Effective Use of Email Systems in Professional Environments.pptx
1. Effective Use of Email Systems in
Professional Environments
"Email Etiquette: The Art of
Professional Messaging"
2. Introduction
Email is an essential communication tool in
professional environments, enabling efficient
and documented exchanges. To maximize its
effectiveness, professionals must leverage
advanced email features, adhere to proper
etiquette, and maintain secure practices. This
presentation will cover these aspects in depth,
focusing on practical applications and strategies
to enhance email use.
3. Objectives
• Understand advanced features of email systems.
• Learn strategies for email etiquette and security.
• Explore inbox management techniques.
• Discover best practices for integrating calendars
and managing threads.
• Engage in a practical activity to reinforce
learning.
4. Advanced Features of Email Systems
• Scheduling emails allows users to compose a
message and set a specific time for it to be sent.
Steps in Gmail:
1. Compose your email.
2. Click the dropdown arrow beside the "Send" button.
3. Select "Schedule send.
4. Choose a pre-set time or set a custom date and time.
Advantages:
Enhances productivity.
Helps with managing time zones.
5. Step 1: Sign in to your Gmail account.
Step 2: Click on “Compose” to create a new email.
7. Step 4: Once your email is ready, click on the down
arrow next to the “Send” button.
8. Step 5: A dropdown menu will appear. From
there, select “Schedule send”.
9. Step 6: Next, you can choose when your email will be sent. Gmail gives you a few
default options:
Monday morning, Tomorrow morning, Or tomorrow afternoon. But you’re also free to select a completely
different time slot if none of the default choices suit you. To do so, click on “Pick date and time”.
10. Step 7: Choose the date and time. And click on
“Schedule send” to confirm.
11. Advanced Features of Email Systems
• Steps in Outlook:
1. Compose your email.
2. Click "Options" in the toolbar.
3. Select "Delay Delivery."
4. Set the delivery time under"Delivery options."
12. Advanced Email Features – Filters and Folders
• Filters:
• Automates organization by moving emails to
folders or marking them based on rules.
• Example: Filtering emails from "@company.com"
into the "Work" folder.
• Folders:
• Helps categorize emails (e.g., "Urgent," "Follow-
Up," "Personal").
13. Key Features of Gmail Filters
• Automatic Organization: Filters can automatically
sort emails into designated folders or labels,
making it easier to find important messages later.
• Actions on Emails: You can configure filters to
perform various actions such as archiving,
deleting, marking as spam, or forwarding emails to
another address..
• Custom Criteria: Filters work by defining search
criteria, such as sender, subject line, keywords, or
other attributes, allowing for tailored email
management
14. How to Filter Emails Automatically in Gmail: Step-by-Step Guide
• Creating filters in Gmail is a
straightforward process that helps you
manage your inbox efficiently. Here’s
how to filter all emails based on specific
criteria:
15. What is Email Etiquette
Email etiquette is a set of guidelines for writing
and sending emails that help you make a good
impression. It includes using a professional email
address, writing clear subject lines, and
proofreading your message.
16. Email Etiquette
Do’s:
• Use clear and concise subject lines
• Address recipients professionally.
• Use proper grammar and avoid slang.
Don’ts:
• Avoid "Reply All" unnecessarily.
• Don’t use ALL CAPS.
• Avoid overly lengthy emails.
• Include a professional signature (e.g., name, position,
contact).
17. Why is email etiquette important?
The way you communicate is a reflection of your
character, work ethic and attention to detail.
When writing emails in a professional setting,
you may also be representing the character and
values of your employer.
18. What is Email Security?
Email security can be defined as creating a set of
techniques to protect email communications.
The strategy’s goal is to preserve:
• Email message confidentiality;
• Email message integrity;
• Email message availability.
19. Why is Email Security Important?
• Despite cybersecurity threats, emails remain among
the most popular communication channels.
Individuals or organizations will not abandon the
method despite the fact that over 90% of attacks on
organizations start from a malicious email.
• Instead, they should look to enforce email security
in tandem with general data protection regulation
practices.
20. Email Security Best Practices
• Avoid phishing scams by inspecting sender
addresses and links.
• Use strong, unique passwords and enable
two-factor authentication.
• Regularly update software and enable
encryption for sensitive emails.
• Avoid opening suspicious attachments or links.
21. How Does Encryption Protect Email?
As mentioned, most email service providers offer encryption as a
security measure. It’s an authentication process that blocks
unauthorized access to view the contents.
22. Types of Encryption
There are three major email encryption types:
1. TLS. TLS stands for Transport Layer Security. TLS uses
a special code to jumble up the messages while
they’re on the move
2. S/MIME. S/MIME is your standard email encryption
type to offer a secure email gateway via encryption
and digital signatures.
3. 3. PGP. PGP (Pretty Good Privacy) is similar to S/MIME
but doesn’t require a deciphering key directly from a
particular certificate authority.
26. Dangers of Malicious Emails
Different email attacks exist for different
reasons, but the overall dangers of malicious
emails can be classified into a few major
categories:
1. Jeopardizing the organization’s assets.
2. Data theft.
3. Ruining the organization’s reputation
27. Benefits of Email Security
• Real-time protection against zero-day exploits;
• Data breach prevention;
• Improved confidentiality;
• Protection from phishing attacks and spoofing;
• Identification of malicious threats and spam emails;
• Compromised account takeover and identity theft prevention.
• Email security shouldn’t be just a measure to protect
individual inboxes. For organizations, it’s a practice to avoid
financial loss and other dangers.
28. It’s hard to do creative work when you’re
staring at this!
29. Inbox Management Strategies
The Inbox Zero method is a productivity strategy
that aims to clear your inbox by sorting, deleting,
and responding to emails. The goal is to have no
unread emails, or "zero emails", in your inbox.
Use the "Inbox Zero" approach:
• Archive or delete emails after addressing them.
• Categorize using folders and labels.
• Prioritization: Flag important emails.
• Unsubscribe from unnecessary newsletters.
30. Integrating Calendars and Managing Threads
• Calendar Integration:
• Sync emails with calendars for streamlined
scheduling.
• Use "Add to Calendar" options in Gmail or Outlook.
• Managing Threads:
• Group related emails to keep conversations
organized.
• Enable "Conversation View" in Gmail or "Show as
Conversations" in Outlook.
31. Recap and Key Takeaways Content
• Mastery of advanced features improves productivity.
• Adherence to email etiquette enhances
professionalism.
• Strong security practices protect sensitive
information.
• Inbox management ensures efficiency.
• Calendar and thread integration support
organization.
32. Reference
1. Microsoft Support. (n.d.). Manage email messages by using rules.
Retrieved from https://support.microsoft.com
2. Google Support. (n.d.). Create rules to filter emails. Retrieved from
https://support.google.com
3. Purdue OWL. (n.d.). Email etiquette. Retrieved from
https://owl.purdue.edu
4. National Cybersecurity Alliance. (n.d.). Email security tips. Retrieved
from https://staysafeonline.org
5. Harvard Business Review. (n.d.). Inbox management strategies.
Retrieved from https://hbr.org
• https://youtu.be/TI_V6JOKJQg?si=jgRg0XZWds9z9ibf
• https://mailmeteor.com/blog/how-to-schedule-an-email-in-gmail
Editor's Notes
#23:Encryption scrambles the message and makes it unreadable for third parties trying to access the information. Only the recipient who has the private key can decode the message.
