- You can determine if they are using a business email address or a free web based account ie kerribennett@companyname.com.au or kerribennett@hotmail.com
- The name of the company they work for.
- The structure the company users for email addresses. ie firstname.lastname@companyname.com.au (I have in the past guessed someones email address when I remembered their name - but lost their biz card containing their email address. Using their company website to determine the email structure, i could determine the person email address. (it worked!)
- reading the quote text in the message content, you can find what email address started the correspondance, who it has been send to (unless bcc) along the way and who else has also received the communication.
2. In what cases would you find it useful to use the cc: bcc: and reply all functions of an email?
- cc: (carbon copy) ie email is received stating an spelling error on one of our websites, I respond thanking them for altering it to us and it has been rectified. In the reply I cc the publisher so they know it has been discovered and corrected.
- bcc: (blind carbon copy) ie We decide to run a special offer to all our customers, we have permission to email them and choose to do a bulk email altering them to the special offer. As to protect their details the bcc field is used.
- reply all: ie An email outlining a meeting time, day and place is sent to me and 5 other people, I have been asked to coordinate where we can go for lunch - I reply all, to inform weveryone that we will Lunch at "The Tavern" a short walk from our meeting place and has an extensive meun that caters for all meal requirments.
3. In what ways can you ensure that an attachement you send will be eaily opened by the receiver?
- Discuss with them asking what versions of a program they are using
- Note in the text of the email that it is best viewed using............
- Save the file as .rtf and send
- avoid the use of non standard fonts
- PDF the document (including a link to Abobe for download of the application in case they do not have it installed
- Also place a copy on a shared drive and inform them of that within the email body copy
- Highlight within the text of the email the important parts of what is contained in the attachement
- Message the email text to say contact me on XXXXXXXX if their is any problem viewing this attachement.
4. What sorts of filters or rules do you have set up, and for what purpose?
Firstly, I don't actually have a lot of rules around my incoming mail, firstly because I am a slight control freak and like to decide where the relevant correspondance will be placed. Secondly, I have not taken the time to set them up and thirdly (rightly or wrongly), I am currently able to manage my email without using to many.
Two email address feed into my work outlook client, for that I have create this rule:
- messages received to webmaster@company.com.au go into a Webmaster correspondance folder so that they are not mixed with my regular business emails.
- containing the work enewsletter or newsletter automatically send to "to read" folder.
How have you organised the folder stucture of you email and why?
- By project ie XYZ Guide with multiple subfolders ie XYZ 2007 meeting schedule.
- "A AA To read" (aaa so it is ordered at the top of the folders list) enewsletter rule sends these here as I like to read the enewsletters when I have time and if they remain in my inbox I would delete them. The A to read folder - always has mail waiting to be opened,
- I also often recieve correspondance from our CEO and MD, as communication to and from them is a priority, they have their own special folder! :)
Messages with meeting time or important dates are moved manually into my calender so that I get remindered about them one day prior.
Often I change the subject line from mail received. When a message is sent to me with an unhelpful an subject line, i change it and then save it. It then makes it easier to recall what the message was about or what I need to do with it.
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