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Unit 3 Writing for Successful Communication
Address Book
The contacts or address
book lists the names of all
employees on the system
and inserts the name when
you key a few letters. Many
similar names might be in the
system, so always check to
make sure the correct names
are listed before clicking the
Send button. Address books
also have search features to
help you fi nd names and other
information, such as employee
job title, location, and phone
number.
Send Options
Send options let you set
criteria before you send an
e-mail. Some of the criteria
that can be set include level of
urgency, confi dentiality, and
being notifi ed when the e-mail
is opened or deleted.
Reply Options
The reply options allow you to determine who receives the reply. You can
choose to reply only to the sender or to all recipients of the e-mail. Most e-mail
readers also have a setting for including the original message beneath the
reply. The e-mail subject line is usually given the prefi x RE: to indicate it is a
reply.
Forward
The forward option allows you to send a message you receive to a new
recipient. The e-mail subject line is usually given the prefi x FW: to indicate it is
forwarded message. Once you click the Forward button, you can add multiple
e-mail addresses to the TO: line.
Folders
Folders are used to store e-mails you have sent or received. You can also
store drafts of e-mails you are planning to send. Folders can be set up by
topics, names, or any other fi ling system you prefer. If your organization has a
standard fi ling system, be sure to use it.
E-mail is an important part of business communication.
Always use netiquette when composing e-mail.
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