MODULE TWO- EMAIL TASKS

Have just worked my way through the 'Email Tutorial'. it seems I am still doing most things right, but it is easy to get 'sloppy' from time to time! Biggest thing to remember is that 'Once you've said it, you can't take it back!'

This task requires answers to five questions which I will just 'get on with' and answer in order.

1. What information about a user's email, the origin of a message, and the path it took, can you glean from an email message?

From: Indicates who the email is from? name & email address
Date: When it was sent

To: Who is the email for?
Recipient's name (sometimes this may have another's name if the email was forwared from an original email)
This could also contain several names if the sender inserted them here instead of the CC. or BCC. box

CC: Tells the receiver if any one else received this email

BCC: If this says "Undisclosed recipient", it would indicate that others have also been sent this email

Subject: Indicates what the email is about and enables recipient to filter and organise/prioritise mail

Attachments: This box may include a symbol such as a paper clip to indicate there is an attachment with the email

2. In what cases would you find it useful to use the 'cc', 'bcc' and 'reply all functions of email?

CC: Attach other recipients addresses, however they will be seen by all those who receive the email

BCC: 'blind carbon copy' is exactly that! Email can be sent to multiple recipients, whos names will not appear in this box. Only the name of the person receiving the email will be shown

Reply All: This function will allow sender to reply to all recipients of the original email

3. In what ways can you ensure that an attachment you send will be easily opened by the receiver?

Best way is to ask receiver first if possible which format they would prefer the attachment, but if in doubt it would be best to assume they have minimal software and send ASCII attachments.

4. What sorts of filters or rules do you have set up, and for what purpose?
Currently we have 'junk sender' filter in action, although the occassional one slips through somehow.

5. How have you organised the folder structure of your email and why?

We use 'Outlook' for our mail and have two main 'personal' folders in our 'inbox' - one for each user, and a separate folder for our small business. In the personal boxes we have selected 'view by sender' so we can find mail from particular people fast and efficiently. We also use the 'view preview pane' in an effort to avoid 'apam'. In contrast though, in our business 'in box' we 'view by subject' and by 'flagged for follow-up'. Thsi enables us to prioritise our mail and ensure we answer our customers promptly and efficiently.