Send and Receive Email


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Student Learning Outcomes:

Procedure:
Submit
Hints
The student will be able to
bulletidentify, explain and properly use the components of an email:
bulletFrom (automatic)
bulletDate/Time stamp (automatic)
bulletTo  (could be more than 1, implies that the recipient is responsible for the actions explained in the email)
bulletcc (could be more than 1, a FYI, For Your Information, implies that the recipients are just being kept informed) 
bullet bcc (nobody sees the bcc's, they see all the other recipients but do not see other bcc's if there are any)
bulletsubject (a good one is very important and should summarize the contents of the email,  For my classes subject must begin with CIS100-section # or CIS120-section#)
bulletbody, emoticons
bullet signature 
bulletattachments
bulletallocate inbox email with knowledge of what each means
bulletReply
bulletReply ALL 
bulletForward
bulletsave in a folder
bulletdelete
bulletmark as unread
bulletuse email features
bulletaddress books
bulletfolders
bulletgroups
bulletdistribution lists
bullet signature
bulletmake email more effective via emoticons
bulletThe concepts
bulletSome emoticons
bulleta very complete list
bulletand another huge list 
bulletTLA (Three Letter Acronyms) and smileys
bulletput hyperlinks into email
bulletlearn and use proper Netiquette
bulletwhen forwarding and replying to an email
bulletremoving prior receivers email (unless it is important that the new receiver know who has already see it)
bulletremember Forward recipients receive attachments, but Reply recipients do not
bulletalways check for hoaxes (www.snope.com, sumware.com/hoax.htm) before Forwarding it
bulletrecognize that people, like the prof, have many simultaneous email conversations going on so It is a good practice to send back the important points of the email you received
bulletrecognize the pros of email over other means of communication
bullet

Email

Phone

Snail-Mail (Post Office)

asynchronous synchronous asynchronous
Easily and cheaply savable & retrievable

Usually NOT Savable & Retrievable unless you plan and record

Savable & Retrievable but slow and costly

Speed

Telephone-tag

Sloooooow at best next day

Both Sender and Receiver write/read
when convenient for each

Recipient must answer when the phone rings

bulletmay miss phone call
bulletis usually an interruption

Telephone tag

Both Sender and Receiver write/read
when convenient for each

NO cost for delivery

May be small cost

Very big cost

SPAM -Junk mail phishing - big problem Telemarketers, but now "no call list"  

Multiple receipts for future

bulletwithout any cost
bulletwith same cost

Conference calls, other than that one recipient

Discounts for bulk mailing but costs more for more recipients

Immediate reply IF email is checked frequently

Immediate feedback IF phone is answered

May take many days to reply

Could get lost
some emails give confirmation of receipt

May be when dial wrong number

Yes – deliver to wrong address
for a fee confirmation of receipt

bulletcons of email
bulletSPAM
bulletHoaxes
bulletviruses
bulletphishing
   

Assessment:

bulletprojects
bulletreceipt of email with proper subject
bulletprint of e-card
bulletlog of email send and received
bullethard copy of address book
bulletprint out sent email with signature
bulletquiz covering
bulletemail components
bulletdifferences between, to, cc, bcc
bulletdistribution of inbox email (Reply, Reply ALL,  Forward, folder, delete)
bulletnetiquette, emoticons, hoaxes, SPAM

Procedure:

David Horsey Aug 11, 2005 Editorial Cartoon Reprinted with Permission for Seattle Post InquirerDavid Horsey Aug 11, 2005 Editorial Cartoon Reprinted with Permission for Seattle Post Inquirer  ---->

If you do not have an email account that is accessible via an Internet browser, go to Yahoo.com, Excite.com or GMail.com (Google) and sign up for an account.
If you have AOL, learn to access your account via IE at AOL.com.  Compuserve and Verizon users can also access their email via the WWW.

Send the prof email at
Follow Netiquette and include several emoticons.

Make sure at least 3 classmates have your email address (put it on the board, print it) and that you have the email of 3 classmates.

Put the email addresses of most classmates (at least 8) in your address book.

Send several classmates a quick email introducing yourself (cc me at ).

Create a signature

Sign up for several newsletters. (jokes, Salon, new word, quotes, Daily Trivia, Romance, Lots of Topics, RealAge, And MORE)

When you receive email from fellow students, save their email address in your address book and reply to them (cc me at

Alternatively when you receive email from fellow student save their email address in your address book, and then forward it to yet another student (cc me at ).

When you receive GOOD email from a newsletter for which  you signed up, forward it to one or more other students (cc me at ).

Create at least three folders - move email to the appropriate folder at it arrives.  Do NOT delete any email about this course until after the end of the term.

By the 3rd week you should have the email address of most everyone one in the class in your book - enhance the listings with notes about each student.  

Send send fun e-mail postcards  to one (or more) classmates.

Submit

An email sent to the prof ASAP - be sure to have a proper subject

Submit on paper

bulletsamples (3 or 4) of emails that you have received, forwarded and replied to that include
bulletyour signature
bulletemoticons
bulletemail from a newsletter
bulletpostcards
bulletuse of reply, forward, attachment, cc, bcc
bulletforward of several good newsletters, comics etc.
bulleta list of your folders and their contents
bulleta folder with some send and received email in it
bulletyour address book that has the email addresses of most classmates and at least one disruption list (group)

Hints

Reply, Reply All and Forward

Reply sets up the email to go back only to the sender.  Reply All sets it up to the sender and all other To's and cc's (but not bcc's cause "nobody sees the bcc's").  You can delete some recipients and add some, but remember attachments are NOT resent. You can add more text and delete some of the text that you received.   
It is a good practice to send back the important points of the email you received.  Busy folk are have many simultaneous email conversations and need to be reminded what they said to you that you are replying to.  You can, and should, remove unnecessary verbiage.

Forward copies the received text into a new email so you can send it to new people after you have optionally added or deleted some of the original message. You can sent to To or cc or bcc folk.   Attachments, unless you delete them, are sent. 

Subject

The subject of an email is THE most important part of the email.  Be sure it describes what is in the email because:
bulletMany folk, partially large companies,  use SPAM filtering programs that discard email from people whose email address has not previously been entered as a friend.  This means the first time you email someone, including the prof, a SPAM filter decides if your email is acceptable or not.   A good email subject can prevent your email from automatically being put in the "dumpster".  Some people (like the prof) quickly scan the email that the filter has put in the dumpster, and a good subject can inspire the recipient to rescue your email.  My clue is CIS100 or CIS120 at the beginning of the email subject.  A good subject is particularly important if your email address has lots of numbers like SJc234@yahoo.com or S123456@ucc.edu, which SPAM killing software targets.
bulletAssuming you get through the SPAM filter, you still have to get the human being to read your email.  In this day of viruses and other ugly things on the Internet, and with everyone busy and with a limited amount of time, you need to convince the potential reader that this is a good message that they WANT to read.  In a long list of emails the only clues are the From and the Subject.  Make the subject explains the email.
bulletAfter sending your email, it will be in your sent folder.  You may delete it if it is unimportant.  But if you save it, either in the Sent folder or another folder, you are saving it because you want to retrieve it some time in the future.  When you go to retrieve it, the Subject is the easiest and fastest way (unless your email program has a good Search facilty like Gmal or other than taking the time to open and read all your saved email to that recipient.) 
bulletEven more importantly is if the recipient saves your email, he/she must locate it a week, month, year or several years into the future using the subject that you wrote.

Thus, it is essential that you write subjects that are clear and complete.  Though you probably compose the subject before you write the email, before your send the mail, double check that the subject now still summarizes the contents of the email and tells the recipient what is in it and why he/she wants to open and read it. 

Required Parts of the Subject for CIS coursework
bulletyour cis1x0-xx section for example CIS100-008 or CIS120-300
bulletdescription of why the email is being sent and what it contains such as the name of the assignment you are submitting
bulletif the email program you use that does not put your real name in the "From", such as AOL, UCC.edu or comcast.net, also include  your real name in the subject.

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This page was created by   and was last updated on 09/15/07

Page Name:  Send and Receive Email
URL:             http://faculty.ucc.edu/business-greenbaum/Intro/C100IN_email.htm

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Copyright:      ã Maureen Greenbaum Sumware in NJ  2001, '02, '03, '04, '05, '06, '07, 2008.  All rights reserved. AddThis Social Bookmark Button