Research on ICT

Answers:

1. The uses of CC and BCC

CC (carbon copy) - A method of sending a copy of an e-mail to someone, but implying that the person is not the direct recipient. For example, you send an e-mail with instructions to a group you manage, and CC it to your boss so that he or she knows what's going on but understands that the instructions in the mail were not meant for him or her to carry out. .

    BCC (blind carbon copy) - When sending an e-mail, if you BCC someone you are sending him or her a copy of your e-mail, but not allowing the recipients in the "To" or "CC" fields of your e-mail client to know that the BCC recipient was sent the message as well. BCC is often used for covert company communications, such as if you are getting irritated at someone and want to let someone else in on it without alerting the party you are irritated about, or if you are sending the CEO of your company a mail telling him or her he or she is wrong about something and want to BCC copies to your friends to gloat over it. Use BCC with caution. One of the most common uses of BCC is when sending mass e-mails; just send the e-mail to yourself and BCC it to the whole group you are sending to.

2. Parts of the email

An email message consists of the following general components:

Headers

The message headers contain information concerning the sender and recipients. The exact content of mail headers can vary depending on the email system that generated the message. Generally, headers contain the following information:

• Subject. This is what appears in most email systems that list email messages individually. A subject line could be something like "2005 company mission statement" or, if your spam filtering application is too lenient, "Lose weight fast!!! Ask me how."
• Sender (From). This is the senders Internet email address. It is usually presumed to be the same as the Reply-to address, unless a different one is provided.
• Date and time received (On). The time the message was received.
• Reply-to. This is the Internet email address that will become the recipient of your reply if you click the Reply button.
• Recipient (To:). First/last name of email recipient, as configured by the sender.
• Recipient email address. The Internet mail address of the recipient, or where the message was actually sent.

Body

The body of a message contains text that is the actual content, such as "Employees who are eligible for the new health care program should contact their supervisors by next Friday if they want to switch."  The message body also may include signatures or automatically generated text that is inserted by the sender's email system.

Attachments

These are optional and include any separate files that may be part of the message.

3. 5 rules in sending a good email

1. Keep it brief.

2. Summarize – not at the end, at the beginning.

3. Ask questions to specific people directly (ex.“Sharon – Is this what you intended?”)

4. Unless you’re the boss, don’t reply all with a question, especially if you do not know who can provide the answer. It will either (a) go nowhere and produce nothing, or (b) cause significant confusion.

5. Figure it – whatever it is – out, before sending the email and make it clear to the recipients why they are getting it. It can be irritating to receive an email about something and have no idea why you’re getting it or what you’re supposed to do with it.