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Hello and welcome to the VSO Non Technical Email Guide. Thought this booklet we will cover;

• Attachments• How to create a signature• Explaining CC, BC and the purpose• Maintaining an address book• Forwarding emails to numerous people

Also Throughout this booklet you may find these icons;

Smart Ideas;These are used to help to give you a helping hand when using email.

Word Look Up;These are used to help you find what a word may mean.

Caution;These help you when working on more tricky topics and getting the right.

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But First, lets find out how email works.

Mail Server;Often referred to as simply "mail server", an e-mail server is a computer within your network that works as your virtual post office.

So to summarise, the senders computer uploads the email to its own mail server. Then his mail server pushes the email to the recipients email server. Then the recipients computer downloads the mail for the server and it is available to read.

This is whata serer room looks like.

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Who is this aimed at?

This booklet is a follow up of the pervious book, The Non technical email guide. We Amin to introduce a range of skills that are can be used by somebody who has a more advance IT knowledge.

Attachments;

A file attached to an email is sent as a duplicate of the original file.

Attachmentusually havea paperclip icon.

To attach a file to an email, in most email clients click the attach icon and the find the file in the file browser.

Any file that is above 5MB cannot be sent on our system because of the stress that that would put on it. However we can grant permission to send over the 5MB limit if you contact the IT support team via phone or email.

Attachments can be anything from pictures to video and even sound files, as long as the size is small enough (5MB) to be sent.

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Create a signature;

Current Signatures

Content of Signature

After clicking the new signatures tab a window will appear that allows you to enter the name of the signature. After that you can enter the content of the signature into the red box. Numerous Signatures can also be made so that they suite the formality of the message.

Template for a signature;Name, Institute/organisation, Position, Phone number, Fax number, Email address.

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The purpose of To, CC and BC;

To

When going to send email there are various types of options that can be used to send.

The To option is used in normal communication, everybody that is in the To option will be able to see each others email address.

Cc

Carbon copy is used to extend the To line, they is not much use for it as it is a legacy feature.

Bcc

Blind Carbon copy is used send email to a number of people without each others email address.

Legacy;Just as our ancestors have built a legacy, age-old software products that have stood the test of time are too.

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Create managing an address book ;

Outlook can be used to manage and create new contacts in the address book. Most of the time contacts details change and it is imperative that the address book is maintained to allow easy contact.

The new contact icon we can create an new contact that will be added to the contact book. The contact can contain many things including name, DOB physical address and numbers.

After you have created a list of new contacts you can use the new contact group icon to make a group. EG;

Mark ShockJohn lane Mary fox Ben site Dean sport Claire GlandKyle Fogarty

Work Colleges

Mark ShockJohn lane Mary fox

Here the list of contact on the left has been shortened down to make a group named “Work Colleges”

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Create Forwarding emails to numerous people;

Forwarding emails is a good way of resending something that has been sent to you.

After clicking the forward icon you will be presented with a window that look like a normal “new message”, From here there are two ways of sending to numerous people.

You can enter the names of who you want to send the message to on the TO or Cc line

Or alternatively you could enter a previously created group (page 7) on to the To line.

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