📧 Email Preparation
1. What are the essential components of a formal email?
Subject line
Salutation (e.g., Dear Mr. Smith)
Introduction (state the purpose)
Body (details in clear paragraphs)
Conclusion (summary or call to action)
Closing (e.g., Sincerely, Best regards)
Signature (name, title, contact info if needed)
2. How do you write a clear and concise email subject line?
Keep it brief and specific
Reflect the main purpose of the email
Avoid vague terms like “Hi” or “FYI”
Example: “Request for Conference on June 5th”
3. What is the proper format for addressing someone in a formal email?
Use “Dear” followed by the title and last name
Example: Dear Dr. Ahmad,
If unsure of the recipient’s name: Dear Sir/Madam
4. How do you add attachments to an email?
Click the paperclip icon or “Attach file” option
Select the file(s) from your device
Confirm attachment is visible before sending.
5. What is the difference between CC and BCC in an email?
CC (Carbon Copy): Visible to all recipients.
BCC (Blind Carbon Copy): Hidden from other recipients; used for
confidentiality
📁 Creating a New Folder
1. How do you create a new folder in your email inbox?
Go to your email settings or sidebar
Click on “Create New Folder” or “+ Folder”
Name the folder and save
2. What are the benefits of organizing your emails into folders?
Makes it easier to locate specific emails
Reduces inbox clutter
Helps prioritize and categorize messages
3. How do you name and label folders for easy identification?
Use clear and descriptive names like:
Invoices, Work Projects, HR Documents
Avoid vague names like “Stuff” or “Misc”
📤 Sending an Email
1. What are the steps to send an email?
Open your email app
Click “Compose”
Enter recipient’s address
Add subject line and message
Attach files (if any)
Click “Send
2. How do you add recipients to an email?
Type the email addresses in the To, CC, or BCC fields
Use a comma or space to separate multiple recipients
3. What is the importance of proofreading an email before sending?
Avoids grammatical errors and typos
Ensures message clarity and professionalism
Prevents misunderstandings
4. How do you request a read receipt or delivery confirmation for an
email?
In most email clients, go to More Options when composing
Check “Request Read Receipt” or “Request Delivery Notification”
(Note: Not all recipients’ systems support this feature)
📨 Email Management
1. How do you manage your email inbox to reduce clutter?
Regularly delete or archive old emails
Use folders and labels
Unsubscribe from unwanted emails
Mark spam/junk messages
2. What are the benefits of using filters or rules to organize emails?
Automatically sort incoming emails into folders
Save time and reduce manual work
Highlight priority messages
3. How do you unsubscribe from unwanted emails or newsletters?
Scroll to the bottom of the email
Click “Unsubscribe” or “Manage Preferences”
Confirm your choice
4. What are the best practices for email etiquette?
Use a clear subject line
Be polite and concise
Avoid using all caps
Reply promptly
Use professional language
🔧 Additional Questions
1. How do you recover a deleted email?
Go to the Trash or Deleted Items folder
Select the email
Click “Restore” or “Move to Inbox”
(Note: Emails are usually recoverable within a certain time frame)
2. What is the difference between archiving and deleting an email?
Archive: Hides the email from the inbox but keeps it in your account
Delete: Moves the email to Trash; may be permanently removed after a
period
3. How do you set up automatic email forwarding?
Go to Settings > Forwarding & POP/IMAP
Add a forwarding address
Confirm verification and enable forwarding
(Exact steps may vary by email provider)
4. What are the security measures to protect your email account from
hacking?
Use a strong, unique password
Enable Two-Factor Authentication (2FA)
Don’t click suspicious links or attachments
Keep your software and antivirus updated
Avoid public Wi-Fi for sensitive access
