Name: Arun Deol Form: 10p

Name: Arun Deol Form: 10p

How can businesses make use of email. (P) Businesses use email to tell heir customers information as well as promotions and other stuff. Businesses also send emails to promote their business to people that do not know about them. This helps the business grow and expand their popularity. They also use this to send internal emails to their staff about meetings and other important stuff.

Sending an email to a number of different people. (P) Sending a email to a number of different people is a complicated task as you will have to add everyone's email to the send box. You can also bcc an email which means you could send an email to someone and someone else can view that email without you knowing about it. You could send a cc (carbon copy) this is when you send a email and do not except a reply. You might also want to hide the send email addresses as the receiver of the email could view the other recipients of the email.

Sending, receiving and opening attachments safely. (P) You should be very cautious when opening a attached file as this might be a virus. Never send/click/open/save/run email attachments that you are not expecting. Be particularly cautious about files that end with these extensions: .exe / .com / .vbs / .lnk / .pif / .scr / .bat. Sending a attachment safely is simple you just have to make sure that the total size does not exceed 25mb.

Risks of opening attachments and how to reduce the risk. (P) There are many risks involved with opening an attached file. One of these risks could be viruses within the attached file this can be prevented by having a anti virus software on your computer this will detect that you are about to download a virus and will tell you about this. Downloading a anti virus software can help you protect your computer from a lot of virus and threats to your computer.

Using appropriate subject and message text. (P) Using appropriate subject names is very important as if you use a inappropriate subject name the receiver of the email might not read it, however if you use an appropriate subject name they might view the email and respond. For example, if your boss receives emails he will ignore the emails with fast money and you may have won, if you have an appropriate subject name like if a meeting was cancelled saying that the meeting was cancelled in the subject name this will make him want to read the rest of the email as it makes sense and is realistic.

Appropriate use of Forward and Reply. (M) Replying to an email needs to be taken seriously as sometimes you could reply to a virus and this could trigger it, is could lead to them gaining all your email addresses and could put you in a very venerable position. Forwarding an email could also be very dangerous for the person you are forwarding the email to. If the email you are forwarding contains a virus in an attached file the receiver could be in a dangerous position. Replying to an email is also very easy as you do not have to manually entre the recipients email. When forwarding an email you should use bcc because this way someone else will have a copy of this if something goes wrong.

What is an email signature? An email signature is when you sign the email off with your name so the receiver knows that this email has come from someone they know and it is not a virus/an other threat. Businesses use this a lot so that if the replier wants more information they can contact them with a name. This also helps the business get popular as people might forward this email and other people will know who this email came from. AF - 1

When to use CC and BCC You should use cc if you want someone to see an email but don’t really expect a reply. For example if a teacher sends an email to another teacher about a student you would use a cc because you would not expect a reply but you would like them to see it. You should use a bcc is a hidden copy of an email. For example if you have sent an email to another teacher about there work and you would bcc miss Campbell this would mean that miss Campbell and the other teacher can view the email but the other teacher would not know that miss Campbell can see the emails as well. This also helps with backups, if your email was lost someone else will have the same email. AF - 2

Setting Priority (high and low importance) Setting priority high is telling you that the email is very important and you should read it earlier than the others. For example if there was a meeting at 1pm but was rearranged for 5pm you would send an email with high priority they are more likely to read this as it will stand out in their inbox folder. Setting priority is very important as if you keep the priority on medium and it is an important email they will not know this as you have not changed the priority and this could cause confusion. AF - 3

Setting up and using spam filters Setting up a spam filter is very easy and can be done in just a matter on minutes. This can be done by adding a list of emails and website addresses on it, this will mean that all their junk mail will bypass you and go straight to the spam filter. Using a spam filter is very important as all your unwanted email can go there this means you will only be looking at the important emails that you need. This also means that if any of these email addresses or websites send viruses they will automatically go to your spam folder and this will limit the danger of viruses. AF - 4

Use of an address book Using a address book means that all the email addresses that you add, when they send you a email, their name will come up and not their email address, this means that you will easily know who the email has come from. This also means that any emails that come from un known users will have their email address. AF - 5

Setting an automatic response (e.g. out of office) Setting an automatic response means that any emails sent between a certain time will be sent an email with your automatic response on it e.g. If you are out of the office and you have an automatic response saying that you are out of the office they will now this, if they want to contact you urgently and you will not reply for a couple of hours then this is a very good idea of letting them know. AF - 6

Name: Arun Deol Form: 10p