{

Email Etiquette Handbook

FeatureCreating an email

Font, colour and sizes

etc

Sending an email

Sending using Cc

Sending using Bcc

Creating a signature

Including pictures in main email

High importance

Requesting a read and delivery receipt

Send with an attachment

Open email

Reply to email

Forward an email

Open & save an attachments

Delete emails

Empty deleted items

Use of “Filter”

Automatic reply

How to “find someone”

Block or allow senders

Selecting a theme

Add contacts to address book

Send using address book

Change password

The first step is to log in to Microsoft Email using your own email address.

Then to create a new email click ‘new’ and then ‘message’.

This box will appear and then you can decide who you want to write your email to.

If you want you can write one word to summarize what your email is about in the ‘subject’ box.

Then start writing your email underneath.

Creating an email

(Enter recipient

here.)

Font, colour and sizes etc.

ItalicsBold – if you want to make a word stand out.

Size – to change how big the text appears to the eye.

Font – to change the look of the text

Underlining tool – if you want to underline a word or sentence.

Click here to change the colour.

Here is how you insert number points.

Here is how you insert bullet points.

How to highlight words.

Once you’ve finished writing your email click the ‘Send’ button and then your email will be in your recipient’s inbox and all you have to do then is wait for them to reply.

Sending an Email

This stands for Carbon Copy.

Cc is to send to someone who isn’t directly concerned but wants to quickly read over the email e.g. the head teacher to see how well a supply covered a class.

Sending using Cc

Bcc stands for Blind Carbon Copy.Which is similar to CC except the email address of the recipients specified in the field do not appear in the received message header and the recipients in the To or Cc fields will not know that a copy sent to these address.

Using Bbc

1.First Click on options.

2.Then this box will appear.

3.After that then click ‘Show Bcc’.

4. Then click ok and it will show the Bcc in your email.

Creating a signatureFirstly click on ‘options’ and then ‘see all options’.

Then click on ‘settings’.

Type in what you want your signature to be in this box.

When your done click ‘save’.

Make sure you tick this box.

Including pictures in main Email At the top there is

a line of tools and you will want to click on the paper clip labelled ‘Attach File’.

Your documents will then appear and you will want to select the image you want to be attached to your email.

Once you have selected it click ‘open’.

Create a new Email as usual.

Then you have attached your chosen picture into your email so all you will need to do is completeyour email and then send.

High Importance

Create a new email as usual.

Along the top where the tools are should be a red exclamation. Click on this and then your email will come up as ‘Urgent’ in your recipient’s inbox.

This could be used if a teacher wanted the head teacher to come into their lesson quickly if something was wrong and they needed help with e.g. a student running out of class.

Requesting a delivery and read receipt

Create a new email as usual.

Click ‘Options’ at the top by all the tools.

Then you will get the choice if you want to turn on ‘Request a delivery receipt for this message’ or ‘Request a read receipt for this message.A delivery receipt means you will get a receipt to show when your email has been delivered.

Where as a read receipt means if you want a receipt to show when your recipient has read your email.

Send with an attachmentCreate a new Email as usual.

At the top there is a line of tools and you will want to click on the paper clip labelled ‘Attach File’.

Your documents will then appear and you will want to select the file you want to be attached to your email.

Once you have selected it click ‘open’.

Then you have attached your file into your email so all you will need to do is complete your email and then send.

Open EmailWhen you receive an email, to open it you will want to click on your inbox.

It will then come up with all of your emails. When it has a letter next to it like this, it means that you have not opened it yet.

Click on it and then the email will come up to the right.

Reply to an Email

Once opened your new email, to the right will be a selection of arrows. To reply to an email you will want to click on the single purple arrow.

It will then automatically come up with this where it will show the email you are replying to underneath where you will type your reply.

Forward an email

Once opened your new email, to the right will be a selection of arrows. To forward an email you will want to click on the single blue arrow.

It will then automatically come up with this where it will show the email you are wanting to forward underneath where you can type a short message explaining why you are wanting to forward it and decide who you want to send it to.

Open & Save attachmentsFirst open the email with the attachment that you want to save.

Right click on the image and select ‘save picture as…’

It will then come up with your documents where you can decide where you want to store this image.

Type here to change the file’s name.

Delete EmailsOpen up your inbox.

Click on the email you want to select. It will then open

the email so you can read it, to the right.

Once selecting your email which you wish to delete, click the delete button on your keyboard. It can be either of these

buttons. They will both work and do the same trick.

Once pressed you email has successfully been deleted.

Empty deleted items

Click on ‘Deleted Items’ to the left of your emails.

It will then show all of the emails you have recently deleted.

At the top will be a selection of options. Click ‘Empty’.

It will then come up with a reminder to make sure you definitely want to delete all your deleted items. This is the last chance you get if you want to restore them remember!

Use of “filter”

This is helpful as it is used to help organise your email so you can find emails quickly and easier without looking through all your emails.

Click ‘Filter’ and then loads of different options will drop down.

How to “find someone”

Click ‘Find Someone’ in the top right corner.

Type in the box the person you want to find.

Underneath, the computer will come up with some sugestions as to who you are wanting to find.

Automatic ReplyClick options in the top right corner and then ‘See all Options’.

To the left select ‘Organise E-mail’.

Then click ‘Automatic Replies’.

Make sure you tick the box which says ‘Send automatic replies’.

Type here what you would like to send back, in other words what you would like to reply

Select a themeClick ‘Options’ in the top right corner.

Then this will drop down and at the bottom it will say ‘select a theme’ and there will be 8 different designs you can pick from.

If you want more designs, use the arrows to see other options.

Click on the one you like with the mouse.

Then it will change your theme by the header, and the colour of all your option tools etc.

Block or allow sendersFirstly click on ‘options’ and then ‘see all options’.

Secondly to the left click ‘Block or Allow’.

In this box, type the names of the people you want to block. This means that there emails will go straight to junk mail when they email you.

This box is for people who are allowed to email you and that you trust.

Add contacts to address book

In the bottom left click ‘Contacts’.

Then a page like this will appear. Click ‘new’ and then ‘contact’.

Then this will appear. Type in the persons personal details.

Remember to scroll down!

Once finished click ‘Save and Close’.

After saving, your new contact will appear with all their information and you’re done.

Send using address book

Create a new email as usual.

Click the 5th button in which looks like a library book.

Then all your contacts will appear. Select the person from your address book that would like to email and you’re done with using your address book.

Change PasswordClick options in the top right corner and then ‘see all options’.

Then click on ‘change your password’.

This page will then appear.

Once you’ve typed your new password in, remember to click ‘save’.

Be specific and clear Make sure to always spell check before pressing “send”. Go through and read it thoroughly and check it all makes

sense. Don’t open an email if you do not recognise the sender as it

could be rude or offensive. Avoid spam filter traps e.g. CAPS LOCK, sloppy HTML, too

many exclamation marks!!!!!!

5 Top tips of using and sending efficient emails