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Transcript of Email Basics
Sending a professional email
In the To box, type the email of the person you want to send a message to. If the person is in your Contacts, you can just type their name.
Always double-check the To box before you press send so your message goes to the right person.
Example: if you are working with a partner on an assignment and email it to the teacher, you should CC your partner so they know you sent it in.
Bcc stands for Blind Carbon Copy. People who are Bcced are like email ghosts: they can see who the email was sent From:, To:, and CC:, but the other people cannot see them.
Bcc is often used when the sender doesn't want the receivers to have each others email addresses. He will send the email to himself and Bcc everyone else to keep their information private.
The Subject Line
The subject line is like the title of your email. It is the first thing that your recipient will see. Try to make it both short and descriptive so that the other person knows what you need.
Subject Line Dos and Don'ts
DO say the main thing that you are emailing about
DON'T put your whole message in the subject line
DO mention what you need from the other person
DO check your spelling and grammar
DON'T put greetings in the subject line (Hello, how are you, etc.)
DON'T use slang or confusing abbreviations
5th grade emails--thanks!
Greeting & Closing
You should always have a greeting and a closing in a professional email. Just like in a handwritten letter, they should be capitalized and end in a comma.
Greetings go at the very beginning of the email. Some good salutations:
Closings go at the very end of the email. Some good closings:
Dear Mrs. Saunders,
Good Morning Mr. Lang,
See You Tomorrow,
Many professional emails have signatures automatically added to the bottom of each email. We will set one of these up later.
The body of the email is where the message goes.
Casual emails sometimes use slang and improper grammar. That is ok for between friends outside of school and work.
Professional emails (even between friends and classmates)
use full sentences, proper grammar and spelling, and respectful language.
When it comes to email, shorter is better. Re-read your message before you send it to see if you can make it shorter or clearer.
Hello Mrs. Wade,
I hope you are doing well today.
I just thought that I would let you know how well the 5th graders are doing with their new emails. They are very professional and excited to be working together.
Thank you for helping me set the emails up.
CC stands for Carbon Copy. People who are CCed on an email receive the email just like the person you sent it to.
You should CC someone if they are part of a conversation but not the main person you are messaging.
Clicking the paperclip icon gives you the option to attach files (including pictures, documents, and other files) from your computer or Google Drive into your email. Anyone who receives that email can see and download the attachments.
You should never send or forward another person's files without their permission. Receiving another person's files does not give you the right to change or use them however you want.
It is courteous to mention in the body of the email that you have attached a file. This is because viruses are sometimes sent over email and mentioning that you attached something lets the receiver know that the file is safe to open.
Now it is time to log into your new account and send your first email! In another tab, visit inbox.google.com.
Compose an email to firstname.lastname@example.org (that's Mrs. Perrier's email). Since you are emailing a teacher, your message should be professional. A professional email has:
Proper spelling and grammar
You will receive a grade based on whether your email has the parts you just learned about. (Note: you do not need an attachment, Cc, or Bcc).
When you are done, you can customize your account settings (picture, background, etc.) and explore Inbox and Classroom.
Reply and Reply All
sends a message back to the person who sent the email to you (whomever it's from). If other people were included in the email (in the To, Cc, or Bcc lines), they
see your reply.
sends a message back to the person it's from and anyone it was sent to or Cc.
When choosing between
, think about who needs to see your message.
Example: Your teacher sends an email to everyone in your class. She asks you to let her know if you have finished your project.
Example: Your teacher sends an email
to your group of four asking how your group project is going.
It is better to use
here, because your classmates don't need to know about your project and you don't need to get 18 emails from them about their projects.
It is better to use
here so that your group members can see what you said. Instead of having four separate emails going back and forth between your group members and the teacher, you can have one that everyone is involved in.
sends a message (and all of the previous replies) to someone new. The person that the original message is from will not know that you forwarded it. You can also add your own message to the forwarded message.
is useful for quickly passing on information.
Example: You get an email from your coach that has all the details about your basketball tournament. You can forward it to your mom and add a message asking her to drive you.