Using E-mail Software Tools

• Email
• Further Education (Key Stage 5)

Using E-mail 

Using Email

Wk                                                            Topic

1                                        Introduction to Email Basics

2                                       Sending and Receiving emails

3                                       Managing Incoming Email

4                                       Responding to Email Problems

5                                       Review and Assessment

Today's Learning Objectives

Learning Outcome/s:  by the end of the lesson learners will be able to:

•  Use email software tools to compose an email message.
  
•  Attach a file to an email message.
• Understand the basics of email etiquette and safety.

Do you use email?

I Do!

I Do not!

What is Email?

Email is: 

(a form of communication)

messages distributed by electronic means from one computer user to one or more recipients via a network.

When was email invented?

1971

1984

1991

2000

Most people give Ray Tomlinson the title of email's inventor. He came up with the idea while working for ARPANET, the government-funded research project that eventually became the internet. At the time, you could only leave messages for people using the same computer.

When did email become public?

During the 1980s and 1990s, use of email became common in business, government, universities, and defense/military industries. Starting with the advent of webmail (the web-era form of email) and email clients in the mid-1990s, use of email began to extend to the rest of the public.

Approximately, How many emails are sent per day?

3,000

35,000

350,000

3.5 million

350 billion

4.37 billion people around the globe send 347.3 billion emails every day as of 2023. This number has increased by 4.23% from 2022, when people used to exchange 333.2 billion emails every day. The number of emails sent every day will increase to 392.5 billion by 2026.

Who uses email in college?

All students use email frequently.

Everyone in College

Only Tutors use email

No one!

Who has an email address
outside of college?

Most people have a personal email.

Only tech-savvy individuals maintain email.

Older generations still use email primarily.

Social media is the new email.

Why are emails important?

Emails are important for several reasons:

1. **Efficient Communication:** Email is one of the most efficient and quick ways to communicate in a professional or personal context. You can send messages to individuals or groups within seconds, making it an ideal tool for communication in both professional and personal settings.

2. **Record Keeping:** Emails provide a written record of conversations and interactions. This is invaluable for documentation, reference, and accountability. It's often used in businesses and legal matters as a record of communication.

3. **Global Reach:** Email allows you to communicate with people across the world instantly. It has no geographical boundaries, making it a global communication tool.

4. **Cost-Effective:** Sending emails is generally much more cost-effective than traditional mail or phone calls. It eliminates the need for physical postage and phone charges.

5. **Attachment of Files:** You can easily attach files, documents, images, and more to emails, making it a versatile tool for sharing information and collaborating on projects.

6. **Organization:** Most email clients offer features like folders, labels, and filters to help you organize and prioritize your messages. This makes managing a large volume of emails more efficient.

7. **Scheduling:** Many email clients include calendar features that allow you to schedule meetings, appointments, and events. This integration can help with time management.

8. **Accessibility:** You can access your email from various devices, including computers, smartphones, and tablets, which enhances flexibility and accessibility.

9. **Marketing and Promotions:** Email is a powerful tool for marketing and promotions. Organizations use email marketing campaigns to reach their target audience and provide updates, news, and special offers.

10. **Security and Privacy:** Email services often include security features such as encryption and spam filters to protect users from unwanted or malicious emails. This helps maintain personal and professional privacy.

11. **Instant Notifications:** Most email services offer instant notifications, which ensure that you don't miss important messages and can respond promptly.

12. **Archiving:** Many email services allow you to archive important emails for future reference, ensuring you have a searchable history of your communication.

In summary, emails play a crucial role in modern communication, offering efficiency, documentation, cost-effectiveness, and the ability to connect with people worldwide. They are a versatile tool for both personal and professional communication and have become an integral part of daily life.

Complete the Worksheet

Your tutor will give you a worksheet to name the different parts of the email

Watch the following video 

Complete the quiz after

0

Using a professional email address is not important in a professional setting.

1. True
2. False

Correct answers:

1. False (Using a professional email address is one aspect of quality email etiquette.)

Recipients should not be able to identify who an email is from right away.

1. True
2. False

Correct answers:

2. False (Recipients should be able to identify who an email is from right away.)

If you're responding to an email within your organization, you should use your personal email address.

1. True
2. False

Correct answers:

3. False (You should always use your company email address when responding to an email within your organization.)

Your message does not need to be clearly communicated in the subject line.

1. True
2. False

Correct answers:

5. False (Your message should be clearly communicated in the subject line.)

A clear subject line is not necessary in an email.

1. True
2. False

Correct answers:

4. False (A clear subject line is important in an email.)

Abbreviated phrases and overly casual language are acceptable in professional emails.

1. True
2. False

Correct answers:

6. False (Abbreviated phrases and overly casual language are not acceptable in professional emails.)

Emojis are always appropriate in professional emails.

1. True
2. False

Correct answers:

7. False (Emojis are not always appropriate in professional emails.)

Tom Brown's email to Miss Morgan is not an example of a professional tone.

1. True
2. False

Correct answers:

8. True

Scheduling tools can help enable more responses and lock down more meetings.

1. True
2. False

Correct answers:

9. True

Proofreading is not necessary before hitting send on a professional email.

1. True
2. False

Correct answers:

10. False (Proofreading is necessary before hitting send on a professional email.)

E- mail Etiquette

E-mail etiquette, also known as netiquette (short for network etiquette), refers to the set of guidelines and rules that govern proper behaviour and communication when using e-mail for professional or personal purposes. It helps ensure effective and respectful communication while avoiding misunderstandings and potential conflicts. E-mail etiquette is essential for maintaining a positive online reputation, building professional relationships, and promoting clear communication in a digital environment.

Match the correct e-mail etiquette aspect with its description

A. Use this to ensure that recipients are informed without revealing each other's e-mail addresses.

B. Use a polite greeting and an appropriate closing to start and end your e-mails.

C. Avoid using excessive capital letters, as it may be perceived as shouting or rudeness.

D. Double-check your e-mail for spelling, grammar, and formatting errors before sending.

E. Respond to e-mails in a timely manner, especially for urgent or time-sensitive messages.

F. Mention if you're attaching files, and ensure they are relevant to the content of the e-mail.

G. Keep your e-mails brief and to the point, using bullet points or numbered lists for complex information.

H. Tailor the tone of your e-mail based on the recipient and the context, using a more formal tone for professional communication.

I. Avoid sharing sensitive or personal information in e-mails and use secure channels for confidential communication.

J. Use this to headline to address recipients individually or as a group when replying to e-mails.

1. Subject Line

2. Proofreading

3. Replying Promptly

4. Attachments

5. Greeting and Closing

6. Avoiding SHOUTING

7. CC and BCC

8. Be Clear and Concise

9. Formal vs. Informal

10. Respect Privacy

 

OUTLOOK

OPEN YOUR EMAIL SOFTWARE

Situation: You receive an e-mail from an unknown sender asking for your full name, address, and social security number, claiming that you've won a prize. What should you do?

What to do:

- **Do**: Immediately recognize that this is a potential phishing attempt and refrain from providing any personal information.

- **Don't**: Reply to the e-mail or click on any links within the message.

Receiving an email from an unknown sender requesting your full name, address, and social security number while claiming that you've won a prize is a common phishing scam. It's essential to take precautions to protect your personal information and avoid falling victim to fraud. Here's what you should do:

Do not respond: Do not reply to the email, and do not provide any personal information. Legitimate organizations would not ask for sensitive information via email, especially from unknown senders.

Check for legitimacy: Verify the sender's email address and the content of the email. Often, phishing emails use deceptive addresses or contain spelling and grammatical errors. Be cautious of generic or suspicious-looking emails.

Contact the alleged organization directly: If you believe the prize claim might be legitimate, independently look up the contact information for the organization or company that supposedly sent the email. Use official channels to verify your win.

Use common sense: Be skeptical of unsolicited emails promising prizes, money, or gifts. If it sounds too good to be true, it probably is.

Enable email filtering: Use your email provider's spam filter and settings to block or mark suspicious emails as spam. This can help prevent future phishing attempts.

Educate yourself: Stay informed about common email scams and phishing techniques. Awareness is one of the best defenses against falling for these scams.

Report the email: Most email providers allow you to report phishing emails. Reporting them can help protect others from falling victim to the same scam.

Monitor your accounts: Regularly monitor your bank and financial accounts for any unauthorized transactions. If you provided personal information in response to such an email, consider contacting your bank or credit agency to take additional security measures.

Consider using identity theft protection: If you are concerned about your personal information's security, you might want to invest in identity theft protection services, which can help monitor and protect your personal information.

Situation: You receive an e-mail from a classmate with offensive language or hurtful comments.

What should you do?

Situation: You keep receiving promotional e-mails from an online store, even though you never signed up for their newsletter.

What should you do?

Situation: You keep receiving promotional e-mails from an online store, even though you never signed up for their newsletter.

What should you do?

On a scale of 1-5, how well do you understand the content so far?

Very Confident

Confident

Neutral

Not Confident with some parts

Not confident at all

Write down 3 things you learned in this lesson.

Have students enter three things they learned in this lesson. With this they can indicate their own learning efficiency of this lesson.

Write down 2 things you want to know more about.

Here, students enter two things they would like to know more about. This not only increases involvement, but also gives them more ownership.

Ask 1 question about something you haven't quite understood yet.

The students indicate here (in question form) with which part of the material they still have difficulty. For the teacher, this not only provides insight into the extent to which the students understand/master the material, but also a good starting point for the next lesson.

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