By Masum Ahmed

UNIT ONE (TASK TWO) – RETRAINING OF CURRENT EMPLOYEES ON THE EMAILING SYSTEM

As existing employees of Mission Recruitment you probably know quite a lot about email already, as emailing is a vital tool to any business and is an invaluable communication tool.

However, a lot of people are familiar with setting up a account, the basics and etc. But they are lacking in knowledge of tools, tips and hints that could save lot’s of invaluable time and most importantly make their job less diffi cult and stressful.

Another factor that many people aren’t fully aware of is

knowing the basic foundations of staying safe when using email.

This presentation aims to inform you on all the above issues plus a variety of other information.

INTRODUCTION

CC stands for Carbon Copy. Carbon copy is generally used to send someone a message, which you don’t really expect a reply from. But it is important to remember that every that received a copy of that email in their inbox, they would know that you did also.

WHAT IS CC?

AN EXAMPLE OF CC?

1. Click on compose.

2. In the ‘To’ fi eld click CC.

3. Enter the person you wish to send it To and enter the person you wish to send the carbon copy to.

AN EXAMPLE OF CC?

4. It should look like the example below, type your message and press send:

BCC stands for ‘Blind Carbon Copy’. Blind carbon copy is generally used to discreetly as well as secretly forward an email to someone simultaneously with several other recipients without them knowing.

WHAT IS BCC?

HOW TO ACCESS THE ADDRESS BOOK?

In order to access the address book, you must follow these steps:

1. On your Gmail page, on the top left-hand click on ‘Gmail’ > then Contacts.

2. You will be presented with a page like below, in our example we only have one contact In our ‘Address book’. On the left you have you have options like ‘most contacted’ which is basically self explanatory and just means who you contact the most, and etc. If you Wish to edit information on a contact, just click on the contact that you wish to Change.

3. Once you click on a particular contact their information will come up like the example Below this provides you several of alternating existing data, entering new data, and etc.

4. Their address book is significantly handy because when you are composing a new Message you may already added this person to the address book which means you do Not have to re enter their details every time you contact them.

1. Use secure passwords One common mistake made by many people is that they simply do not make a secure password that no one can guess. Therefore make sure your password is secure and cannot be easily guessed by someone and you do not make the same mistake. A secure password would consist of a minimum 8 or more characters, with a combination of both letters, numbers and symbols.

2. Use Anti-Virus software Anti Virus software is a great and priceless type of software to have on your computer. If you were to unfortunately have an encounter with a virus or spyware for instance, the anti-virus software will protect your computer from this virus/spyware. However please note the just by install ing the anti-virus will not guarantee you will 100% virus/spyware free, but by updating the software regularly will mean it is more familiar with new types of viruses and spyware also.

HOW TO STAY SAFE WHEN USING EMAIL?

3. Change passwords regularly Another way to ensure maximum security when using your email is to change your password regularly. A rule thumb generally is to change it approximately every two months. This is particularly important for people who use their email on the move such as using free Wi-Fi on their mobile device or even using the public library computers. Moreover it is important to know that there have been several cases of viruses, spyware and etc. that can install itself on a computer and if you happen to be using that computer it can ‘steal’ every piece of information typed on that computer with its keyboard.

4. Check attachments Checking attachments is very important, generally on most emails that you receive there will be a paperclip symbol to suggest that this email contains an attachment. You should not click on the email before inspection, you should be looking at which folder it’s in your inbox or junk mail. If it is in your junk mail it is possible that this email is suspicious and contains something harmful. You should also look at who the email is from and whether you recognise. If you do not recognise them we suggest you do not open the email as it is already looking suspicious and may even contain a virus/spyware. Once you have done this ‘initial inspection’ and are happy to proceed you can download the attachment providing you know this person. Moreover to be even more cautious you can scan the attachment once it has been downloaded on your computer with your anti-virus software, you can usually do this by right-clicking the file you have download and select for example ‘scan with Norton’ but this obviously might be different according to the anti-virus software you have chosen.

5. Beware of spam Spam is just basically another term to describe junk mail. Most email providers have specialist software that filter through all your emails and determine whether its junk mail or genuine mail. But please bear in mind that some you not can simply rely on these filters and sometimes junk mail may seem genuine when it’s not and this could have to your genuine mail vice versa. But just like the point number 4 you should always check the sender’s identity always before you open an email. Otherwise, spam can sometimes be added to your contacts and even send mail to other people which you have not permitted. 6. Respect others – It is extremely important you treat others with utter respect, and do not send offensive or abusive emails under any circumstances. When you are talking about sensitive topics such as religious comments make sure you are considerate of other peoples feelings. If you were to personally receive an offensive email, you will be able to report this email to your email provider who will take this matter very serious and make a thorough investigation or alternatively if you are a student for example you can ask your teachers for help. If the matter still continues after this then you may wish to consider contacting your local police authority.

7. Use your instincts – If you think something is too good to be true it probably is. Never give out any sensitive and personal information such as payment details, address and etc. over Email unless you are 100% sure the person that you are sending it to you know and can trust. It’s common practice for scammers to fraudulently disguise emails to look as if they are real, when they are not. For instance you may ‘supposedly 'get emails from your bank requesting immediate update of your details. It may ask you to enter really sensitive and personal information such as account number, etc. In this case this is extremely suspicious as banks would not ask for such sensitive information like this, therefore you should immediately delete this email or even report this specific email to your email provided and it will be investigated.