Email Communication Quiz: Test!

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| By Carolyn Chen
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Carolyn Chen
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Email Communication Quiz: Test! - Quiz


Do you know anything about appropriate e-mail communication? Do you think you can pass this quiz? As far as this quiz goes, you will have to see whether it is okay to use slang words and text lingo in professional e-mail communications. What is the ideal title or heading for e-mail communications, and what are some tricks to make sure your e-mail is professional. This quiz will teach you how to communicate professionally through e-mail.


Questions and Answers
  • 1. 

    It is okay to use slang, abbreviations, smileys, and text lingo such as "LOL" "OMG" in professional email communications.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    Using slang, abbreviations, smileys, and text lingo in professional email communications is generally not considered appropriate. Professional emails should maintain a formal and professional tone, and using informal language can come across as unprofessional and disrespectful. It is important to use proper grammar, spelling, and punctuation in professional emails to convey a sense of professionalism and competence.

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  • 2. 

    It's okay to write an email just like you would a text message because you don't have to type as many letters.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    The statement is false because although emails can be more informal than traditional letters, they still require proper grammar, punctuation, and formatting. Additionally, emails often require more thought and detail than a text message, as they are typically used for professional or formal communication. Therefore, it is not accurate to say that you don't have to type as many letters when writing an email compared to a text message.

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  • 3. 

    Of the titles listed, which one(s) are the MOST ideal for professional email?

    • A.

      "STATUS"

    • B.

      "FOLLOW UP"

    • C.

      "IMPORTANT"

    • D.

      "F.Y.A. Follow-up: Aging Report - Boston Dental"

    Correct Answer
    D. "F.Y.A. Follow-up: Aging Report - Boston Dental"
    Explanation
    The title "F.Y.A. Follow-up: Aging Report - Boston Dental" is the most ideal for professional email because it clearly and concisely communicates the purpose of the email. It includes relevant information such as the acronym "F.Y.A." which stands for "For Your Attention," indicating that the email requires the recipient's immediate attention. The title also specifies the subject of the email, which is the "Aging Report," and provides additional context by mentioning the sender's location, "Boston Dental." This level of detail and specificity helps ensure that the recipient understands the content and urgency of the email.

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  • 4. 

    When you're involved in a lengthy email on a specific topic and you need to discuss another matter with the same recipients, should you respond in the same email?  Or create a new email with the new topic?

    • A.

      Respond in the same email since the recipients are the same

    • B.

      Start a new email to help reduce confusion

    Correct Answer
    B. Start a new email to help reduce confusion
    Explanation
    Starting a new email to discuss another matter with the same recipients helps to reduce confusion. When multiple topics are discussed in a single email thread, it can become difficult to keep track of the different discussions and information. By starting a new email, each topic can be addressed separately, making it easier for both the sender and the recipients to understand and respond to each topic effectively.

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  • 5. 

    When considering the "tone" of an email, what are some good practices to ensure your message remains professional?

    • A.

      Be polite

    • B.

      Use tact

    • C.

      Avoid negativity

    • D.

      Write as though you were having a face to face conversation

    • E.

      All of the above

    Correct Answer
    E. All of the above
    Explanation
    The correct answer is "All of the above". When considering the tone of an email, it is important to be polite, use tact, avoid negativity, and write as though you were having a face to face conversation. These practices help ensure that your message remains professional and respectful.

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  • 6. 

    When faced with a tense email or one that has become crucial or negative in nature, what are the best course(s) of action to take in this situation? 

    • A.

      Respond immediately

    • B.

      Wait to respond.

    • C.

      Allow yourself time to process so you can respond in a non-emotional way.

    • D.

      Fire back with the same amount (or more) intensity so the recipient(s) know how you really feel

    • E.

      Ask a trusted co-worker to proof read your response to ensure the fire and emotion have been removed

    • F.

      Draft your initial response in a blank email but DO NOT SEND

    Correct Answer(s)
    B. Wait to respond.
    C. Allow yourself time to process so you can respond in a non-emotional way.
    E. Ask a trusted co-worker to proof read your response to ensure the fire and emotion have been removed
    F. Draft your initial response in a blank email but DO NOT SEND
    Explanation
    When faced with a tense or crucial email, it is best to wait to respond in order to allow yourself time to process the situation and respond in a non-emotional way. It is also recommended to ask a trusted co-worker to proofread your response to ensure that any fire and emotion have been removed. Drafting your initial response in a blank email but not sending it can also help you gather your thoughts and avoid sending a hasty or emotional reply.

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  • 7. 

    When using the 'Reply-All' option, which message(s) are the most appropriate for doing so?  

    • A.

      A company announcement from H.R.

    • B.

      When Marketing sends out a new Promotional Offer

    • C.

      When you are involved in a collaborative discussion with a select group of recipients

    • D.

      When a new policy is announced

    Correct Answer
    C. When you are involved in a collaborative discussion with a select group of recipients
    Explanation
    The "Reply-All" option is most appropriate when you are involved in a collaborative discussion with a select group of recipients. This means that you are part of a specific conversation with a group of people and want to respond to everyone in that group. Using "Reply-All" ensures that all participants in the discussion are kept informed and can continue the conversation effectively.

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  • 8. 

    When a company announcement is made, who should you respond to? 

    • A.

      Reply-All so everyone knows that you "understand" and will share with your team

    • B.

      The sender

    • C.

      Your Regional Manager

    • D.

      Dr. Ting

    Correct Answer(s)
    B. The sender
    C. Your Regional Manager
    Explanation
    When a company announcement is made, it is important to respond to the sender as well as your Regional Manager. Responding to the sender shows that you have received and understood the announcement. Additionally, your Regional Manager should be informed as they may need to coordinate any necessary actions or disseminate the information further within the team or department. Dr. Ting is not mentioned in the question and therefore is not a relevant person to respond to.

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  • 9. 

    The 'Reply-All' function should be used sparingly.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The 'Reply-All' function should be used sparingly because it can lead to unnecessary email clutter and potentially expose sensitive information to unintended recipients. By using 'Reply-All' indiscriminately, there is a higher risk of including individuals who do not need to be involved in the conversation, causing confusion and wasting time for everyone involved. It is important to carefully consider who needs to be included in the reply and use 'Reply-All' only when necessary.

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  • 10. 

    F.Y.I.,  F.Y.A. or URGENT should always be included in the subject line of a Professional Work Email.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    Including "F.Y.I.", "F.Y.A.", or "URGENT" in the subject line of a professional work email is important for effective communication. These phrases provide important information about the content of the email and its urgency. Including them helps the recipient prioritize and understand the purpose of the email before opening it. This can save time and ensure that important messages are not overlooked or delayed. Therefore, the statement is true.

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  • 11. 

    Taking the time to set up proper EMAIL LABELS will help you stay organized.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    Setting up proper email labels is important because it helps in organizing and categorizing emails effectively. By assigning labels to different types of emails or specific projects, it becomes easier to locate and manage them. This saves time and ensures that important emails are not missed or overlooked in a cluttered inbox. Therefore, the statement "Taking the time to set up proper EMAIL LABELS will help you stay organized" is true.

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  • 12. 

    The most effective way to ensure proper email communication is by utilizing the Email Hierarchy system, Email organization, and Email Accountability.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The statement suggests that utilizing the Email Hierarchy system, Email organization, and Email Accountability is the most effective way to ensure proper email communication. This implies that by following these practices, individuals can establish a clear structure and organization in their email communications, ensuring that messages are delivered and received efficiently. Furthermore, implementing email accountability ensures that individuals take responsibility for their emails and respond promptly, enhancing overall communication effectiveness. Therefore, the answer is true.

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  • 13. 

    Email Hierarchy is a framework that designates who is accountable to who with what.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The statement is true because email hierarchy is indeed a framework that establishes accountability and defines the reporting structure within an organization. It determines who is responsible to whom and outlines the flow of communication and decision-making. This hierarchy ensures that individuals have clear roles and responsibilities, allowing for efficient communication and effective coordination within the organization.

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Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.

  • Current Version
  • Mar 21, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • Jul 15, 2015
    Quiz Created by
    Carolyn Chen

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