Email Tasks 1 - 5

Task 1
When we receive an Email we can:

• See the address of the sender
• The date it was sent
• If it has been 'cc' or 'bcc'
• If it was forwarded, the address and comments of previous senders
• If there is an attachment
  
• If it passed through a 'virus checker'

Task 2
'cc', 'bcc' and 'reply to all'

1. I use 'cc' when a member of my work team needs to be kept informed but a reply from them isn't necessarily expected
2. I use 'bcc' on two different occasions: (1) If I don't want the receiver to know I have copied a third party in a "cover my backside exercise". (2) If I am mailing a group of recipients who may not know each other and I wish to protect their privacy and the value or integrity of my mailing list
3. I will use 'reply all' in a team or group Email discussion, when I want every one in the group to be aware of my comments

Task 3
Attachments:
To ensure an attachment is able to be opened by a receipant send it as a "plain text' or ASCII file, a sure way to send a photo is to send it as a JPEG image.

Task 4
Filters and Rules

• As I have a number of Emaill addresses I have a rule in some of them to forward emails from certain contacts to the Email account I use the most
  
• I use 'Out of the Office' but only to people in my contacts
• I mark any junk mail that gets through as junk, in that way avoiding any more from that sender
• I use a formal signature for my work related email account and an informal one for other accounts
  
• In one account I get the messages forwarded as a text message to my mobile phone

Task 5
Folder structure:

• In my Outlook accounts I have many folders and sub folders. The work account has folders for individuals and sub folders for tasks or projects that the contact and I are working on. There are also folders for Major Group projects with some having subfolders
• My personal Outlook is set up similarly with sporting and social groups having folders with numerous subfolders, in some cases there maight be 3 or 4 levels of subfolders.
• I also have a gmail account that I use when travelling where I use a system of Labels (folders), but I do not use subfolders in this system.
• I have a hotmail account that I use for once only situations, where I feel less than confident about the web site's security.