Module 2 - Email Task

1) What information about a user's email, the origin of a message, and the path it took, can you glean from an email message?

Naturally the senders address, Subject, time and other CC recipients can be determined instantly by viewing an email. Most email clients also indicate visually if there is an attachment and the urgency of the email can be represented by a visual icon.

Be delving deeper into the email via my Lotus Notes options tab, delivery and routing information can be retrieved. This can be useful for trouble shooting emails and network problems. See below.

27/12/2008 11:42AM Sent
27/12/2008 11:43AM Delivered
-------- Routing Information ------
27/12/2008 11:43AM - 27/12/2008 11:43AM at server NASMTP03/SVR/BRC
27/12/2008 11:43AM - 27/12/2008 11:43AM at server NASMTP03/SVR/BRC
27/12/2008 11:43AM - 27/12/2008 11:43AM at server NAHUB01/SVR/BRC
27/12/2008 11:43AM - 27/12/2008 11:43AM at server APHUB01/SVR/BRC
27/12/2008 11:43AM - 27/12/2008 11:43AM at server APMAIL01/SVR/BRCe


2) In what cases would you find it useful to use the 'cc', 'bcc' and 'reply all functions of email?

CC should only be used if the person receiving the email as a copy will understand the context in which the copied email has been sent. CC can leave people wondering if they need to respond or act on the email and therefore should be avoided where possible if not in a close-knit environment such as a work group or Manager/employee correspondence.

In a work environment I find CC very useful. Sometimes I'm unsure if people can actually "Add input" to an issue. By adding them as a CC receiver I believe this gives them the option to comment should they have some information on the topic, yet they may not be the primary contact that you are sending to.

BCC should be used when sending email to a group that is not necessarily familiar with one another, as it will effectively “hide” the email addresses of your recipients from one another.

Particular useful for serial pests who tend to use the "Reply All" option too frequently.

Reply All should only be utilised when you wish for every person that was sent the original message to see your reply.

It is a rarity I use the Reply All option, only when I need to announce to all recipients my comments.

3. In what ways can you ensure that an attachment you send will be easily opened by the receiver?

The short answer to this is you can't. Unless you are 100% sure what versions of software a recipient has and what platform they use, problems always pop up. On a weekly basis I still have issues between certain MAC and PC files, versions of software, and file extensions. It's hard to believe that in 2008 I can still have problems opening a jpg from a MAC. Usually there are simple solutions to the problem however the fact is incompatibilities still occur despite you email clients best attempts to encode files and attachments.


4. What sorts of filters or rules do you have set up, and for what purpose?
I don't have many rules/filters set up other than out of office agents when I'm on holidays. My main filters are anti-virus based filters implemented by my employee. certain messages are blocked due to questionable content or to reduce the risk of a virus. Our business also runs anti-spam services designed to block junk mail. The parameters of these settings are quite detailed.


5) How have you organised the folder structure of your email and why?
I have a simple folder structure within my email client. Basically emails are sorted into folders depending on their content. That is multiple projects will be running simultaneously and once an email that i define is important to keep, the email will be moved to its respective project folder. Naturally I have a couple of personal folders as well.

To reduce clutter I also have a personal rule for my inbox. I don't allow more than "1 screen " worth of emails fill my inbox. Whenever i get close to my limit I know some sorting or deleting needs to take place. Quite a Nazi regime I've got going!