Email Basics

SKU: C-492Duration: 28 Minutes Certificate Included

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Course Details

Specs

Training Time: 28 minutes

Compatibility: Desktop, Tablet, Phone

Based on: Industry Standards and Best Practices

Languages: English

Almost 145 billion emails are sent every single day. They are easy to send and virtually instantaneous. Emailing has become one of the most common ways for people to communicate with friends and family, as well as co-workers and customers. While email is simple and familiar, there are important rules to follow to ensure that messages are clear, polite, and effective. This course will outline those rules so that every email sent is a professional one.

At the end of this module, you will be able to:

  • Differentiate between an email that should and should not be sent
  • Describe effective email time management skills
  • Describe the importance of subject lines
  • Describe how to write appropriate greetings, sign offs, and signatures
  • Describe how to use CC and BCC properly
  • Identify the most effective tone, font, and style
  • Describe how to write professional emails utilizing proper spelling, grammar, and punctuation
  • Explain how to write emails with clarity and brevity
  • List the general rules of email etiquette, or netiquette
  • Describe when to use attachments
  • Describe how to use out of office messages
  • Explain possible privacy concerns when using email

The following key questions are answered in this module:

What are some benefits for using email?
The benefits of email are that information can be sent quickly, responses can be returned quickly, when an Internet connection is available, emails can be sent whenever needed, messages can be sent anywhere in the world with little or no cost and without the complication of time zones, and it provides a written record of what has been said.

When should I not use email?
Email should not be used when it includes emotionally charged information, it contains a long list of questions requiring detailed answers, or it focuses on bad news, complaints, criticism, or anything controversial or sensitive.

Why are subject lines important?
Subject lines make it possible for people to immediately see what the email is about and respond accordingly, as well as place the message into the appropriate folder.

What is BCC?
The BCC option stands for blind carbon copy. This option is used when the sender does not want everyone on the list to have access to those email addresses.

Below is a transcript of the video sample provided for this module:

Almost 145 billion emails are sent every single day. They are easy to send and virtually instantaneous. Emailing has become one of the most common ways for people to communicate with friends and family, as well as coworkers and customers. While email is simple and familiar, there are important rules to follow to ensure that messages are clear, polite, and effective. This course will outline those rules so that every email sent is a professional one.

Use the additional resources and links below to learn more about this topic:

  • US Department of Health and Human Services National Institutes of Health – www.training.nih.gov
  • Training and Education - https://www.training.nih.gov/writing_professional_e-mail
  • ProBlogger – www.problogger.net
  • ProBlogger article - http://www.problogger.net/archives/2013/09/26/how-to-write-a-professional-e-mail-that-gets-a-reply/
  • The University of North Carolina Writing Center – www.unc.edu
  • The Writing Center - http://writingcenter.unc.edu/handouts/effective-e-mail-communication/

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