chapter 2 e-mail. project 2 objectives understand e-mail uses write subject lines use an appropriate...
TRANSCRIPT
Chapter 2E-Mail
Project 2
Objectives
• Understand e-mail uses• Write subject lines• Use an appropriate tone• Format an e-mail• Identify e-mail program features
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Objectives (cont’d.)
• Add a signature block• Attach a file• Create folders in Outlook• Take a screen shot of the program window
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Introduction
• E-mail provides a quick and efficient way to communicate
• Have strategies for writing clear e-mails to communicate exactly what you intend
E-Mail Essentials
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Figure 2-1 Common uses for e-mail in business
E-Mail Essentials (cont’d.)
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Figure 2-1 Common uses for e-mail in business (cont’d.)
E-Mail Essentials (cont’d.)
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Figure 2-1 Common uses for e-mail in business (cont’d.)
E-Mail Essentials (cont’d.)
• Writing subject lines– Provides information about the e-mail that the
reader sees before opening
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Figure 2-2 Four versions of one subject line
E-Mail Essentials (cont’d.)
• Writing subject lines (cont’d.)– Version 1: too short– Version 2: inaccurate if received on different day– Version 3: too much information– Version 4: clear and effective
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Figure 2-3 Guidelines for writing effective subject lines
E-Mail Essentials (cont’d.)
E-Mail Essentials (cont’d.)
• Using an appropriate tone– Example:
George
As I TOLD you in our phone conversation yesterday, you MUST contact me
immediately. If I don’t hear from you by the end of the day, I will presume that you are no longer interested in our services. Good day.
– Never use all capital letters– Do not use words that could be considered
threatening
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E-Mail Essentials (cont’d.)
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Figure 2-4 Guidelines for creating acceptable e-mail tone
E-Mail Essentials (cont’d.)
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Figure 2-4 Guidelines for creating acceptable e-mail tone (cont’d.)
E-Mail Essentials (cont’d.)
• Using an appropriate tone (cont’d.)– Think of an e-mail as a intimate form of
communication– Make sure every e-mail uses a pleasant and friendly
tone
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E-Mail Essentials (cont’d.)
• Formatting e-mails– Develop and use a set format for every e-mail
• Salutation• Closing• Writer identification• Paragraphs
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E-Mail Essentials (cont’d.)
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Figure 2-5 Comparison of e-mail formats
E-Mail Essentials (cont’d.)
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Figure 2-6 E-mail formatting tips
E-Mail Essentials (cont’d.)
• Identifying e-mail program features– You generally use an e-mail program (e.g., Microsoft
Outlook, Gmail, or Yahoo! Mail) to send and receive e-mail
– All e-mail programs share common features
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E-Mail Essentials (cont’d.)
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Figure 2-7 Common features in an e-mail message window
Technology Skills Handling E-Mail in Outlook
• You can send e-mail directly from Word, from Outlook, or from another e-mail application (e.g., Gmail or Yahoo! Mail)– Outlook has many features
• Creating signature blocks• Attaching a file• Creating folders
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E-Mail in Outlook (cont’d.)• Signature block:
– Contains text or pictures or both that is added automatically to the end of every e-mail
– Typically includes sender’s name, job title, company, business address (Web address, if applicable), and phone numbers
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E-Mail in Outlook (cont’d.)
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Figure 2-8 Signature block information
E-Mail in Outlook (cont’d.)
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Figure 2-8 Signature block information (cont’d.)
E-Mail in Outlook (cont’d.)• Attachments are files (e.g., a document file,
presentation file, spreadsheet file, or image file)– Travels with e-mail message– Some e-mail clients limit attachment sizes
• Check size limitations before sending– Scan for viruses before opening
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E-Mail in Outlook (cont’d.)
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Figure 2-9 E-mail message window with signature and attached file
E-Mail in Outlook (cont’d.)
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Figure 2-9 E-mail message window with signature and attached file (cont’d.)
E-Mail in Outlook (cont’d.)• Screen shots capture images on the screen
– You can then paste it into a Word document and modify (crop, resize, etc.)
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E-Mail in Outlook (cont’d.)• Folders sort, categorize, and keep track of e-mails
– They are often represented by a folder icon– Subfolders are folders inside another folder
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Figure 2-10 Creating a new folder
E-Mail in Outlook (cont’d.)
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Figure 2-10 Creating a new folder (cont’d.)
E-Mail in Outlook (cont’d.)
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Figure 2-11 New folders created in the Inbox
E-Mail in Outlook (cont’d.)
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Figure 2-11 New folders created in the Inbox (cont’d.)
E-Mail in Outlook (cont’d.)• If working on a shared computer, you might need to
delete information specific to you
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