POLICY AND PROCEDURE:

Transcription

1 POLICY AND PROCEDURE: ETIQUETTE ETIQUETTE 1. Use a standard black fnt (e.g. Arial) n a plain white backgrund; 2. Use a curteus greeting and clsing; 3. Make yur cncise, clear, factual and t the pint; a. Be sure yu are including all relevant details r infrmatin necessary t understand yur cmmunicatin; 4. Address yur cntact with the apprpriate level f frmality and ensure crrect spelling f their name; 5. Be aware that is a frm f written cmmunicatin and it creates a written recrd; 6. , like ther written crrespndence, desn't reveal yur tne f vice. Chse yur wrds carefully. 7. Use spell check and prf read yur s. 8. When the is addressed T yu; i. Respnd t s within 1 r 2 business days unless yur rle requires an immediate respnse; 9. Use prper sentence structure. i. Multiple instances f!!! r??? are perceived as rude r cndescending. 10. Review the Sender's in detail t avid making assumptins. If yur is emtinally charged, walk away frm the cmputer and wait t reply. Never assume the intent f an . If yu are nt sure, ask t avid unnecessary misunderstandings. It is best t d this by phne r in persn, rather than by . TO, FROM, CC, BCC, RR, SUBJECT: 1. Include addresses in the T: field fr thse wh yu wuld like a respnse frm. 2. Think abut yur mtives when adding addresses t T:, CC:, BCc. Use yur discretin. 3. Never expse yur persnal r business cntact's address t strangers by listing them all in the T: field. Use BCc:! 4. Only use Cc: when it is imprtant fr thse yu Cc: t knw abut the cntents f the Make sure yur name is displayed prperly in the Frm: field. 6. Always include a brief Subject. N subject can get yur flagged as spam. 7. Make sure when using BCc: that yur intentins are prper. 8. Make ne last check that the address r addresses in the T: field are thse yu wish t send yur reply t. 1 P a g e

2 FORWARDING Only frward s relevant t the peratin f yur business and with permissin f the sender. If yu must frward t mre than ne persn: Put yur address in the TO field and all the thers yu are sending t in the BCc field t prtect their address frm being published t thse they d nt knw. This is a serius privacy issue! SIGNATURE The IT persnnel are respnsible fr assistance with setting up and blackberry signatures with staff that will include the specific Cheshire requirements. 1) Open an and cpy the signature frm Leslie Cllins Massa r existing emplyee 2) Open a new and g t signatures 3) Select new and type in yur name 2 P a g e

3 4) Cpy the signature int the bx belw; 5) Enter yur signature int the new message and reply drp dwns 6) Select k 3 P a g e

4 BB10: Hw t change yur signature: Frm within the Hub, tap the verflw icn (3 dts) Tap Mre Tap Settings Tap Accunts Chse the accunt fr which yu want t change the signature 4 P a g e

5 Clr Cding Create a cnditinal frmatting rule 1. On the View tab, in the Current View grup, click View Settings. 2. In the Advanced View Settings dialg bx, click Cnditinal Frmatting. A set f default rules appears. This includes the Unread messages rule. This rule makes unread messages appear bld in the message list. In additin, any cnditinal frmatting rules that yu created in the Organize pane with an earlier versin f Outlk appear. D any f the fllwing: T delete a rule, click the rule, and then click Delete. T temprarily turn ff a rule, clear the check bx fr that rule. T change the criteria fr a rule, click the rule, and then click Cnditin. T change the text frmatting, click the rule, and then click Fnt. T add a new cnditinal frmatting rule, click Add, in the Name bx, type a name, click Fnt t specify the frmatting, and then click Cnditin t specify the criteria fr this rule. 5 P a g e

6 EXAMPLE CONDITIONAL FORMATTING RULES These are sme examples f cnditinal frmatting rules that yu can create in Outlk Fllw steps 1 and 2 in the previus sectin, and then d the fllwing: Make all messages frm Jhn Kane appear in red 1. Click Add. 2. Enter a name fr the rule. 3. Click Fnt. 4. Under Clr, click Red. 5. Click OK. 6. Click Cnditin. 7. In the Frm bx, type Jhn Kane. a. NOTE The name must exactly match the full name that appears n messages that yu receive. 8. In the Filter, Cnditinal Frmatting, and Advanced View Settings dialg bxes, click OK. Out f Office Ntificatin All staff that have Cheshire addresses must use the ut f ffice assistant when they will be away fr 1 day r mre. The message must include: The dates and/r time yu will be ut f the ffice (e.g. I will be ut f the ffice frm June 6th t June 17 th ; Wh t cntact in yur absence and hw t cntact that persn. (e.g. Please cntact Je Expert at jeexpert@cheshirelndn.ca r by calling ext 231 in my absence). Out f Office examples I will be ut f the ffice frm September 19 th until September 30 th. If yur matter is urgent, please cntact Judi Fisher at judi.fisher@cheshirelndn.ca r by calling ext Thank yu. I will be ut f the ffice frm September 19 th until September 30 th. If yu have any cncerns r questins that need t be addressed immediately, please cntact Judi Fisher at judi.fisher@cheshirelndn.ca r call ext Thank yu. 6 P a g e