Please find below my revised copy. I thank you in advance for your help.
our organization uses Outlook 365 as the main communications tool to their employees. Your friend was just hired by the organization and uses email very little, does not check emails, ignores emails, and has email habits considered to be unprofessional.
Based on what you have learned about Outlook 365, share the advice and tips you would give your friend on how to use Outlook 365. Also, how would you explain to them why email is important
Hi Sarah,
I wanted to reach out to you to help you better understand how to use Outlook 365 and the importance having good email habits. Our organization uses Outlook 365 as the main communication tool. With Outlook 365, you have access to your documents on any device as long as you have WIFI. Microsoft Outlook is an application that is mainly used to send and receive emails. However it can also be used to manage various other things, such as calendar appointments.
I also wanted to go over with you the importance having good email habits. As you may already know e-mail is the largest form of communication that our organization uses. There a several parts to an email. There is certain etiquette that should be followed when sending an email. Keep it professional. Using proper email language will convey a professional image. Some tips to keep in mind are, Begin with a greeting . If you sending an email to our boss it should be professional such as Good Afternoon " Ms Brown. When sending an email to a fellow co-worker it is alright to be a little less formal and write "Hello ______". When filling out the subject line please remember it's to give a general idea what the email is about. In other words use your subject line wisely. Other important tips to consider. Keep it simple and organized. People tend skim long emails so only include essential information, Always proofread. ( anyone can read it once it's sent.) Using slang (like BTW or LOL) is inappropriate when sending a professional email . Avoid using CAPS a lot, it symbolizes that you are yelling . An introduction states the reason for contacting the person. The body details the information you are trying to convey. The conclusion wraps up your email . Checking your emails several times a day is very important. What I do to ensure that I am checking my emails through the day is, I check my emails shortly after arriving at work. Then I check them again after my morning break. I also check them after lunch and one final time before heading home.
Once again I want to welcome you to this wonderful organization. I hope that you will find this information helpful. If you need any further assistance understanding anything please feel free to contact me.
Best Regards,
Lu
Hi Sarah,
I'm glad to hear that you've joined our organization, and I wanted to offer you some advice and tips on how to use Outlook 365 effectively. Outlook 365 is our main communication tool, and it not only allows you to send and receive emails but also provides features like document access on any device with WIFI and calendar management.
Now let's dive into the importance of having good email habits. Email is the primary form of communication within our organization, so it's essential to follow certain etiquette to maintain professionalism. Here are some tips to keep in mind:
1. Begin with a proper greeting: When sending an email to our boss or someone higher in authority, it's important to use a professional greeting like "Good Afternoon, Ms. Brown." For emails to fellow coworkers, a more informal greeting like "Hello, [Name]" would be appropriate.
2. Use a clear and concise subject line: The subject line should give a general idea of what the email is about. Keep it informative and avoid being too vague or misleading.
3. Keep it simple and organized: People tend to skim through long emails, so it's best to include only essential information. Use bullet points or paragraphs for better readability. Avoid using excessive capitalization, as it can come across as shouting.
4. Proofread before sending: Always review your emails for any spelling or grammatical errors. Once you hit send, anyone can read it, so it's crucial to make a good impression through accurate and well-constructed sentences.
5. Avoid informal language and slang: In a professional setting, it's inappropriate to use slang such as "BTW" or "LOL." Stick to a professional tone and language throughout the email.
6. Check your emails regularly: It's essential to check your emails multiple times a day to stay updated and respond promptly. I recommend checking your emails shortly after arriving at work, after your morning break, after lunch, and one final time before heading home.
By following these tips, you'll be able to communicate effectively and maintain a professional image within our organization. If you have any further questions or need assistance understanding anything, please feel free to reach out to me.
Welcome to the team, and I hope you find this information helpful.
Best Regards,
Lu