ICT Email 1

Email

by Mr Andy Chee

​What are emails?

• Emails are Electronic Mails ​that are sent between computers or devices either on a network or over the internet.

• ​It is estimated that over 150 billion (150,000,000,000) emails are sent everyday.

• ​Emails are sent for a wide range of purposes.

  • ​Communication (friends, family, colleagues etc)

  • ​Sending files

  • Business promotions​

  • ​Marketing

​What are emails?

Software​

​You can use two different types of email software:

​

• ​Dedicated software installed on your computer (like Microsoft Outlook)

• ​Web browser email (Gmail, Hotmail etc.).

Address Books:​

Address Books:​

• Address books allow you to store the email address of people that you frequently contact.

​

• ​This makes it quick and easy to find the email addresses of friends, family and business contacts.

​

​Once an email address is stored in your address book, you can simply click it in order to start an email.This reduces the possibility of entering an email incorrectly if you were typing it in manually.

​Email Groups:

• ​Email groups are lists of contacts that you would distribute the same emails to.

​

• ​Because email groups allow us to send the same email to multiple people, this saves a lot of time.

​

​For example:

In schools, we often set up email groups for different year groups. If we wanted to send an email to all of the students in year 10, we could simply select the 'Year 10' email group instead of having to enter the email addresses of each student individually.

​Carbon Copy (Cc):

​Carbon Copy (Cc):

• ​Cc (carbon copy) is where you send an email to someone but also want other people to see a copy of the email as well.

• ​To carbon copy people into an email you would add their email addresses into the cc box in your email software.

​

​People who receive a carbon copy of an email are not the primary recipient.They simply may have an interest in the emails content and should be made aware of it.

​Blind Carbon Copy (Bcc):

• ​Bcc (blind carbon copy) emails are similar to carbon copies but any email addresses entered are hidden from view.

• ​Email addresses entered into the bcc box will still receive the same email but people copied into the main and cc boxes will not be aware of it.

• ​Bcc is used when you want to keep email addresses private.

​For example:

I may want to send an email about ICT revision classes to students and parents. I can't add parent emails into the main or Cc boxes because I don't want to broadcast their personal emails to everyone who receives the mail.

If I put their email addresses in the Bcc box, they will be hidden from view.

• Subject Line(Subject:): What is the email about? A good subject line summarizes the email and makes it sound important enough for the reader to open. Subject lines like “Hello” or “Meeting” are vague and make it difficult to know what the email will be about.

• Sender (From:): The email address of the person who sent the message appears here. Most email services display the person’s name before their email address to make it easier to identify them. When you press “reply,” your email will only go to this person.

• Recipient (To:): If you are receiving the message, your email address probably won’t appear here. Instead, you might see wording like “to me.” 

Body of Emails

• Salutation: After the subject line, your email salutation, or greeting, is the next part that the recipient will see. It should match the tone you’re trying to set in the rest of your email. Don’t skip this part unless you are emailing back and forth quickly with someone in a virtual conversation.

• Email Body: The email body contains the message of the email. Effective emails keep their email bodies short and add more extensive information to the attachments. For formal emails, such as messages to an employer or emails to your teacher, it’s best to avoid common email abbreviations.

• Closing: If an email message is an electronic letter, it’s polite to end it with a closing. The closing you choose should match the tone of the rest of the email. Formal closings include “Sincerely” and “Thank you,” while more friendly messages can use “Talk to you soon!” or “See you later!”

Multiple Choice

How do you write back to the person who sent you an email?

• You reply to the email.

• You attach the email.

• You greet the email.

Multiple Choice

What part of the email is where you say hello?

• Greeting

• Closing

• Subject

Multiple Choice

Which one of the following looks like a legitimate email address?

• andy_paragon@.edu.my

• andy@paragon_edu_my

• [e-mail]

• andy_paragon@edu_my

Multiple Choice

Where are emails that you receive stored?

• Reply

• Inbox

• Greeting

Multiple Choice

Which line of the email provides an idea to the receiver of what the message is all about?

• BCC:

• To:

• Subject:

• CC:

Multiple Select

How would you address an email to the person whose address was [e-mail]

• Hi,

• Dear Whoever,

• Dear Sir or Madam,

• Dear Info,

Multiple Select

What would be the best way to write to address Mr Andy in an email - choose more than one if applicable

• Dearest Andy,

• Dear Mr. Andy,

• Teacher,

• Hi teacher,

Multiple Select

A subject line should (2 correct answers)...

• be blank

• be descriptive and clear

• briefly identify what is in the content of the email

• use one word

Multiple Choice

The subject line should be

• your name

• a short summary of the email topic

• a sentence saying 'Dear..."

Multiple Choice

Which of these would be a good title of an email regarding missing an English lesson with your teacher...?

• Stuff

• I need to talk to you about something important so please read this email if you don't mind

• English today

• I ain't going to be in your lesson soz

Multiple Select

What phrase is best used in signing off your emails - check more than one if applicable

• Kind regards

• Cheers

• Yours Always

• Best Wishes

Multiple Choice

Which button allows you to create a new email in Gmail?

Multiple Choice

Which of the following email address lines refer to the receiver of your mail?

• TO:

• CC:

• BCC:

• SUBJECT:

Multiple Choice

If you wish to send a copy of the email to another person without the knowledge of the intended receiver, you should use -

• BCC:

• To:

• CC:

• From:

​How to start

​_{You need to get the name of the person you are emailing.}

_{If you don't know (the email address doesn't let you know) - Sir or Madam}

_{Titles are tricky if you don't know:}

_{Safe - Mr, Ms}

_{Use if you know - Prof. Dr. Mrs.}

_{You can use Dear - you don't have to - but do not use Hi or anything informal unless it is an informal email}

_{Don't use people's first names unless you know there person well}

Some endings:

Sincerely.

Take care.

Thank you for the opportunity.

Thank you for your time.

Regards (or warm regards)

An email should look like this:

[e-mail]

​

ICT today

​

Dear Mr Andy,

​

I am afraid I won't be in your ICT lesson (period 7) today as I have a clarinet lesson. I will try and catch up with any work I miss. I hope this is ok.

​

Best Wishes

Sam Roberts

​Assignment

​

Send an email

• Send an email to me ([e-mail]) with the following: 

• Dear Mr Andy, 

  My name is [Your Name]. I am writing to you to answer the following questions: 

  What are emails used for? [Insert your reply here] 

  Name 2 professional salutations/greetings. [Insert your reply here] 

  Give an example of an ending. [Insert your reply here] 

  Sincerely, 

  [Your Name]