Email+Basics

**Today's Meet Chat for Questions, Comments, and Requests about the session**
The CMCSS email system has been provided for the internal and external communication of employees and board members. Responsible and ethical use of the email system is required. The email system may not be used for personal gain or political or religious views or in any illegal, offensive or unethical manner. Personal emails should be limited. All email is the property of CMCSS and, as such, is subject to review at any time by authorized CMCSS personnel. TECHNOLOGY ACCEPTABLE USAGE Department: Technology Policy Number: TCH-A002 Effective Date: 7/18/11 = = = = =**Email Setup And Features**=

Also, leave the discussion thread rolling so the conversation can be tracked. || ||  || Beware of using Reply All in sensitive situations and in cases where others are not involved in the situation. || ||  || Before you forward a message be sure you take time to consider if the person who sent the message would mind you passing it along. Also, be sure not to pass on sensitive information to others who may not need that information. || ||  || This can be confusing to users sometimes because they have to read a discussion thread that has been going on between others. There may be times when this appropriate, but usually you would want let someone know you will be carbon copying them on an email in advance. CC is not a good idea when sending to several recipients because it makes email addresses visible to everyone. For example, if you are sending a change of address to multiple emails or if you are sending information to multiple parents. BCC can seem sneaky in the workplace and most often should be avoided. || ||  || Do not over use this feature, because most emails are not high priority. Overuse may result in staff not opening your emails immediately or not reading them in a serious manner. || ||  || One way to organize them is to create folders. This will place an untitled folder on the left column of your screen. To change the name of the folder, just click on the name and rename it. You can right click the folder on a PC or the OWA and choose Rename. Now you can drag emails from your inbox to the folder where they will be stored for safe keeping. ||
 * ||  || ==Microsoft Outlook Program== || ==Outlook Web Access== ||
 * ===Creating A Professional Signature=== || [[file:EmailSignatureOutlook-Updated-2.doc]] ||  ||   ||
 * ===Automatic Spell Checking=== ||  || [[image:Screen Shot 2013-07-19 at 9.00.01 AM.png width="263" height="226"]] ||   ||
 * ===Correcting Individual Misspellings=== ||  || [[image:Screen Shot 2013-07-19 at 1.23.20 PM.png width="261" height="156"]] || [[image:OWA_spelling.png width="241" height="167"]] ||
 * ===Saving Attachments=== ||  || [[file:Email Attachments Updated.doc]] ||   ||
 * ===Using the Reply Feature=== || Leave the RE: so the recipient will know you are replying to original message.
 * ===Be Careful of Reply All feature=== || Reply All is a nice feature when replying to multiple people all at once.
 * ===Forward Feature=== || The forward feature is used to pass along original messages to others.
 * ===CC and BCC Lines=== || **CC**- Carbon Copy allows you to send a copy of an email to a reader that it not intended for directly so they can have the same information the reader will see.
 * BCC**- Blind Carbon Copy is only used when sending information to a lot of people but do not want each recipient see all the email addresses off the other recipients.
 * ===High Priority Flag=== || If you need to have an email to show up as High Priority you can choose this option.
 * ===Organizing Your Email=== || The amount of email received can be overwhelming.

To create a folder you will need to click your name to the left on a MAC and choose NEW then click folder on a PC or OWA right click INBOX and select NEW FOLDER. ||  ||

=6 Parts of Every Email=

1. **From-** Your name should be displayed properly in the From section. Your name will need to be capitalized and spaced correctly.
====2. **Subject Line-** This should reflect the main idea or your purpose of the email message. Limit the subject to less than 7 words, short and direct is better. It is more likely that your email will be read and responded to if the recipient understands the purpose of the message. Feel free to modify the Subject field in ongoing conversations to reflect when the direction or topic of the conversation has changed.====

3. **Greeting-** Everyone loves to be greeted in a pleasant and professional manner so be sure to take time to include a greeting on each email you send. By including a greeting you will let your recipient know you enjoy speaking with them and you are respectful of them and their time. You will need to be sure names and spelled, capitalized, and punctuated correctly. Example: Mrs. Mobley, If you prefer you could also use a greeting like one of our examples below. **Thoughtful and Professional Email Greetings** Dear Mrs. Mobley, Hello Mrs. Mobley, Good Morning, Good Afternoon, Good Day, Greetings All, Dear Barkers Mill Elementary, ====4. **Body-** This is where your message is placed. Now that you have opened with an appropriate greeting you will need to now proceed to your message directly so that your reader is not confused by your tone or too much information. Short and sweet emails are best. Here are some tips to remember when composing a clear message.====
 * Avoid typing in all capital letters. This is considered shouting.
 * Consider: What is the point you want to make in your email?
 * How do you want your reader to respond?
 * Avoid sentences with more than 20 words.
 * Always reread your email aloud to be sure the tone of the message you are sending is respectful and kind.
 * Check the email for spelling, grammar, and punctuation.

====5. **Closing-** The closing of your email is important to ensure your reader understood the tone of your message. By including a closing you will not seem demanding. Others will also appreciate the fact that you are always courteous when addressing issues with them or making requests.====

**Thoughtful and Professional Email Closings** Best regards, Sincerely, Kindest regards, Warmest regards, Thanks again, My sincere thanks for your time and consideration, Continued success, Looking forward to hearing from you, 6. **Signature-** Automatically including a signature at the bottom of your email will identify your position at school, allow others to have all the contact information necessary to reach you, as well as make you appear very professional. A sample email signature has been provided. Directions can be found at the top of this page.

=Email Etiquette= media type="custom" key="23499758"

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