Email evidence

SafetyTo stay safe on the internet there are many points you need to follow. The first point is to change your password regularly, you also need a strong password which would include at least 8 characters. You should also include alphanumeric characters, numbers and it should have upper case and lower case letters. For example PaSsW0Rd£$. Another way you need to stay safe is to not give anyone your personal details away to anyone even if the email looks official, you will know it is fake because your bank will not ask you for your details. They usually discuss it over the telephone. Again another way to stay safe is to use antivirus software, this would stop any virus stealing your information.

Never open email from people you do not know especially if it has an attachment added it could be malicious. The basic rule to follow is if in doubt delete, or pass the message on to the technical help team to investigate.

Have anti-virus software switched on at all times and check that your firewall is functioning correctly.

InboxThis shows me opening the email, we open it to see what the email contains.

ArchivingI have different folders in my inbox, this means that I can send certain emails to certain folders. We do this so that we can overcome the obstacle of spam.

This is my inbox before being organised, as you can see I have not deleted some files

This is after sorting my inbox, as you can see its free from spam and unwanted emails. From now on you need to manage your email like this.

This is my deleted items folder, as you can see there is emails being deleted. One of them had an attachment on, I saved the attachment in an appropriate file and deleted the email. Then permanently delete it.

Archiving continued

Prioritise your mail – read messages with high importance first then either save the message in to an appropriate folder or delete the message. (page 11)Set up in-box rules for dealing with spam from regular offenders.(4)Keep your in-box organised, move mail in to folders or delete messages regularly.(4)Permanently remove ‘Deleted Items’ once you are sure the messages are no longer needed. (you can say following company policy all unwanted e-mails should be archived or permanently removed at the end of each month) (4)All e-mails with attachments should be dealt with appropriately, the attachment saved to a folder and the e-mail then deleted. (4)

Sending email

This shows me sending an email, I have used polite language and have used proper grammar. I have started by addressing the user and have showed respect throughout the email keeping a formal tone.

Replying to an emailThis is me replying to an email, my message goes above the message from the person sending the e-mail. This is a quick way of responding and has the advantage of already having the e-mail address of the person I am writing to.

Forwarding

This is forwarding an email, this is were you can send an email to someone else to see. This would help because you can send it to multiple people.

BCC/CC We used BCC so we can send an email to someone else without other people knowing, this also shows me sending an email. CC is when you send an email to many people all at the same time.

Automatic response

This is setting up an automatic response. This is used for when you are not able to answer the email it sends a response straight away to that person. We use it In case people are on holiday or they cant respond straight away.

High/low importanceHigh low importance is when you can send an email and set it with importance or no importance. This is to help the reader take notice if it is important and prioritise work load.

Digital signature

This is my digital signature, it shows my name, my job, my address, and how to get in touch. Every new e-mal I create will now include this information automatically.

Contacts

This is contacts, I made contacts to remind myself of the job they had and how to get in touch with them. It would help save time when needing to find their details.

Folders

These are my folders, I put the folders there to store all the emails to do with MStreamIT. This also helps organise my email account.

Attachments

Attachment We use attachments so we can send people documents or work. This then could be sent back to the sender the same way. We use this to get feedback from other people.

This shows me having the option to open and save the document.

This saving the attachment, to save you need to click on save and then open it when the download is completed.