STAYING SAFE:Here are some safety tips when using email: • Change your password regularly and keep

it in a safe place.• Don’t share your password with anyone.• Don’t open attachments from anyone you

don’t know.• Log out or sign off from your account when

you’ve finished looking at/sending your email.

• Don’t reply to spam or forward chain emails.

• Keep your personal information personal – don’t share bank or credit card information by email.

• Your bank/building society will not discuss your private financial situation by email. If you receive any correspondence that claims to come from your bank, telephone your branch to verify it and discuss the matter over the telephone instead.

• Make sure that you have antivirus software installed and keep it up to date.

A strong password must contain the following elements:· A minimum of 8 characters long· Combines upper and lower case letters· Includes at least one number· Contains alphanumeric characters.. e.g. !£$%*#

E.g. password would become PassW0rd4$ using the above rules.

ETIQUETTE:• Use a suitable subject in the e-mail - this helps the reader to understand

what the message will be about

• Start e-mails by addressing the reader – this is about being polite, showing

respect

• Use paragraphs – this is normal practice for extended writing

• Use capital letters where appropriate – this is normal practice for extended

writing

• End e-mails with “Kind regards, Regards, Thanks” – this is normal practice in a

business context

• Sign off your e-mail with your name and job title – this is normal practice in a

business context

• No text speak or slang is used – this is expected in a business environment

• Good use of language, spellings and grammar– this is expected in a business

environment

To receive emails, you have to go into your inbox, and if there is nothing there, click on refresh, and if you have received an email it should appear in your inbox.

RECEIVE EMAILS:

OPEN EMAILS:To open an email, when you receive one and it appears in your inbox, click on it and the contents of the message will appear down the right side. You can also enlarge the message and open it in its own, separate window by double clicking it.

REPLY TO EMAILS:

To reply to an email, when one has appeared in your inbox, click on the reply button and a new message box will pop up, with all of the recipients already in the appropriate boxes.

When the new message box has popped up, type in your message above the previous messages and click send, and you will have replied to the message.

Hello, how are you?

FORWARDING EMAILS:

To forward an email, when you receive one that you want to sent to someone else, click the blue arrow.

When you have clicked the arrow, a new message box will pop up, but the message you want to forward will still be there. You then type the email address of the person you want to forward the message to in the recipient box, called To, then sent the message. You can also add to the message in the message box below

ATTACHING DOCUMENTS / FILES:To attach a file, click on the paperclip icon, and then pick the file you want to attach from your folders

When you have attached the file, it will appear in the attached section, then you click send and you will have sent the attached the file.

OPENING / SAVING DOCUMENTS / FILES:If you receive an email that has a document attached, then the attachment will appear in the attachments section on the message.

By double clicking the document, you will be given the option to open, save or cancel. Pick the option you want.

One of the first tasks you must do is make a digital signature so that the recipients of the emails we are sending will know that the email is from the company.

To do this, you go onto your email, go to options, and go to see all options.

DIGITAL SIGNATURE:

You then click on settings, and you will be taken to this screen, where you then type in your digital signature in the box. Once you’ve done that, click save.

CARBON COPY:We use carbon copy to send an email to more than one person, and blind carbon copy tosend it to someone, without any of the other recipients knowing they have received the message.

To do this by opening a new message, putting the recipients email addresses in the To and Cc boxes, then go to options and tick the box that says show Bcc, then put the email address of the recipient that you don’t want other people to see.

ARCHIVE:To archive an email. Right click on actions when you receive a message, then select move to folder.

When you have done this, click on inbox and select the folder you would like to archive the message in. When you have done this, the message will be archived in the folder you selected

ARCHIVING:It is important to keep your inbox clean and organised, as by having lots of read or un-needed emails may make it harder to find newer or more important emails in the future. This is a bad example of a clean inbox, as there are many already read and now unnecessary emails that can be removed.

If your inbox is similar to this, you should either delete emails you no longer need, or if they may still be important, you should save them in the appropriate folder. This is so that you will always see newer and possibly more important emails first. To see how to place emails in folders, see pages 25 and 26.

Setting up an inbox rule is also useful, as it quickly and easily stored either important emails, or stops spam from reaching you by putting spam from regular offenders in a separate folder. To see how to set up an inbox rule, see page 18.

You should also prioritise your mail, by reading messages with high importance before others, and then once you have read the mail, save or delete it to keep your inbox clean. To see and learn about high and low importance, see pages 23 and 24

As by deleting lots of mail fills up your deleted items area, you should permanently remove “deleted items” regularly once you are certain that the emails in this area will no longer be needed. This should be done at least once a month to follow company policy.

All emails with attachments should be handled appropriately, which is done by saving the attachment into a folder, and afterwards deleting the email when you are sure its no longer needed. You should be cautious when doing this, however, as receiving emails with attachments from unknown sources should be avoided, as the attachments are unknown and therefore could be dangerous or unwanted, so emails from these unknown sources should be deleted.

INBOX RULE:To automatically archive emails from certain people or that were sent to certain people you can create an inbox rule. To do this click on actions on an email from the person or source you want to apply this rule to, and select create rule.

When you have done this, this box will appear, and select the “it was received from” box if you want to archive emails from a certain person, or “it was sent to” if you want to archive emails sent to certain recipients.

Click “select one” to choose a folder you want these emails to be archived in, and then select one, click ok, then click save.

This is useful if you want to store emails from specific people or automatically get rid of spam from repeat sources.

CREATING CONTACTS:

To create a new contact, click contacts on the bottom left, then click new.

After you have clicked new, put in the contact details in the appropriate boxes, such as first name, second name, job title ect. When all of the boxes have been filled in correctly, click save and close to add the contact.

AUTOMATIC REPLIES:To create an automatic response, click on options, then see all options.

After clicking see all options, click on organise e-mail, then automatic replies, then click on set automatic response, and then type your response in the given box. When you are done, click save

HIGH AND LOW IMPORTANCE:To set a message as being either of high or low importance, you can click the red exclamation mark above the message to set it as high, or the blue arrow to set it as low.

You can also click options, then this options box will pop up, where you can set the importance of the message. This is important as it tells the recipient how urgently the message should be read.

CREATING FOLDERS:

To create a new folder, right click the section called notes, then create new folder.

You then type what you want the folder to be called in the given box.

USING FOLDERS TO STORE EMAILS:

After you have created a folder, if you receive an email that you want to store in a folder, click actions on the message, then move to folder, then select the folder you want to store it in.