EMAIL

1. EMAIL Communicating electronically: one computer to another computer

2. Email Requirements • Computer • ISP: Internet Service Provider • Email Address

3. Email Address • No spaces between any of the 3 parts • Username: gjohnson • ISP: @qwest • Domain: net gjohnson@qwest.net Yname@davis.k12.ut.us

4. Types of Domains EDU GOV MIL COM NET INT ORG

5. Types of Domains com Commercial edu Education gov Government int International mil Military net Network org Organization (non-profit)

6. What Can You Do With Email? • Delete It • Move or Save It • Print It • Forward It • Reply to It

7. It is more important than ever that today’s business students learn the concepts and appropriate applications of email systems rather than only the keystrokes

8. Advantages of Email • Information can be distributed faster to many people • People can respond faster • Saves Time and Money • Time zones—No Problem • Eliminates telephone tag • Can read at one’s own convenience • Messages composed and delivered any time regardless of holidays or weekends.

9. Disadvantages of Email • Email is not private • Permanent record of email message is stored by ISP—even deleted messages • Email can be placed under subpoena • Once sent, it cannot be retracted (there are exceptions) • You lose control. Any email can be forwarded easily by the recipient to anyone the recipient chooses

10. Guidelines for Email • One subject per message: ALWAYS USE SUBJECT LINE • What would your reaction be to the message? • Message needs to be correct, concise, and clear • Maintain goodwill of recipient • Use paragraphs • When replying only include enough of the original message to make sense. • Remember common courtesies like “Please” and “Thank you”

11. Guidelines Continued • Be sure to proofread and spell check all your emails. • If your email does not have a spell check program, type the message in Word then you can spell check it there. You can then copy your message into your email program. • Capitalize I and the beginning letter in sentences.

12. Contacts/Address Book • If you are going to be using an email address more than once, you will probably want to include it in your contacts (address book). • You can include additional information (i.e. address, telephone number, birthday) in your address book.

13. Distribution Lists • A distribution list is a collection of contacts. It provides an easy way to send messages to a group of people. • You can easily add and delete names in a distribution list, send it to others, and print it.

14. Cc and Bcc • Cc is an abbreviation for carbon copy. If you add a recipient's name to this box in a message, a copy of the message is sent to that recipient, and the recipient's name is visible to other recipients of the message. • Bcc is an abbreviation for blind carbon copy. If you add a recipient's name to this box in a message, a copy of the message is sent to that recipient, and the recipient's name is not visible to other recipients of the message.

15. Signature • Use signature on your messages • Usernames can be anonymous • Your personal business card • Search the Help feature within your email program for steps to create a signature ***************************************** Shelly Iosefa Business Department Have a great day! ******************************************

16. Netiquette • Proper protocol when using email • What’s acceptable and what is not • By using email you agree to abide by the protocol • CAPS = shouting • SPAM: unwelcome email and advertisements

17. Emoticons • Transmits an emotion in email :) or :-)Expresses happiness, sarcasm, or joke :( or :-(Expresses unhappiness :] or :-]Expresses jovial happiness :[ or :-[Expresses despondent unhappiness :D or :-D Expresses jovial happiness :I or :-I Expresses indifference :-/ or :-\Indicates undecided, confused, or skeptical. Also :/ or :\.:Q or :-Q Expresses confusion:S or :-S Expresses incoherence or loss of words :@ or :-@Expresses shock or screaming :O or :-O Indicates surprise, yelling or realization of an error ("uh oh!")

18. Acronyms • Abbreviations used for common phrases. • Recipient needs to know the acronym’s meaning • AAMOF: as a matter of fact • BBFN: bye bye for now • BFN: bye for now • BTW: by the way • BYKT: but you knew that • CMIIW: correct me if I'm wrong • <G>Grinning • <J>Joking • <L>Laughing • <S>Smiling • <Y>Yawning

19. Emoticons and Acronyms • Do not overuse these items because many people may not know what they mean. • These are not usually used in business correspondence or formal emails. • These are usually used with your friends or in chat rooms.