Email Best Practices Presentation
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Transcript of Email Best Practices Presentation
![Page 1: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/1.jpg)
Email Best Practices
![Page 2: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/2.jpg)
• Understand our e-mail policy
Session Objectives
![Page 3: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/3.jpg)
• Manage e-mail volume and storage effectively
“I apologize for the length of this letter. If I had time, I would have written a shorter one.” Mark Twain
Session Objectives
![Page 4: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/4.jpg)
• Organizational Tips
Session Objectives
![Page 5: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/5.jpg)
• Business use only
Session Objective: Email Policy
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Email Policy:Business Use Only
![Page 7: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/7.jpg)
Email Policy:Business Use Only
![Page 8: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/8.jpg)
• Expectation of privacy
Session Objective: Email Policy
![Page 9: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/9.jpg)
Email Policy:Expectation of Privacy
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Email Policy:Expectation of Privacy
![Page 11: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/11.jpg)
• Offensive correspondence
Session Objective: Email Policy
![Page 12: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/12.jpg)
Email Policy:Offensive Correspondence
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Email Policy:Offensive Correspondence
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Email Policy:Offensive Correspondence
![Page 15: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/15.jpg)
• Confidential information
Session Objective: Email Policy
![Page 16: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/16.jpg)
Email Policy:Confidential Information
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Email Policy:Confidential Information
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Email Policy:Confidential Information
![Page 19: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/19.jpg)
• Promotes and reinforces our brand• Should be consistent
Email Signature Blocks
![Page 20: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/20.jpg)
Call Center
![Page 21: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/21.jpg)
Security First Managers
![Page 22: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/22.jpg)
Security First Insurance
![Page 23: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/23.jpg)
• Delete, rather than store, when possible
Managing Email Volume:Email Storage
Your friend!!
![Page 24: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/24.jpg)
• Clear your in-box regularly• Transfer files you must keep
into folders
Session Objective:Managing Email Volume
![Page 25: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/25.jpg)
Creating Folders
![Page 26: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/26.jpg)
• Periodically review your storage folders
Managing Email Volume:Email Storage
Your friend!!
![Page 27: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/27.jpg)
Reply All• Do not use
reply all when:
• Only the sender needs to know the reply
Managing Email Volume: Reply All
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Reply All• Do not use
reply all when:
• Your message is “Thanks” or “Me, too”
Managing Email Volume:Reply All
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Managing Email Volume: Blind Copy
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Use written communication to:• Convey specific details (facts
and figures)• Send a uniform message to
many people• Retain a record of a
communication
Managing Email Volume: Email or Phone?
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Use spoken communication to:• Exchange information• Solve problems• Deal with questions or give
clarifications
Managing Email Volume: Email or Phone?
![Page 32: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/32.jpg)
Organizational Tips: Creating Email Rules
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Creating Email Rules
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Creating Email Rules
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Creating Email Rules
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Creating Email Rules
![Page 37: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/37.jpg)
Creating Email Rules
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Creating Email Rules
![Page 39: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/39.jpg)
Creating Email Rules
![Page 40: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/40.jpg)
Creating Email Rules
![Page 41: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/41.jpg)
Organizational Tips: Creating Email Categories
![Page 42: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/42.jpg)
Creating Email Categories
![Page 43: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/43.jpg)
Creating Email Categories
![Page 44: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/44.jpg)
Creating Email Categories
![Page 45: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/45.jpg)
Creating Email Categories
![Page 46: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/46.jpg)
Creating Email Categories
![Page 47: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/47.jpg)
Organizational Tips: Flag Emails for Follow Up
![Page 48: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/48.jpg)
Organizational Tips: Flag Emails for Follow Up
![Page 49: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/49.jpg)
Organizational Tips: Flag Emails for Follow Up
![Page 50: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/50.jpg)
Organizational Tips: Flag Emails for Follow Up
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Managing Email Volume: Creating External Hyperlinks
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Creating External Hyperlinks
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Creating External Hyperlinks
![Page 54: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/54.jpg)
Creating External Hyperlinks
![Page 55: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/55.jpg)
Creating External Hyperlinks
![Page 56: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/56.jpg)
Managing Email Volume: Creating Internal Hyperlinks
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Creating Internal Hyperlinks - Documents
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Creating Internal Hyperlinks - Documents
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Creating Internal Hyperlinks
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Creating Internal Hyperlinks - Documents
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Creating Internal Hyperlinks - Directory
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Creating Internal Hyperlinks- Directory
![Page 63: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/63.jpg)
Creating Internal Hyperlinks- Directory
![Page 64: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/64.jpg)
Creating Internal Hyperlinks - Directory
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Creating Internal Hyperlinks - Directory
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You Make the ChoiceWhich communication channel is better to use when you want to resolve a problem?
a. E-mailb. Phone
![Page 67: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/67.jpg)
You Make the ChoiceWhere should you store your e-mail?
a. Your in-boxb. Storage folders
![Page 68: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/68.jpg)
You Make the ChoiceFor which of these can you use your company email account?
a. Business onlyb. Business and personal
![Page 69: Email Best Practices Presentation](https://reader037.fdocuments.in/reader037/viewer/2022103010/58a22f821a28ab527c8b6143/html5/thumbnails/69.jpg)
E-mail is an essential business communication toolUse email tips and shortcuts to be more productive and effectiveMake sure to follow the organization’s e-mail policyYour signature block is an electronic business card that represents our company’s brand
Key Points to Remember