Unit 21 - Using Email

When sending an email, it is important to include the reason for sending the email. This helps the recipient understand the purpose of the email and allows them to prioritize and respond accordingly. Including your phone number and date of birth is not necessary unless specifically requested or relevant to the content of the email.

The 'read receipt' option is a feature in email clients that allows the sender to receive a notification when the recipient opens and reads their email. This option should only be used when it is necessary to confirm that the email has been read. Enabling read receipts for every email can be intrusive and unnecessary, as not all emails require a confirmation of receipt. Therefore, the statement that using the 'read receipt' option should only be used when you need to know an email was read is true.

The 'e' in e-mail stands for electronic because email is short for electronic mail. It refers to the transmission of messages and data electronically through the internet or other computer networks.

Certain sensitive information should never be emailed, such as credit card numbers, social security numbers, addresses, and personal information. This is because email is not a secure method of communication and can be easily intercepted by unknown parties. Therefore, it is important to only share such sensitive information through secure channels to ensure its confidentiality and prevent unauthorized access.

When writing an email, it is recommended to keep your paragraphs short. Short paragraphs are easier to read and understand, allowing the reader to quickly grasp the main points. Long paragraphs can be overwhelming and may cause the reader to lose interest or miss important information. Additionally, using big fonts in paragraphs does not necessarily make them easier to read; it can actually be distracting and disrupt the flow of the email. Therefore, keeping paragraphs short is the most effective way to communicate clearly and concisely in an email.

If you receive a chain email that promises you will receive lots of money if you forward it to at least 10 people, the correct action to take is to delete the message as junk mail. Chain emails are often scams or hoaxes, and forwarding them can contribute to spreading false information or potentially harmful content. It is important to be cautious and not engage with such emails to protect yourself and others from potential risks.

Creating a signature that will attach to every email you send is a suitable solution for not wanting to type your name at the end of every email. This signature can include your name, contact information, job title, or any other relevant details. By setting up an automatic signature, you save time and ensure consistency in your email communication. This way, recipients will always have your information readily available without you having to manually sign each email.

Spelling and grammar should always be paid attention to in an email message, regardless of who will receive it. This is because proper spelling and grammar reflect professionalism and attention to detail. Even if the recipient is not an employer or a teacher, it is important to make a good impression and convey your message clearly. Poor spelling and grammar can lead to misunderstandings and may give the impression of carelessness or lack of effort. Therefore, it is best to always ensure that your email messages are written accurately and effectively.

In order to ensure that recipients quickly understand the purpose of the email, it is recommended to include a short phrase (3-5 words) describing the reason for the email in the subject line. This helps to grab the recipient's attention and provides them with a clear idea of what the email is about before even opening it.

When you have a very large attachment to send, compressing or 'zipping' the file first is the recommended solution. Compressing the file reduces its size, making it easier and faster to send over email. This also helps to prevent any potential issues with file size limitations on email servers or the recipient's system. By compressing the file, you can ensure that it is sent smoothly and efficiently.

Typing in all caps is considered 'yelling' because it gives the impression that the person is shouting or angry. It can come across as aggressive or rude, and may cause misunderstandings or negative reactions from the recipient. It is important to use appropriate capitalization and tone in written communication to convey the intended message effectively and maintain a respectful and professional tone.

An emoticon is a keyboard figure made to express emotions such as smiles, frowns, etc. It is commonly used in emails to convey the sender's emotions or tone of the message. Emoticons are a simple and effective way to add emotional context to text-based communication, helping to avoid misunderstandings and enhance the overall meaning of the message. They are often represented by a combination of punctuation marks, numbers, and letters to create facial expressions and gestures.

Emails should be short, concise, and to the point, similar to phone calls. This means that unnecessary details and lengthy explanations should be avoided in both forms of communication. Just like a phone call, emails should convey the necessary information efficiently and effectively. By keeping emails concise, recipients are more likely to read and respond promptly, similar to how phone calls are typically brief and focused. Therefore, the expectation of brevity and clarity in phone conversations can be applied to emails as well.

To attach a file, you click on the "Paper clip" option. This is because the paper clip symbol is commonly used to represent attaching or adding an item, such as a file, to a document or email. Clicking on the paper clip option allows you to browse and select the file you want to attach.

The 'Reply to All' button should be used when everyone who received the original message needs to know your reply. This means that if the information or response you provide is relevant and important for all recipients of the original email, it is appropriate to use the 'Reply to All' button. This ensures that everyone stays informed and on the same page. However, it is important to use this feature judiciously and avoid unnecessary cluttering of inboxes with irrelevant replies.