MO Lesson 4.2 2024

Welcome to Microsoft Office Mrs. Vandernick lvandernick@ccaeducate.me (717) 710-3300 ext. 11814

The Plan for Today: Unit 4 Lesson: 4.2 Outlook Email Tools Goals:

Monday, Wednesday, Friday 2:20-3:05 pm

Learners can:

• identify the use of basic elements for proper email etiquette
• analyze a signature and subject line for an email

Warm Up: Each day we will begin with a question or activity to get us started!

Just using emojis, what did you do this weekend?

Vocabulary

• email attachment
• email body
• email closing
• greeting

Conversations

• With Classmates and Friends:
• Use casual language and abbreviations.
• Often use nicknames.
• With Teachers:
• Communicate respectfully and more formally.
• With Parents:
• Speak respectfully but in a more relaxed manner.
• Adjust your emails based on the recipient, just like conversations.
• Use respectful language in professional emails.

• In today's digital world, email has become an essential form of communication. Learning proper email etiquette is crucial for success in both academic and social settings.

Email Etiquette

• Some areas where email etiquette can be practiced include the following:
• subject line
• greeting
• body of the email
• closing
• attachments
• responding to emails

Subject Line

• In a previous lesson, you learned about the importance of the subject line. It is crucial to determine whether the email gets opened or ignored.
• Some best practices for the subject line are below:
• Keep the subject line clear and concise, summarizing the main purpose of your email.
• Avoid using vague or generic subject lines like "Hi" or "Question."

Greeting

• The greeting or salutation is the first line of an email, and it sets the tone for the entire message.
• The greeting should be tailored to the recipient and situation - more formal for new contacts or adults such as your teachers, and more casual for friends and regular contacts.
• Start your email with a polite greeting, such as "Dear [Recipient's Name]" or "Hello [Recipient's Name]."
• If you don't know the recipient's name, you can use a more general greeting like "Hello" or "Good morning/afternoon."

Email Body

• The email body is where the sender writes the main message, including text, images, links, and other content intended for the recipient to read.
• Be clear and concise in your message. Organize your thoughts and get to the point quickly.
• Use complete sentences and proper grammar, spelling, and punctuation. Avoid using text speak or abbreviations.
• Be respectful and polite in your tone. Avoid using all capital letters, which can come across as yelling.
• If you are making a request or asking a question, be specific and provide any necessary context.

Email Closing

• The email closing wraps up the message, expresses gratitude or well-wishes, and leaves the recipient with a positive final impression
• End your email with a polite closing, such as "Sincerely," "Best regards," or "Thank you."
• Include your full name at the end of the email, especially if you're communicating with a teacher or other professional.

Email Attachments

• An email attachment allows the sender to include additional files, such as documents, images, videos, or other digital content, to supplement the email's main message.
• If you're attaching a file, make sure to mention it in your email and double-check that the attachment has been successfully included.
• Avoid sending large attachments, as they can be difficult for the recipient to download or open.
• Attachments can pose security risks, as they can potentially contain malware. Malware is software used by hackers to steal information or destroy computers and computer systems. Users should exercise caution when opening unexpected or suspicious attachments.

• Remember that your email represents you, so always maintain a professional and respectful tone. Avoid using email for sensitive or personal matters.

• Match the part of an email with its purpose.

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• Match the part of an email with its purpose.

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• Match the part of an email with its purpose.

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• Match the part of an email with its purpose.

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Email Signature

• An email signature is a block of text, images, and/or links that appears at the end of every email you send.
• The key elements of an email signature typically include the following:
• name
• title or position
• links to social media profiles
• other elements can include images or messages
• An email signature can make emails look more professional and get the most out of every email interaction.
• The key is to keep the signature concise, visually appealing, and aligned with your organization and group's overall branding.

Creating Your Email Signature

• Begin by logging in to your Microsoft Outlook account and selecting the gear icon to access the Settings panel.
• In the Settings panel, select Account and then Signatures to display the settings for creating an email signature. (This has changed from previous settings!)
• When adding your signature information, recall that this includes your name and additional information you would want to be part of your signature on your email.
• In addition, you can edit the appearance of text by using the formatting toolbar.
• Microsoft Outlook allows you to create multiple signatures. Name your signature! Select Save.

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Using the Signature

• With the signature created, you can now add them to your email messages.
• There are three different categories of email messages:

1. New email message
2. Response to an email received by the original sender
3. Forwarding an email received to a person(s) that was not the original sender

• There are two options when applying your email signature:
• For New Messages
• For Replies/Forwards

Applying Signatures

Apply Signature to New Emails

• To apply your signature to new email messages, select the dropdown arrow associated with For New Messages and select the name you created for your signature.

Apply Signature to Responding/Forwarding Emails

• To apply your signature to responding or forwarding email messages, select the dropdown arrow associated with For Replies/Forwards and select the name you created for your signature.

Signatures Applied to Both Groups

• Once you have applied your signature settings as desired, select Save.

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Summary...

In this lesson, you learned:

• identify the use of basic elements for proper email etiquette; and
• analyze a signature and subject line for an email.
• In an upcoming lesson, you will complete a short assignment practicing writing a professional email.