Topic 12 - Electronic Mail

As a Distance Education student studying Business Services, you will probably be familiar with the idea of email and how it works. You may already use many of the email functions like:

• electronic address book

• spellcheck

• compressing files (zip applications)

Many of these functions will be covered in more depth in the Technology Units. These applications, therefore, will be covered briefly here.

 

It is suggested that you only go to the sections you don't know about. Please do not skip any sections if you are uncertain. Task 18 must be done by everyone.

 

The sections to be covered in this topic include:

Email

The diagram to the right explains how email works. It is a useful method for internal and external communication.       Go to Help for more specific information.

 

 

 

Distribution Lists

Most organisations will have a distribution list (or mail out list) of clients who will be sent mail on a regular basis. They can be paper-based or electronic.

 

An electronic distribution list can be kept as a database or spreadsheet record.

Information in databases or spreadsheets:

• can be sorted for bulk mail outs

• must be maintained regularly by:

  • deleting records

  • adding records

  • updating records

Checking the Accuracy of Mail Outs

Swaggies (p42) have specific procedures for sending emails. This is to ensure a standard is maintained that reflects the reputation of the business.

 

The procedures cover:

• the purpose of emails

• the accuracy of information

• the maintenance of emails

Now try Task 18

This task is compulsory for all students

 

Attachments

An attachment to an email is a copied document (original, scanned or photo) that is "attached" to the email message typed by the sender. It is useful for business because they can send good quality copies and graphics.

 

To find out how to send an attachment go to the Help Material

 

If you have email facilities send a message with an attachment to your Business Services teacher. The attachment might be a photo, clipart, a document or just a big "Hello"!!

 

Compressing Files

 

WinZip is a program which makes it easier to:

1. archive (store) important files  or

2. compress files to save space

Zip files can compress files and folders that take up a lot of space on the hard drive. They can then be attached to an email message and sent as an attachment.

 

Using WinZip to Compress Files

 

Most Microsoft software packages will have "WinZip". If you do not have WinZip you can purchase it at www.winzip.com or go to www.secure.safesite.com for $29 (single user - 5/12/02)

 

To compress a file or folder. For this example we will call it a folder. right click on the folder icon - you can add this folder to temporary zip file (OK in the short term) add to a special zip folder for that item compress it then email to someone let's say you want to compress this folder and save in the zip folder - click Add to Zip WinZip window opens - click I agree click Add - the folder has been compressed and archived This file can also be emailed by right clicking the zip folder and choosing the email option

To uncompress a file or folder. right click the zipped folder click I agree click Next click Unzip an existing file select the file to be unzipped - click Next click Unzip Now

This is the end of the unit: Handle Mail