OCR Nationals

Unit 1 – ICT Skills for Business

Using email in business

What bad practice can you see in this email?

Annotate your copy.

Email bad practice

no subjectusing 'text' language “i” and “u”inappropriate tone - too informal to send as a business emailspelling mistakesEmoticons includedincorrect or missing punctuationmissing upper-case lettersCapital letters (shouting) 'flaming' - sending a rude or aggressive e-mailinappropriate use of email to sell and make dealsNumbers not spelt but written “1”Copied to everyone for no reason

Scenario

People can be quite annoying when they send emails out!You’ve got tired of the employees at your

gym/spa not knowing how to use their business email accounts correctly.

You are going to put on a presentation/training session to demonstrate to your staff the different parts of email and how they work.

Task

You will need to design and create a presentation that can be used to illustrate a talk on the appropriate use of email relating to your gym/spa.

You will produce a presentation, of at least 5 slides, using appropriate text and graphics.

You are only required to demonstrate an understanding of the use email in a business context, however it would be to your benefit to use your school email system during the course of this task to give screenshots as evidence that you understand.

Write your answer on your whiteboard.

Stands for ‘Carbon copy’ if you want someone to see an email but don’t really expect a reply

•Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Write your answer on your whiteboard.

A hidden copy of an email

•Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Write your answer on your whiteboard.

Stores email contacts •Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Write your answer on your whiteboard.

Allows the sender to see if the message is of high, low or normal importance upon arrival

•Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Write your answer on your whiteboard.

Sends an automatic reply informing people you are out of the office

•Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Write your answer on your whiteboard.

Is a block of text automatically appended at the bottom of an email including poster's name, phone number and email address

•Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Write your answer on your whiteboard.

Automatically rejecting email by blocking particular senders or particular subject lines

•Email signature •Cc•Bcc •Setting priority•Address book•Spam filter •Automatic response

Email Answers

Title Explanation

BCC A hidden copy of an email

Address Book Stores email contacts

CC Stands for ‘Carbon copy’ if you want someone to see an email but don’t really expect a reply

Email Signature Is a block of text automatically appended at the bottom of an email including poster's name, phone number and email address

Setting priority Allows the sender to see if the message is of high, low or normal importance upon arrival

Spam filter Automatically rejecting email by blocking particular senders or particular subject lines

Automatic response Sends an automatic reply informing people you are out of the office

Email attachment viruses

Some email viruses and Trojans will attach themselves to the address book on the infected computer and automatically email everyone in the group.

Probably have seen this if you’ve received an email from a friend and yet you’ll know they haven’t seen it.e.g. An email trying to sell you something?!

Task

You need to use the template on the shared area to create your presentation.You need to alter the design of it to match your house style that you

have already created.

Think about adding the following:Transitions between slides.Speaker notes (what you would say if you were to do the

presentation yourself in front of your employees).Find some animations off the internet and put them on their too.

For all of the different areas you need to explain "when" & "why" you would use them rather than "how" to use them.

REVIEW

Unit 1 – ICT Skills for Business

Success CriteriaPassUnderstand business emails and why we use subject and appropriate messages;Comments about the risks of opening email attachments;MeritMore detail about email attachments;Explain two email features: email signature; cc;DistinctionExplain actions that could be taken to reduce the risks of opening email attachments;Explain four email features: email signature; cc; bcc; setting priority.

How are you getting on? Review the success

criteria and set yourself a target for the last

section of the lesson.

Extension - What is this?

Phishing Emails

Don’t rush to respond. Don’t just believe blindly what is said in the email, instead wait and think about it for a few seconds.

Check where links are pointing. Just hover on the link and your browser will tell you the actual link where you will go when you click that link.

Manually write website address in address bar. Even if you are sure about the genuineness of the email, don’t just click on the links in the email, but type in the address manually. If you see the mail is from Facebook, just enter facebook.com in the browser and log in.

Spelling or grammatical mistakes are a possible sign of a phishing scam. Large organisations would not send out emails with errors.

By being careful you can improve your chances of avoiding phishing scams.