Transcript E-Mail - HMAS Perth

E-Mail
Try to be a good e-mailer
AND NOT A PEST!!
Use the left mouse button to advance through the slides
Tips, Tricks, Do’s and Do Not’s
 Spend a little time to do it properly, according
to the appropriate “netiquette” – think of those
you are e-mailing to, and those that sent email to you.
 If you pass on the e-mail addresses of those
that sent e-mail to you, you may be
responsible if their name eventually finishes
up on a “spammers” e-mail list.
A Lazy Person Sent This E-Mail
 Look at the next slide, how often have you
had to scroll to the bottom of the page to read
a two word message, past all of the
“Forwarded From” addresses, and past
heaps and heaps of those little “>>” carats.
 The extra addresses waste an awful lot of
space
 The carats make it hard to read
What is BAD!!!
Heaps of unwanted addresses
Enough carats to feed
an army of rabbits
How to Fix It!
 It is important you understand that an e-mail belongs
to the sender, until you, in turn, send it on, or reply to
it. Basically, this means that the e-mail, when it’s in
your “Inbox”, cannot be altered by you, other than to
highlight (select) and copy. The whole e-mail can be
deleted, but not any parts of it.
 Now, when you “forward”, “reply”, or “create” a new
e-mail, in it’s own window, it’s yours, and you can
add, edit, attach or delete to your hearts content.
 The next slide shows you this new e-mail window –
you can recognise it because it has the address area
at the top.
The New E-Mail – Yours!
See, here’s the Address
area, so, you can now claim
this e-mail as yours, and you
can add, edit and delete what
you want
Consider The Addresses
 “To” – if you only have one address to send to,
Make
this
one of
your
“Rules”
use “To”
 “Cc” – if you only have one “extra” address to
send to you may use “Carbon Copy” - Total of
two addresses only though
 “Bcc” – Blind Carbon Copy is what we use if we
want to send to multiple addresses – the
addresses will be displayed on your computer, but
the addresses will not be displayed on the
recipients e-mail – If you send the same e-mail to
50 people, you’ll see 50 addresses, but the
recipient will only see “undisclosed recipient” or
senders name
Helpful Hint!
 If you don’t see the “Bcc” field in your new e-
mail “Header” – (no place to put the Bcc
addresses)
 Go to the “View” drop down menu
 Click on “Show All Headers”
 Viola!!!!
The Subject Line – So Important!!
The Subject Line MUST contain a brief
of information about the content of the email to make the recipient interested
enough to open the e-mail and read it,
and not just hit the “Delete” button –
when your e-mail arrives in someone's
“Inbox”, all that is shown is the “Subject”
and the “Sender”
Now, A “Forwarded” E-Mail
“Fw” for
“Forward
Surplus addresses
This is a “Reply” E-mail
This time, “RE:”
indicates a reply
Cleaning Up The Body Of The E-Mail
 When you click on “Forward”, a new e-mail will open
up, with the same subject, but led by the abbreviation
“FW” or “Fwd”.
 The contents of the “Forwarded” e-mail will then be
displayed in the “Body” of the new e-mail, along with
that e-mails “Header” information.
 This is now “your” e-mail, and you can highlight
(select) any part of the body of the e-mail, and delete
it – such as all those addresses that the e-mail
accumulated on it’s way to you.
 Don’t forget to delete all of those “disclaimers” and
“Virus-Free” certificates that tend to build up at the
end of the e-mail – your recipient doesn’t need to get
this “space junk”
Now For The Carats
 A lot of e-mail programs, including Outlook and Outlook
Express, have an option to show the forwarded or replied to
sections of e-mails with a carat “>” to indicate the portion that is
forwarded, and then add an additional carat each time that
forwarded section is re-forwarded, thus, it is not unusual to see
a row of 5 or 6 carats at the beginning of each line, making the
e-mail very hard to read.
 You can turn on/off carats from “Tools” – “Options” –
“Preferences” and look for “When replying. . . “ or “When
Forwarding . . .” and you will find the option. That’s for adding
carats, but when they are already there, we have to use a
different strategy to remove them.
Removing Carats
 This is an easy process, however, you will need to go
on-line and download a little programme called
“emailstripper” from this URL:
http://www.papercut.biz/emailStripper.htm (Copy and
then paste this address into your web-browser to
access the programme) This will download a small
.exe programme, which you can simply run, and it will
install on to your computer.
 Right – lets go. Look at emailstripper on the next
slide
This is EmailStripper
 Instructions
should make it
easy to follow
 Just four steps
 All mouse clicks.
Step One
Put the cursor into the body of the e-mail, in the “Edit” menu, click on
“Select All”, and all the text in the body will be highlighted (selected).
Now, with the text “selected”, click on “Cut” from the “Edit” menu and the
contents of the “Body” will be moved to the “Clipboard”
Step Two
 Open Email
Stripper.
 Click on the
“Paste” button
 The “Body” text
will now be
pasted into
EmailStripper
Step Three
 Click on the
“Strip It” button
 Your text will
now have all of
the carats
removed, and be
ready to be used
again.
 Click on the
“Copy” Button
Step Four - Clean
With the cursor in the “body”
of the e-mail, click on “Edit”
and “Paste” and the cleaned
text is back in the body of the
e-mail
A Couple of Other Things
 Don’t use just UPPER CASE when writing e-mails – it’s is
considered to be shouting, and thus inappropriate.
 DON’T (R) DON’T pass on “Warning’s” that others may send to
you – Irrespective of what the “Warning” is, more than 99.99% of
the time they are hoaxes. If in doubt, simply get the name of the
problem and type the name into Google – you will soon see the
details of the hoax. The person who started it is probably sitting
back laughing themselves silly at all the poor dills sending their
hoax round and round the world – over and over again.
 Remember too, unless you e-mail is encrypted, it’s not private –
anyone could read what you write – you have no idea of who
can get your e-mail, and who will pass it on.