How to create Email at Gmail.com and Yahoo.com

Internet

amirul-islam
Slide 1 Email Creation Gmail/Yahoo Email Basics Send & receive digital messages and content over the internet Productivity Tool Calendar Address book Web-based email can be accessd anytime & anywhere Email is a way to send and receive digital messages and content over the internet. Some of the advantages of email are: Productivity tools: Most email accounts are usually packaged with a calendar, address book and more for convenience and productivity. You also have access to Web Services: If you want to sign up for accounts like Facebook, or order products from services like Amazon, you will need an e-mail address, so you can be safely identified and contacted. Easy Mail Management: Email service providers have tools to allow you to file, label, prioritize, find, group, and filter your emails for easy management. You can also control your spam and junk mail. Private: Your email is delivered to your own personal and private account with a password required for accessing and reading your emails. Emails allow you to communicate with multiple people: You can e-mail to multiple people at once allowing you the option of having a conversation with several people or sending out a message to a hundred people. You can access your email anywhere and at any time: You don’t have to be at home to access your web-based e-mail. You can access it from any computer or mobile device. 2 Email Addresses Format: Username @ Provider’s domain Ex. peter101@yahoo.com Free Email Account Providers: Yahoo Microsoft’s Hotmail Google’s Gmail To receive emails, you will need an email account and an email address. Also, if you want to send emails to other people, you will need to obtain their email addresses. It's important to learn how to write email addresses correctly, because if you do not enter them exactly right, your emails will not be delivered or they might be delivered to the wrong person. Email addresses are always written in a standard format that includes a username, the @ (at) symbol and the email provider's domain. The username is the name you choose to identify yourself and the email provider is the website that hosts your email account. Today, the top three free webmail providers are Yahoo, Microsoft's Hotmail, and Google's Gmail. These providers are popular because they allow you to access your email account at any time through their website at yahoo.com, hotmail.com or gmail.com. You can also set up and access your email account with these providers through the user-friendly email apps on your mobile devices. 3 Setting up a Gmail Account Go to: www.gmail.com Click here to Create your Account 4 Go to www.gmail.com Next click on the create an account button 4 Creating a Gmail Account Enter a password Enter or choose a security question or write your own. 5 Next choose a password. I would choose one with numbers and letters and maybe a capital letter. You will notice when I built my password I used caps and numbers which made my password strong. Next you have the ability to use the drop down box to choose a security question or write your own. In my example I chose to write my own. You now have the option to put another email address in to be used should you ever encounter problems or forget your password. If you do not have another email address, you may leave this field blank. You also have the option to stay signed in when you are on the computer. I would recommend unchecking this box so that when you are no longer at the computer and you close your account no one can read or send emails from your account. 5 Creating a Gmail Account Type in your birthdate month/day/year Type in the word in the “word verification” box Click on the I accept. Create my account button You can either use Google as your home page or a tab on your home page 6 Type in your month/day/year as shown on the screen. Don’t forget to add the “slashes” or it will not work. Next enter the “word verification” into the box. I know sometimes they are not easy to read; however, should you get it wrong, it will simply give you another word to enter. In the past it once took me 5 times before I could understand the letters, so don’t get discouraged. Once that is done click on the “I accept. Create my account button”. Then a pop up window will appear asking you to select Google as your homepage or adding a tab to your homepage. I have selected to have Google as my homepage. 6 Creating a Gmail Account Congratulations Click on Show me my account 7 Congratulations, now click on the “Show me my account” button. 7 Gmail Inbox for your Account Notice the 3 email from Google in your inbox 3 tutorials explaining some of the features of Gmail. 8 This is the inbox for your Gmail account. Notice the 3 emails from Google. Each of these are a tutorial of some of the features in Google mail. 8 Composing a “New Message” Click on “New” or “Compose” Contacts Like an address book Contains email addresses & contact information 9 Properly Addressing a Message Subject: Brief description CC (Carbon Copy) To include other people in an email message BC (Blind Carbon Copy) Addresses will not be visible to other parties. Attachments Attach or Upload files 10 • It’s important to include a brief description of what your email is about in the subject line. This is a courtesy to the recipient and helps them to efficiently decide which emails to read, if their time is limited. It also makes it easier to search for an email at a later date. • CC: stands for carbon copy and is often used in the workplace. You may want to include other people in an email message to keep them informed, even though they may not be the recipient of the email. You can do this by entering their email address in the CC box. • BC: stands for blind carbon copy. Just like CC it copies other people; however, those recipients (and their addresses) will not visible to others in the email. • Attachments & Uploads: You can attach or upload digital files for documents, images, videos, and presentations and more to your email. These attachments can be opened or downloaded by the recipients. 10 Draft or Send Draft: Save it to send later Send Only click on when the message is complete and ready to go. 11. • Drafts: contain email messages that you have composed, but have not sent. When composing a message, you can click on save to save your message to the drafts folder until you are ready to finish the message or send it. • Send: When your email is complete, you will click on the “send” to deliver it to the recipients. 11 Inbox Shows all incoming mail you have received Click on the email to read it. All unread emails are usually marked in bold text 12 12 Reply or Reply All Reply When you want to respond to an email New window will appear to compose your message Reply All The message will be sent to all parties in the email. **Caution** Always check the “To” box before hitting the “send” button to avoid embarrassment of sending it to the wrong people. 13 When you receive an email from someone, you can click on the “reply” to respond to someone. A new window will appear with the original message in the body. You can now compose your response and click the “send” button. Reply All Sometimes an email has been sent to other people besides yourself. When you respond to these emails, you need to decide if you want to respond to just the sender or all of the recipients. If you want the message to be sent to everyone, you can click on the “reply all’ button. To avoid trouble or embarrassment, it is a good idea to double check the “To” box before you click “send” to make sure your message is being delivered to the right recipient. 13 Forwarding an Email Forward Share an email message with another individual 14 When you want to share an email message that you have received, you can click forward to send it to another person. 14 SPAM or Junk Email Spam Carries viruses and fraudulent scams Do NOT open it Move it to the Spam Folder Do NOT open files with a attachment that has a file extension ending in: .exe .zip .scr 15 Just like at home in your mailbox, at some point you will receive Junk Email or Spam. Spam often carries viruses or fraudulent scams, so you don’t want to open these messages. Usually your email provider will filter these suspicious emails into a Spam folder, but if you get one in your inbox, you should select the checkbox to the left of the message and click on the “Spam” button. This lets your email provider know that this is Spam and to block it from your inbox in the future. Don’t open files with the extensions such as: .exe, .zip, or .scr. These could contain hazardous files that could destroy or steal information. You should occasionally open your Spam Folder and see if any pertinent messages that you need got caught in the Spam Folder and you can send those to your inbox and allow them to bypass the Spam Folder in the future. 15 Folders or Labels Folders or Labels Allow you to organize your emails for quicker reference. 16 Most email providers have features that allow you to build folders to organize and manage your incoming emails. Others let you group emails with labels for topics like Family, Facebook, EBay etc. 16 Trash or Deleted Items Deleted Items To delete click on the “Delete” Command Once it is deleted from the trash folder “it’s gone” Trash Folder Items in the trash folder are accessible 17 To delete a message you simply click on the “delete” command. Some email providers will allow you to retrieve a deleted message from the trash. However, once it is deleted from the trash it is unrecoverable. Other providers allow you to archive a message, which, moves it out of your inbox, but does not permanently delete it. 17 Email Etiquette Email Do’s: Keep emails clear and concise Use a relevant subject line Add a greeting and closing line to your email "Dear Angela” Closing Sincerely Thanks Followed by your name Be aware of your tone in your email 18 Like any form of online communication, it's important to practice good etiquette and safety when using email. Etiquette is a set of rules or guidelines that people use to communicate better and aid in other social interactions. Using good email etiquette can help you get your point across and show that you are considerate of the person that you are talking to. You should also be aware of important safety tips that you can use to protect yourself from things like malware or phishing. Email Do's: • Keep emails clear and concise. Make sure that your recipient can tell what the email is about. Avoid rambling, but provide enough detail to make the point of the email clear. • Use a relevant subject line. The subject line lets the recipient know what to expect in the email. Make it clear and relevant. • Add a greeting and closing line to your email. Just like a written letter, it's nice to add a greeting such as "Dear Amelia," and a closing line such as "Sincerely" or "Thanks" followed by your name. •Be aware that your tone may not be obvious in an email. Your recipients may not be able to recognize irony and sarcasm in your emails, and this can lead to misinterpretation or confusion. It's best to phrase things in the clearest way possible. 18 Email Etiquette (cont.) Check your email before sending Check it for spelling and grammar errors Check the content and wording Check your recipients To CC BCC 19 Before sending your email, it’s a good habit to always check your email before sending it. You need to check for spelling and grammar errors. Don’t just rely on spell check, because we all know that spell check will see that a word is correct in spelling; however, it may be the wrong word in reference to content. Always check your recipients too to make sure that you are not mailing to the wrong person. This is crucial especially if you are sending sensitive information that should not be seen by anyone other than the party you want to send it to. Not checking your recipients could place you in an uncomfortable situation, so protect yourself by double checking before sending. 19 Email Etiquette Email Don’ts Don’t use caps lock An overlong signature Don’t use hard-to-read fonts or colors Don't overuse Reply to All Don't try to cover too many topics Don't forward chain emails 20 Let’s talk about some don’ts. • Using caps lock. Writing in all caps is equivalent to shouting. Your recipient may mistakenly think that you're angry, which can backfire (especially in a business email). Also, emails written in all caps are harder to read. • Using an overly long signature. It may be tempting to create an elaborate signature that includes your name, title, address, multiple phone numbers, a Facebook or Twitter link, a picture, a quote, and other information. However, this can quickly turn into a ten-line signature, which may make it harder for your recipients to know how you prefer to be contacted. Instead of including all of your contact info, it's better to focus on your most important or preferred contact info. • Using hard-to-read fonts or colors. Your email service may have various text formatting options, but you should be aware that some of them may make your emails difficult to read. In many cases, too much text formatting can also look unprofessional or annoying. • Overuse of Reply to All. Ask yourself whether every person in the group needs to see your reply. If you're only intending the message for one person, use Reply. On the other hand, if you want to keep everybody in the group informed use Reply to All. • Trying to cover too many topics. If you find that your email is covering several unrelated topics, consider splitting it into separate emails. • Forwarding chain emails, even if they sound interesting. Chain emails can quickly spread throughout the world because they are forwarded to large numbers of people, who then forward them to even more people, and so on. Many of them are hoaxes, and even the ones that aren't may irritate your recipients. 20 Professionalism in Emailing Professionalism Not too informal No profanity Never convey anger Always read your emails before sending Don’t discuss confidential information Think before you send! 21 Even though an email may be less formal than a written letter, you should avoid being too informal. This is especially important when you are contacting a person for the first time. Once you get to know someone, you can then become less formal. Profanity or Anger: Using profanity in a business email is unprofessional and in some cases could get you in serious trouble. Remember once you send the message, you can’t get it back so watch what you are saying and how the person who is receiving this message is going to receive it. Sometimes emails can be taken out of context so watch what you write. It’s a good habit to re-read your emails before hitting the “send” button. Keep it Professional: Never convey anger, use profanity or make racist or sexist remarks. Remember, inappropriate words or images sent via email can come back to haunt you. Avoid using ALL CAPS. This is interpreted as yelling. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks - even if they are meant to be a joke. Don’t Discuss Confidential Information: Most email is insecure unless it has been encoded or encrypted. So, sending an email is like sending a postcard for many eyes to see. Don’t send confidential information. Think Before You Send: Don’t treat email casually. Play it safe. In general, don't write anything in email that you wouldn't feel comfortable saying in a crowded elevator. 21 Companies are Monitoring Businesses today are monitoring Don’t use your work email to write anything derogatory Social Media Is monitored Beware what you post 22 Be aware that your company may read your email. Using your work email to write anything derogatory about your co-workers is a bad idea, and it could come back to haunt you later. Also you should never use your work email to forward jokes that are offensive or inappropriate for the office. Emailing, texting and social networking may be second nature forms of communication for many of us, but it seems like every day we are encountering more and more stories about people getting into real trouble due to embarrassing emails or online postings. What about this medium makes us write and post things that we would likely not say to an individual face to face? Perhaps the impersonal nature of the technology makes us feel safe, even when the reality sometimes proves just the opposite. 22 Yahoo e-Mail Tutorial Getting to Yahoo email Starting Yahoo email Creating an Account Receiving emails Creating an email Sending an email Settings and Sign Out Stop Previous Next Index 23 Type www.yahoo.com.au into the address bar of your browser. This will take you to the Yahoo site Note: the address will appear as http://au.yahoo.com Click on the either the “Yahoo7 Mail” button or the "Mail" icon to begin Getting To Yahoo Mail Stop Previous Next Index 24 Starting Your Mail If you have an account, type your ID and password in here and then click the “Sign In” button If you do NOT have an account, click on the “Create New Account” button Make sure you have the “Stay signed in” box UNCHECKED – especially if you are using a public computer Stop Previous Next Index 25 Creating an Account (1) Fill in the required information Tip: Use the TAB key on the keyboard to move to the next box – this way you will not miss anything 1. Click in the box and type in your first name. Then, in the next box, type your last name: Tip: for security reasons do not use your real surname – instead, use the first 3 or 4 letters or make something up 2. Select and type in a Login Name - this will be your Yahoo identity and will form part of your email address 3. Then click on the “Check” button Stop Previous Next Index 26 It is possible that the name you have chosen may be unavailable If it is not available you can either: a) choose one of the suggested names by clicking on the name or b) try typing another name Tip: choose carefully because this will be the name of your email address Click the “Check” button again until you find an available name Creating an Account (2) Stop Previous Next Index 27 Here we have tried a few alternatives until we have found the name “petbur15” to be available 4. You will now need to create a password for your account Tip: try to think of a password that you will easily remember Creating an Account (3) Stop Previous Next Index 28 You will need to type a password with a minimum of 6 characters, preferably a combination of letters and numbers. For security purposes, the characters that you type will not be visible Tip: write down your password straight away so you don’t forget it As you type your password, Google will tell you whether your password is weak or strong 5. You will need to re-type your password to verify that you typed it correctly the first time Creating an Account (4) Stop Previous Next Index 29 6. You will now have to establish two security questions This is required to recover either your password or account name should you ever forget either of these Click on the “selector arrow” for the drop down menu to appear You can choose either a suggested Security Question or you can write your own question(s) Creating an Account (5) Stop Previous Next Index 30 Select the question you would like to use by putting your mouse pointer over the suggested Security question and then clicking the mouse button or Click on the “Type your question here” option and type in your own question Type the answers to your security questions in each of the “Your Answer” boxes Creating an Account (6) Stop Previous Next Index 31 7. You will need to complete the Verification process This is required to ensure that you are actually a real person completing the form This involves typing the distorted characters in the image into the box beneath Tip: Be careful to type the characters correctly otherwise your submission will be rejected and you may have to fill the entire form again. Click on “Audio code” if you find the writing too hard to understand wtvhz47 Creating an Account (7) 8. Finally, when you are sure everything is alright - click the “Create My Account” button Stop Previous Next Index 32 If your application is rejected like this example, don’t worry. This often happens on the first attempt. Yahoo will highlight, in red writing, the parts which need to be corrected The verification characters are sometimes hard to recognise. They are meant to be difficult to recognise for security reasons. Don’t worry, just try typing them again. Note: the verification characters will change upon every re-try. Creating an Account (8) Stop Previous Next Index 33 This page reports back all the information that you have provided CHECK IT CAREFULLY and make sure that you have indeed typed what you thought - especially your Yahoo ID When you are satisfied that everything is correct, click on the "Continue" button Note: your email address is your_yahoo_id@yahoo.com.au Creating an Account (9) Uncheck this box if you do not want to receive advertising emails Stop Previous Next Index 34 Click on "Inbox" to view a “list” of emails you have received These are the emails you have received. They can be opened by clicking on any of the text Note: any darkened text indicates that the email has not yet been opened. Receiving emails This row of options will help you “manage” your emails Stop Previous Next Index 35 Click on the “Compose Message” button to create a new email Insert the Subject (or Title) of your email in this space Start writing your email by clicking in this area Creating an email (1) Stop Previous Next Index 36 Use the “Save as Draft” button if you need to leave an unfinished email to complete later Use these buttons to format your email Click on “Attachments” to add any documents you wish to send with your email Creating an email (2) Click on “Check Spelling” to word check your email Stop Previous Next Index 37 Insert the email address of the person/s you wish to send an email Tip: Do this at the very end to ensure that you do not accidentally send the email before you have finished Click the “Send” button when you have completed and checked everything Sending an email Use the “Cc” and “Bcc” buttons to add other recipients for your email Stop Previous Next Index 38 It is wise to click on the "Sign Out" option when you are certain you are finished, especially if you are on a public computer Click on the “Options” button to modify your email settings Settings and Sign Out Stop Previous Next Index 39 Enjoy Experiment Have Fun Stop Previous Index Stop Previous Next Index 40 Thanks Md Amirul Islam Rajib Managing Director, RangpurSoft. Phone: +8801719421526, President, Freelancer Association of Bangladesh, Rangpur District. www.facebook.com/RangpurSoft Skype: Websolution.amirul BASIS outsourcing Award winner 2012-2013,2013-2014.
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Slide 1 Email Creation Gmail/Yahoo Email Basics Send & receive digital messages and content over the internet Productivity Tool Calendar Address book Web-based email can be accessd anytime & anywhere Email is a way to send and receive digital messages and content over the internet. Some of the advantages of email are: Productivity tools: Most email accounts are usually packaged with a calendar, address book and more for convenience and productivity. You also have access to Web Services: If you want to sign up for accounts like Facebook, or order products from services like Amazon, you will need an e-mail address, so you can be safely identified and contacted. Easy Mail Management: Email service providers have tools to allow you to file, label, prioritize, find, group, and filter your emails for easy management. You can also control your spam and junk mail. Private: Your email is delivered to your own personal and private account with a password required for accessing and reading your emails. Emails allow you to communicate with multiple people: You can e-mail to multiple people at once allowing you the option of having a conversation with several people or sending out a message to a hundred people. You can access your email anywhere and at any time: You don’t have to be at home to access your web-based e-mail. You can access it from any computer or mobile device. 2 Email Addresses Format: Username @ Provider’s domain Ex. peter101@yahoo.com Free Email Account Providers: Yahoo Microsoft’s Hotmail Google’s Gmail To receive emails, you will need an email account and an email address. Also, if you want to send emails to other people, you will need to obtain their email addresses. It's important to learn how to write email addresses correctly, because if you do not enter them exactly right, your emails will not be delivered or they might be delivered to the wrong person. Email addresses are always written in a standard format that includes a username, the @ (at) symbol and the email provider's domain. The username is the name you choose to identify yourself and the email provider is the website that hosts your email account. Today, the top three free webmail providers are Yahoo, Microsoft's Hotmail, and Google's Gmail. These providers are popular because they allow you to access your email account at any time through their website at yahoo.com, hotmail.com or gmail.com. You can also set up and access your email account with these providers through the user-friendly email apps on your mobile devices. 3 Setting up a Gmail Account Go to: www.gmail.com Click here to Create your Account 4 Go to www.gmail.com Next click on the create an account button 4 Creating a Gmail Account Enter a password Enter or choose a security question or write your own. 5 Next choose a password. I would choose one with numbers and letters and maybe a capital letter. You will notice when I built my password I used caps and numbers which made my password strong. Next you have the ability to use the drop down box to choose a security question or write your own. In my example I chose to write my own. You now have the option to put another email address in to be used should you ever encounter problems or forget your password. If you do not have another email address, you may leave this field blank. You also have the option to stay signed in when you are on the computer. I would recommend unchecking this box so that when you are no longer at the computer and you close your account no one can read or send emails from your account. 5 Creating a Gmail Account Type in your birthdate month/day/year Type in the word in the “word verification” box Click on the I accept. Create my account button You can either use Google as your home page or a tab on your home page 6 Type in your month/day/year as shown on the screen. Don’t forget to add the “slashes” or it will not work. Next enter the “word verification” into the box. I know sometimes they are not easy to read; however, should you get it wrong, it will simply give you another word to enter. In the past it once took me 5 times before I could understand the letters, so don’t get discouraged. Once that is done click on the “I accept. Create my account button”. Then a pop up window will appear asking you to select Google as your homepage or adding a tab to your homepage. I have selected to have Google as my homepage. 6 Creating a Gmail Account Congratulations Click on Show me my account 7 Congratulations, now click on the “Show me my account” button. 7 Gmail Inbox for your Account Notice the 3 email from Google in your inbox 3 tutorials explaining some of the features of Gmail. 8 This is the inbox for your Gmail account. Notice the 3 emails from Google. Each of these are a tutorial of some of the features in Google mail. 8 Composing a “New Message” Click on “New” or “Compose” Contacts Like an address book Contains email addresses & contact information 9 Properly Addressing a Message Subject: Brief description CC (Carbon Copy) To include other people in an email message BC (Blind Carbon Copy) Addresses will not be visible to other parties. Attachments Attach or Upload files 10 • It’s important to include a brief description of what your email is about in the subject line. This is a courtesy to the recipient and helps them to efficiently decide which emails to read, if their time is limited. It also makes it easier to search for an email at a later date. • CC: stands for carbon copy and is often used in the workplace. You may want to include other people in an email message to keep them informed, even though they may not be the recipient of the email. You can do this by entering their email address in the CC box. • BC: stands for blind carbon copy. Just like CC it copies other people; however, those recipients (and their addresses) will not visible to others in the email. • Attachments & Uploads: You can attach or upload digital files for documents, images, videos, and presentations and more to your email. These attachments can be opened or downloaded by the recipients. 10 Draft or Send Draft: Save it to send later Send Only click on when the message is complete and ready to go. 11. • Drafts: contain email messages that you have composed, but have not sent. When composing a message, you can click on save to save your message to the drafts folder until you are ready to finish the message or send it. • Send: When your email is complete, you will click on the “send” to deliver it to the recipients. 11 Inbox Shows all incoming mail you have received Click on the email to read it. All unread emails are usually marked in bold text 12 12 Reply or Reply All Reply When you want to respond to an email New window will appear to compose your message Reply All The message will be sent to all parties in the email. **Caution** Always check the “To” box before hitting the “send” button to avoid embarrassment of sending it to the wrong people. 13 When you receive an email from someone, you can click on the “reply” to respond to someone. A new window will appear with the original message in the body. You can now compose your response and click the “send” button. Reply All Sometimes an email has been sent to other people besides yourself. When you respond to these emails, you need to decide if you want to respond to just the sender or all of the recipients. If you want the message to be sent to everyone, you can click on the “reply all’ button. To avoid trouble or embarrassment, it is a good idea to double check the “To” box before you click “send” to make sure your message is being delivered to the right recipient. 13 Forwarding an Email Forward Share an email message with another individual 14 When you want to share an email message that you have received, you can click forward to send it to another person. 14 SPAM or Junk Email Spam Carries viruses and fraudulent scams Do NOT open it Move it to the Spam Folder Do NOT open files with a attachment that has a file extension ending in: .exe .zip .scr 15 Just like at home in your mailbox, at some point you will receive Junk Email or Spam. Spam often carries viruses or fraudulent scams, so you don’t want to open these messages. Usually your email provider will filter these suspicious emails into a Spam folder, but if you get one in your inbox, you should select the checkbox to the left of the message and click on the “Spam” button. This lets your email provider know that this is Spam and to block it from your inbox in the future. Don’t open files with the extensions such as: .exe, .zip, or .scr. These could contain hazardous files that could destroy or steal information. You should occasionally open your Spam Folder and see if any pertinent messages that you need got caught in the Spam Folder and you can send those to your inbox and allow them to bypass the Spam Folder in the future. 15 Folders or Labels Folders or Labels Allow you to organize your emails for quicker reference. 16 Most email providers have features that allow you to build folders to organize and manage your incoming emails. Others let you group emails with labels for topics like Family, Facebook, EBay etc. 16 Trash or Deleted Items Deleted Items To delete click on the “Delete” Command Once it is deleted from the trash folder “it’s gone” Trash Folder Items in the trash folder are accessible 17 To delete a message you simply click on the “delete” command. Some email providers will allow you to retrieve a deleted message from the trash. However, once it is deleted from the trash it is unrecoverable. Other providers allow you to archive a message, which, moves it out of your inbox, but does not permanently delete it. 17 Email Etiquette Email Do’s: Keep emails clear and concise Use a relevant subject line Add a greeting and closing line to your email "Dear Angela” Closing Sincerely Thanks Followed by your name Be aware of your tone in your email 18 Like any form of online communication, it's important to practice good etiquette and safety when using email. Etiquette is a set of rules or guidelines that people use to communicate better and aid in other social interactions. Using good email etiquette can help you get your point across and show that you are considerate of the person that you are talking to. You should also be aware of important safety tips that you can use to protect yourself from things like malware or phishing. Email Do's: • Keep emails clear and concise. Make sure that your recipient can tell what the email is about. Avoid rambling, but provide enough detail to make the point of the email clear. • Use a relevant subject line. The subject line lets the recipient know what to expect in the email. Make it clear and relevant. • Add a greeting and closing line to your email. Just like a written letter, it's nice to add a greeting such as "Dear Amelia," and a closing line such as "Sincerely" or "Thanks" followed by your name. •Be aware that your tone may not be obvious in an email. Your recipients may not be able to recognize irony and sarcasm in your emails, and this can lead to misinterpretation or confusion. It's best to phrase things in the clearest way possible. 18 Email Etiquette (cont.) Check your email before sending Check it for spelling and grammar errors Check the content and wording Check your recipients To CC BCC 19 Before sending your email, it’s a good habit to always check your email before sending it. You need to check for spelling and grammar errors. Don’t just rely on spell check, because we all know that spell check will see that a word is correct in spelling; however, it may be the wrong word in reference to content. Always check your recipients too to make sure that you are not mailing to the wrong person. This is crucial especially if you are sending sensitive information that should not be seen by anyone other than the party you want to send it to. Not checking your recipients could place you in an uncomfortable situation, so protect yourself by double checking before sending. 19 Email Etiquette Email Don’ts Don’t use caps lock An overlong signature Don’t use hard-to-read fonts or colors Don't overuse Reply to All Don't try to cover too many topics Don't forward chain emails 20 Let’s talk about some don’ts. • Using caps lock. Writing in all caps is equivalent to shouting. Your recipient may mistakenly think that you're angry, which can backfire (especially in a business email). Also, emails written in all caps are harder to read. • Using an overly long signature. It may be tempting to create an elaborate signature that includes your name, title, address, multiple phone numbers, a Facebook or Twitter link, a picture, a quote, and other information. However, this can quickly turn into a ten-line signature, which may make it harder for your recipients to know how you prefer to be contacted. Instead of including all of your contact info, it's better to focus on your most important or preferred contact info. • Using hard-to-read fonts or colors. Your email service may have various text formatting options, but you should be aware that some of them may make your emails difficult to read. In many cases, too much text formatting can also look unprofessional or annoying. • Overuse of Reply to All. Ask yourself whether every person in the group needs to see your reply. If you're only intending the message for one person, use Reply. On the other hand, if you want to keep everybody in the group informed use Reply to All. • Trying to cover too many topics. If you find that your email is covering several unrelated topics, consider splitting it into separate emails. • Forwarding chain emails, even if they sound interesting. Chain emails can quickly spread throughout the world because they are forwarded to large numbers of people, who then forward them to even more people, and so on. Many of them are hoaxes, and even the ones that aren't may irritate your recipients. 20 Professionalism in Emailing Professionalism Not too informal No profanity Never convey anger Always read your emails before sending Don’t discuss confidential information Think before you send! 21 Even though an email may be less formal than a written letter, you should avoid being too informal. This is especially important when you are contacting a person for the first time. Once you get to know someone, you can then become less formal. Profanity or Anger: Using profanity in a business email is unprofessional and in some cases could get you in serious trouble. Remember once you send the message, you can’t get it back so watch what you are saying and how the person who is receiving this message is going to receive it. Sometimes emails can be taken out of context so watch what you write. It’s a good habit to re-read your emails before hitting the “send” button. Keep it Professional: Never convey anger, use profanity or make racist or sexist remarks. Remember, inappropriate words or images sent via email can come back to haunt you. Avoid using ALL CAPS. This is interpreted as yelling. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks - even if they are meant to be a joke. Don’t Discuss Confidential Information: Most email is insecure unless it has been encoded or encrypted. So, sending an email is like sending a postcard for many eyes to see. Don’t send confidential information. Think Before You Send: Don’t treat email casually. Play it safe. In general, don't write anything in email that you wouldn't feel comfortable saying in a crowded elevator. 21 Companies are Monitoring Businesses today are monitoring Don’t use your work email to write anything derogatory Social Media Is monitored Beware what you post 22 Be aware that your company may read your email. Using your work email to write anything derogatory about your co-workers is a bad idea, and it could come back to haunt you later. Also you should never use your work email to forward jokes that are offensive or inappropriate for the office. Emailing, texting and social networking may be second nature forms of communication for many of us, but it seems like every day we are encountering more and more stories about people getting into real trouble due to embarrassing emails or online postings. What about this medium makes us write and post things that we would likely not say to an individual face to face? Perhaps the impersonal nature of the technology makes us feel safe, even when the reality sometimes proves just the opposite. 22 Yahoo e-Mail Tutorial Getting to Yahoo email Starting Yahoo email Creating an Account Receiving emails Creating an email Sending an email Settings and Sign Out Stop Previous Next Index 23 Type www.yahoo.com.au into the address bar of your browser. This will take you to the Yahoo site Note: the address will appear as http://au.yahoo.com Click on the either the “Yahoo7 Mail” button or the "Mail" icon to begin Getting To Yahoo Mail Stop Previous Next Index 24 Starting Your Mail If you have an account, type your ID and password in here and then click the “Sign In” button If you do NOT have an account, click on the “Create New Account” button Make sure you have the “Stay signed in” box UNCHECKED – especially if you are using a public computer Stop Previous Next Index 25 Creating an Account (1) Fill in the required information Tip: Use the TAB key on the keyboard to move to the next box – this way you will not miss anything 1. Click in the box and type in your first name. Then, in the next box, type your last name: Tip: for security reasons do not use your real surname – instead, use the first 3 or 4 letters or make something up 2. Select and type in a Login Name - this will be your Yahoo identity and will form part of your email address 3. Then click on the “Check” button Stop Previous Next Index 26 It is possible that the name you have chosen may be unavailable If it is not available you can either: a) choose one of the suggested names by clicking on the name or b) try typing another name Tip: choose carefully because this will be the name of your email address Click the “Check” button again until you find an available name Creating an Account (2) Stop Previous Next Index 27 Here we have tried a few alternatives until we have found the name “petbur15” to be available 4. You will now need to create a password for your account Tip: try to think of a password that you will easily remember Creating an Account (3) Stop Previous Next Index 28 You will need to type a password with a minimum of 6 characters, preferably a combination of letters and numbers. For security purposes, the characters that you type will not be visible Tip: write down your password straight away so you don’t forget it As you type your password, Google will tell you whether your password is weak or strong 5. You will need to re-type your password to verify that you typed it correctly the first time Creating an Account (4) Stop Previous Next Index 29 6. You will now have to establish two security questions This is required to recover either your password or account name should you ever forget either of these Click on the “selector arrow” for the drop down menu to appear You can choose either a suggested Security Question or you can write your own question(s) Creating an Account (5) Stop Previous Next Index 30 Select the question you would like to use by putting your mouse pointer over the suggested Security question and then clicking the mouse button or Click on the “Type your question here” option and type in your own question Type the answers to your security questions in each of the “Your Answer” boxes Creating an Account (6) Stop Previous Next Index 31 7. You will need to complete the Verification process This is required to ensure that you are actually a real person completing the form This involves typing the distorted characters in the image into the box beneath Tip: Be careful to type the characters correctly otherwise your submission will be rejected and you may have to fill the entire form again. Click on “Audio code” if you find the writing too hard to understand wtvhz47 Creating an Account (7) 8. Finally, when you are sure everything is alright - click the “Create My Account” button Stop Previous Next Index 32 If your application is rejected like this example, don’t worry. This often happens on the first attempt. Yahoo will highlight, in red writing, the parts which need to be corrected The verification characters are sometimes hard to recognise. They are meant to be difficult to recognise for security reasons. Don’t worry, just try typing them again. Note: the verification characters will change upon every re-try. Creating an Account (8) Stop Previous Next Index 33 This page reports back all the information that you have provided CHECK IT CAREFULLY and make sure that you have indeed typed what you thought - especially your Yahoo ID When you are satisfied that everything is correct, click on the "Continue" button Note: your email address is your_yahoo_id@yahoo.com.au Creating an Account (9) Uncheck this box if you do not want to receive advertising emails Stop Previous Next Index 34 Click on "Inbox" to view a “list” of emails you have received These are the emails you have received. They can be opened by clicking on any of the text Note: any darkened text indicates that the email has not yet been opened. Receiving emails This row of options will help you “manage” your emails Stop Previous Next Index 35 Click on the “Compose Message” button to create a new email Insert the Subject (or Title) of your email in this space Start writing your email by clicking in this area Creating an email (1) Stop Previous Next Index 36 Use the “Save as Draft” button if you need to leave an unfinished email to complete later Use these buttons to format your email Click on “Attachments” to add any documents you wish to send with your email Creating an email (2) Click on “Check Spelling” to word check your email Stop Previous Next Index 37 Insert the email address of the person/s you wish to send an email Tip: Do this at the very end to ensure that you do not accidentally send the email before you have finished Click the “Send” button when you have completed and checked everything Sending an email Use the “Cc” and “Bcc” buttons to add other recipients for your email Stop Previous Next Index 38 It is wise to click on the "Sign Out" option when you are certain you are finished, especially if you are on a public computer Click on the “Options” button to modify your email settings Settings and Sign Out Stop Previous Next Index 39 Enjoy Experiment Have Fun Stop Previous Index Stop Previous Next Index 40 Thanks Md Amirul Islam Rajib Managing Director, RangpurSoft. Phone: +8801719421526, President, Freelancer Association of Bangladesh, Rangpur District. www.facebook.com/RangpurSoft Skype: Websolution.amirul BASIS outsourcing Award winner 2012-2013,2013-2014.
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