10 Questions
What is the advantage of using email when compared to a telephone conversation?
Allows fine-tuning or revising the message before sending.
What role has email taken over according to the text?
Text messages
Why is sending an email cost-effective compared to other means of communication?
It allows for sending electronic files to multiple contacts simultaneously.
What is a benefit of using email in terms of message composition?
Provides flexibility in composing and revising the message.
How does email contribute to address book management?
Automatically creates entries in the address book for every message sent or received.
What is a unique feature of email regarding file sharing?
It enables sending electronic files to multiple contacts at once.
How does email responsiveness differ from other means of communication?
Email allows for automatic responses to incoming emails.
What makes email a convenient method of communication according to the text?
It provides flexibility in terms of timing for sending messages.
What problem does email solve in terms of document transmission?
Eliminates the need for physical mailing or courier services.
What aspect of email makes it stand out as a preferred communication method?
The ease of attaching various types of electronic files to messages.
Study Notes
Email Etiquette and Management
- Email signatures should include contact information, title, organization, and address, and be aware that all emails are potentially discoverable.
- Email should not violate common decency laws, and attachments should not be opened unless expected.
- Email should not be used to avoid face-to-face communication.
Email Recommendations
- Create email filters and rules to avoid spam and unwanted emails.
- Never respond to spam emails.
- Organize email folders and alerts to manage emails efficiently.
- Try to respond to emails within 24 hours.
Teleconferencing and Decision Making Tools
- Use teleconferencing tools to facilitate decision making and collaboration.
- Use idea boards to unleash ideas and think creatively.
- Dedicate a space for inspirational quotes and mantras.
Email Disclaimers
- Email disclaimers are used to protect companies from unwanted and costly lawsuits.
- Disclaimers should be included in outgoing emails to form a distinct section.
- Examples of disclaimers include confidentiality notices and warnings.
Email Etiquette
- Always include a short and pertinent subject line.
- When replying to an email, include relevant information from the prior message.
- Emails should be short and to the point, but not too short.
Managing Email Accounts
- Be familiar with employer's policy on the use of official email.
- Use employer email only for official business.
- Use several email accounts for different purposes, such as official, school, and personal activities.
Sending Email
- Always check email for spelling, punctuation, and grammar before sending.
- Verify the recipient's email address to ensure accuracy.
Advantages of Using Email
- Email gives an opportunity to compose thoughts, use appropriate language, and revise before sending.
- Email is cost-effective and user-friendly compared to other means of communication.
- Email offers flexibility and convenience, allowing users to send emails at any time.
- Email allows for quick and easy sending of electronic files to multiple contacts simultaneously.
Test your knowledge on email etiquette and best practices with this quiz! Learn about appropriate ways to use email, how to manage your inbox effectively, and how to avoid common pitfalls. This quiz covers important recommendations for composing and responding to emails.
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