03 Module 3 Electronic Messaging.pptx

Legal Computer Applications I Module 3: Electronic Messaging Introduction Electronic Messaging ◦ SAIT Account  Methods to access account ◦ Identify screen elements of an e-mail application ◦ E-mail Netiquette  Prepare messages – Add a read receipt  Manage incoming mess...

Legal Computer Applications I Module 3: Electronic Messaging Introduction Electronic Messaging ◦ SAIT Account  Methods to access account ◦ Identify screen elements of an e-mail application ◦ E-mail Netiquette  Prepare messages – Add a read receipt  Manage incoming messages ◦ Appointments (Reviewed in Legal Writing 1 in the Spring/Summer semester) ◦ Calendar © 2016, Southern Alberta Institute of Technology Electronic Mail Commonly known as e-mail Used to exchange messages © 2016, Southern Alberta Institute of Technology SAIT Account SAIT Account ◦ Login © 2016, Southern Alberta Institute of Technology E-mail Access Log on: ◦ Student ID Number – without the leading zeroes ◦ Password – same as you use to access your network account © 2016, Southern Alberta Institute of Technology E-mail access When you are prompted for a username and password, use your student email address [email protected] and your initial password is usually your birth date expressed as a six-digit number (YYMMDD). © 2016, Southern Alberta Institute of Technology E-mail Address at SAIT E-mail Message: ◦ To a student:  [email protected] ◦ To an instructor:  [email protected] © 2016, Southern Alberta Institute of Technology Is the below message ready to be sent? © 2016, Southern Alberta Institute of Technology Professional E-mails Who is the message for? ◦ Global Address ◦ Reply ◦ Reply All © 2016, Southern Alberta Institute of Technology Components of a Professional E-mail Subject Line  All words four or more require initial caps (title case)  Use this rule in letters, e-mails, and memos © 2016, Southern Alberta Institute of Technology Subject Line Be sure to include one! Make it specific, concise Restrict it to one topic Capitalize with title case—see paragraph 5 of the Capitalization Guidelines (In D2L, under Legal Assistant Format and Usage Guidelines). © 2016, Southern Alberta Institute of Technology Components of a Professional E-mail Salutation:  Use Dear, Hello, Hi followed by a comma in a business setting(,)  Example: – Dear Mr. Smith,  Do not use Hey, To whom it may concern, What’s up © 2016, Southern Alberta Institute of Technology Components of a Professional E-mail Use courtesy titles when being formal: Mr.; Mrs.; Ms..; Miss.; Mx. ◦ Mr. - Use this for a male, whether he is married or not. ◦ Mrs. - Use this when you know the marital status of the woman; she is married. ◦ Ms. - Use this when the marital status of the woman is unknown or if you do know and the client prefers you to use a marital-status neutral courtesy title. ◦ Miss. - Use this when addressing young girls and women under 30 that are unmarried. ◦ Mx. - Use this gender-neutral courtesy title when people either do not identify with one of the binary genders or prefer not to be identified by gender. © 2016, Southern Alberta Institute of Technology Components of a Professional E-mail Organizational Components (there are 3 parts) ◦ Opening ◦ Message ◦ Closing © 2016, Southern Alberta Institute of Technology The Message Text must be to the left margin (do not indent paragraphs) Blank line between each paragraph 3 organizational components: ◦ Opening ◦ Message (Body) ◦ Closing © 2016, Southern Alberta Institute of Technology The Message: Organizational Components Opening: ◦ States the purpose of the message ◦ Be direct, concise Message ◦ Gives essential content ◦ Help the reader read the key points quickly—use bullets or numbered items when possible © 2016, Southern Alberta Institute of Technology The Message: Organizational Components Closing ◦ May contain a request for action or a statement of action you will take ◦ May be a goodwill statement ◦ Do not thank in advance © 2016, Southern Alberta Institute of Technology Professional E-mails Sign your name at the end. Include an e-mail signature ◦ Add your contact details © 2016, Southern Alberta Institute of Technology Professional E-mails Be objective and detailed. ◦ Is your message clear to someone reading it for the first time? ◦ Check your grammar, capitalization, and spelling. ◦ Read your e-mail before sending. ◦ Don't send messages in ALL CAPS. © 2016, Southern Alberta Institute of Technology Activity Submit an e-mail to your instructor using their e-mail address. Instructions are on D2L under Module 3. © 2016, Southern Alberta Institute of Technology E-mail Activity (Practice not for marks) Review the file found on D2L: E-mail at SAIT Notes. Answer the questions in the E-mail at SAIT Questions file. Save this file as: SAIT E-mail Lastname. Submit your answers in an e-mail message to your instructor and attach the file with your answers. Include a read receipt. Use the subject: SAIT E-mail (Section X) ◦ Insert your section identification in place of the “X”. For example: J for this section In the message, state how you have used e-mail up to now. Which application(s) have you used? Who do you usually keep in touch with? Do you use correct grammar and capitalization all the time? How will your messages change as you communicate with your SAIT instructors and other SAIT staff? Before sending your message, check grammar, spelling, and punctuation. Did you remember your attachment? © 2016, Southern Alberta Institute of Technology E-Mail Activity Marking Guidelines: ◦ Subject Line (Initial caps of words four or more letters) ◦ Salutation/Greeting (Hi, Hello, Dear…)  Do you use a colon or a comma? ◦ Main text:  Opening Paragraph  Message (Body)  Closing Paragraph ◦ Closing (Yours truly,…) A closing is not required. ◦ Student Name (Contact information) ◦ File attached ◦ Read receipt © 2016, Southern Alberta Institute of Technology Outlook Calendar Enter your SAIT student schedule in Outlook. Be prepared to share your calendar for a month that is chosen by your instructor. © 2016, Southern Alberta Institute of Technology © 2016, Southern Alberta Institute of Technology. All rights reserved. This publication and materials herein are protected by applicable intellectual property laws. Unauthorized reproduction and distribution of this publication in whole or part is prohibited. For more information, contact: Director, Centre for Instructional Technology and Development Southern Alberta Institute of Technology 1301 16 Ave. N.W., Calgary, AB T2M 0L4 © 2016, Southern Alberta Institute of Technology