Module 2: Email Tasks

This was like email refresher training. I've been using email since the early 90's, back in the pioneering days when an email application was a basic operation - not like some of the flashy beasts available today.

The principle features haven't changed though - you can still forward, still reply all, still have quotations and still manage to forget things like email signatures and attachments.

1. What information about a user's email, the origin of a message, and the path it took, can you glean from an email message?
From the header of the email you can see the sender's email address, the recipients, the domain the email came from and the time and date it was sent. You should also be able to view the subject of the email and whether or not any the email has any attachments.

2. In what cases would you find it useful to use the 'cc', 'bcc' and 'reply all functions of email?
The use of cc: is useful to include someone as a 'for your information' on a message and let all parties know. This is a regularly used field in business communication when one department should be made aware of a message but no direct action is required.

The use of bcc: is useful to include a number of recipients without having their email addresses disclosed. This can be useful in situations when it isn't ideal to advertise the details of the other recipients.

The use of reply all is useful when you wish all recipients of the original message to see your response.

3. In what ways can you ensure that an attachment you send will be easily opened by the receiver?
To ensure attachments are easily opened by the receiver, chose formats that are widely accepted across platforms and ensure the encoding is not operating system specific. Preferred formats are .pdf, .rtf or a plain text (.txt) file. If the file is specific to an application (eg Excel), it is a good idea to include in the text of your e-mail message the names of the program/operating system used to create them.

With attachments in general, it's a good idea to make the recipient aware of the attachment, and advise them of the file name.

4. What sorts of filters or rules do you have set up, and for what purpose?
Filters and rules can help manage multiple email accounts through one email client or manage busy mailboxes by distributing the incoming messages to relevant user created folders. This can assist with the file management of the incoming mail and make it easy for the recipient to deal quickly with urgent messages.

I use filters to control spam and distribute my incoming mail. For example, I subscribe to a number of mailing lists and have set up folders for these. Filters ensure that my email client automatically files the appropriate messages into the right folders (much like a mail man sorts the mail into the appropriately numbered mail boxes). All incoming invoices or e-bills are sent to another folder to be actioned while design newsletters are dropped into another folder to be read when time permits.

5. How have you organised the folder structure of your email and why?
My folder structure is a series of 6 main level folders with a series of sub-folders. This helps keep everything organised in categories, with the sub-folders adding more specific information where necessary. Eg a Level 1 folder is E-Bills & Receipts with a sub-folder for Optus, one for iiNet etc.

I have set it up this way for ease of access. I'm able to keep personal and work-related emails completely separate. Filters work well for this structure and by cc'ing myself on messages which I need to keep a copy of, they are automatically filed in the correct folder. This structure allows the SENT messages folder to be deleted every 2 to 3 weeks without having to file every message.