains crucial information
There is no such thing as “deleted email”Technology exists to recover deleted itemsBackups may existOthers may have a copy
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The Four D’sDelete it
Do it
Delegate it
Defer it
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Managing EmailsOrganize Email into folders.
Use filters and labels
Mark important emails
Keep a copy of all sent Email
Review and clean out folders periodically27
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Email is foreverand
its your responsibility