Module 2 - Email Tasks

1. What information about a user’s email, the origin of a message, and the path it took, can you glean from an email message?

A user’s email message displays the sender’s name, their domain, who the email is intended for, the date and time the email is sent, whether a copy of the email has been sent to other people and the subject heading. Using an email message received through Outlook at my work and through checking the properties of the email message, the following information can be gleaned:

Protocol:` HyperText Transfer Protocol
Connection: Not encrypted
URL:
http://mail/exchange/FITZPAN/Inbox/February%20training%20update%20-%20Business%20SA.EML?
Size: Not available
Created: Not available
Modified: Not available

2. In what cases would you find it useful to use the ‘cc’, ‘bcc’ and ‘reply all’ functions of email?

The ‘cc’ function of email can be used when the information that is being sent to a person or group of people needs to also be available to another person or persons, for information purposes only and not for actioning. The ‘cc’ refers to a presumed ‘carbon copy’ being available to an interested party. In a school environment, this can be used when a memo is being sent regarding changes to teaching loads and another member of staff needs to be aware of such changes.

The ‘bcc’ function of email can be used, similarly to the ‘cc’ function, only this time the person or persons receiving the copy is not known to the recipient. The ‘bcc’ refers to a ‘blind carbon copy’ being available to an interested party. This can be particularly useful in situations where information that may be sensitive and is emailed to a particular person or person needs to be shared at an executive level in order that appropriate care can be taken taking into account sensitivities.

The ‘reply all’ function of an email is used when a response is sent to both the sender and to all the recipients in the ‘To’ section of the email. In this way the subject heading is automatically inserted from the original email and all parties are privy to the response. This can occur when a meeting is set up, where the agenda items, date and time of meeting is circulated to a group of people. When difficulties may arise in all members being able to attend the meeting and alternative day/time needs to be worked out, all members are reading the thread of information being circulated at the same time rather than individual messages being sent.

3. In what ways can you ensure that an attachment you send will be easily opened by the receiver?

To ensure that an attachment can be easily opened by the receiver requires that the attachment is sent in a format that can be opened by the receiver. This can be done by enquiring what format the attachment should be sent in or alternatively, the attachment is sent as a PDF document. With the easy availability of the PDF free reader downloads, accessibility to attachments should not be a problem. Alternative ways of sending attachments could include sending them in plain text or RTF however my preference is sending attachments externally is as a PDF. Internal attachments at my work are sent in word, excel or publisher formats.


4. What sorts of filters or rules to you have set up, and for what purpose?

In my work environment I currently have the rule that any email message that is sent to me sends a message back to the sender stating that “I am out of the office currently and will return on … Any enquiries are to be directed to …” This ensures that the sender is aware that I am not disregarding their email and have offered an alternative should the situation require immediate attention. Spam filters are also used at my work to ensure that junk emails do not reach my inbox and only acceptable email addresses are allowed in my inbox.

5. How have you organised the folder structure of your email and why?

My folder structure is set up in specific subject areas that I am currently working on. For example, any emails I receive that apply to changes to the handbook for staff are filed in that specific folder for later reference. I use this approach to the majority of my emails where action is not needed immediately but the information will need to be referred to at a later time. Emails that require immediate action remain in my inbox as I then know that I need to work on this promptly.

Reflection: - even though I use emails constantly throughout my work day, reflecting on the above topics has highlighted more efficient processes I can undertake to make managing my emails more efficient such as setting up rules to redirect my emails to specific folders rather than going to my inbox.