Email Manual

University Of Phoenix

XCOM 285
Your Name Here
E-Mail Etiquette
Explanation:
E-mail etiquette is defined by canyon.edu as “the rules governing socially acceptable behavior”. This will vary depending on the situation. For example environment and relationship with the e-mail recipient play a part in what is and what isn’t acceptable. Composing a Message
1. Open the Email portion of the program by clicking on the “Mail” primary tab
2. Click the “Compose” button
3. The New Message Window will open.
4. Enter the email addresses of message recipients in the TO field. (Note: if recipients are on campus you do not need to include @uwosh.edu) You may access the address book by clicking the blue TO link.
5. If you would like to Carbon Copy, or send the message to someone other than the main recipient, add their email addresses to the CC field. Click the CC to access the address book.
6. To Blind Carbon Copy, or send someone a message while concealing their email address to other recipients, enter email addresses into the BCC field. Example: professors often use BCC to email an entire class, every student gets the message, but to protect privacy, message recipients are not listed in the email.
7. To add an attachment, click the Attachments link. (See directions below)
8. The main point of the email can be added to the Subject field.
9. There are two ways to enter text into your message. Plain Text and Rich Text (HTML). Plain text is just plain black text but will be easier for other email programs to read. Rich Text (HTML) allows more formatting options, it works more like a word processor, you can add bullets, numbering, change text size and/or color. Select they type you would like to use.
10. Enter message text into large box provided.
11. Determine priority, if this message is urgent or important, use the dropdown box to select “Urgent.” This will add a red exclamation point next to your message in the person’s inbox, signifying it needs immediate attention
12. The Request receipt box can be used to notify you when a recipient has received your message, and when they have read your message. Use the dropdown to select this option. When selected an email will be sent to you telling you when each event occurs.
13. If you are unable to complete a message, but would like to save progress, click the “Save Draft” button at the top of the window. This will move your message to the “drafts” folder and you can work on it again at a later time.
14. Spell Check is available, see below for further instructions.
15. When finished writing your message. Click the Send Button.

Add Attachments
1. In the New message window, click the “Attach” button near the top of the window. You can also hit the blue “Attachments” button under the recipient fields.
2. The Attach File window will appear.
3. Click Browse
4. Locate the Drive, file and document you would like to attach.
5. Click the Blue Add Button
6. The file will be moved down and listed in the File Attachment portion of the Window.
7. To add another attachment, repeat steps 3 through 5.
8. If a document is added and you would like to be taken off, click the blue Remove button.
9. When all attachments have been added. Click Attach at the bottom of the window.
10. Continue writing your message.

Spell Check Messages
1. Click the blue “Spell Check” button at the top of the New Message Window.
2. Your message will be immediately converted to a similar looking window.
3. Any misspelled words will appear in red.
4. Click the misspelled word and several options for the correct spelling will be displayed.
5. Click the correct option.
6. If the word you wanted to use is not listed in the provided list, the edit option will allow you change the spelling of the misspelled word.
7. Repeat steps 4 through 6 until all misspelled words have been corrected.
8. Click the Edit button at the bottom of the window to return to your original editable message.
9. If no further changes to text are needed, click the Send button.
Make New Folders
1. Some folders are default folders and can not be deleted or modified, these include Inbox, Drafts, Sent and Trash
2. New folders can be made to store and organize email messages.
3. To make folders click the “Manage folders” link at the bottom of the folder list.
4. You will be taken to a new window for managing folder information.
5. Click the “New” button at the top of the window.
6. A smaller window will open that says, “Script prompt: Create new folder in Personal folders named.” Type in a name for the new folder.
7. Click OK
8. The new folder will now be included in the list of Personal Folders.

Making sub folders
1. Click the “Manage folders” link at the bottom of the folder list.
2. Click the radial button next to a folder you have created. Remember, the default folders can not be modified or added to.
3. Click the New button at the top of the window.
4. A window will appear, type the name of your new folder in the provided box.
5. Click OK.
6. Your new folder will now appear slightly indented from the original folder.

Renaming Folders
1. Click the “Manage folders” link at the bottom of the folder list.
2. To change the name of a folder of modify the title; click the radio button next to the folder you wish to change.
3. Click the drop down next to the box labeled “Folder Actions.”
4. Select “Rename Folder.”
5. A window will appear. Type the new name into the field provided.
6. Click OK.
7. The name of the folder will automatically change.

Message Actions
1. Click the radio button next to the message you would like to take action on.
2. Click the dropdown menu next to the box labeled, “Actions”
3. Click the desired action.
• Undelete: This is used primarily when a message is in the Trash folder. Undelete will restore it to its previous location
• Expunge: This action will permanently delete a message, it will not go to the trash folder, it will be gone forever.
• Mark as Read: When viewing a list of messages, select this action to change a message that has not been read, signified with bold text to normal text.
• Mark as Unread: When viewing a list of messages, select this to change a message that has been read, signified with normal text to bolded text.
• Flag for Followup: This option will add a small flag to a message signifying that it is important or needs some kind of response
• Clear Flag: this will remove the flag from the message

Working with Messages
1. To open a message, click the subject of the message.
2. The message will open in a new window. See example below.
3. You will see the body of your message in the bottom half of the window and message details towards the top.
4. Once a message is open, you have several options in how to handle it.
• Click the delete button to send the message to your trash folder
• The reply button will open up a new message window with the sender of original message automatically inserted into the To: field.
• The Reply All button will open up a new message window with the sender of the original message in the To: field as well as anyone in the CC field included in the CC field on the response message.
• The forward button will add the original message as an attachment to a new message. Add recipients and send.
• The Forward Inline button will open a new message, quote the original message and forward any attachments. Add recipients and send.
• Add addresses will take any addresses listed in the To:, CC:, fields and add them to your address book.
• The Close button will close your message and return you to the folder you were previously viewing.
• Move Messages to folder, click the dropdown to select a folder to move your message to.

References 1. Titan Email Manual, Sarah Blodgett Mar 12, 2012

Http://www.uwosh.edu/training/training-manuals/TitanMailusersManual.pdf/view

2. 12 Tips for Better E-Mail Etiquette Laura Stack
Http://office.microsoft.com/en-us/outlook-help/12-tips-for-better-e-mail-etiquette-HA001205410.as.px