Email Cheat Sheet

Here’s a cheat sheet for common email-related tasks and concepts:

Email Basics

  • SMTP (Simple Mail Transfer Protocol):
    • Standard for sending emails.
  • POP3 (Post Office Protocol version 3):
    • Retrieves emails from a mail server.
  • IMAP (Internet Message Access Protocol):
    • Allows access to emails stored on a mail server.

Email Clients

  • Microsoft Outlook:
    • Create New Email: Ctrl + N
    • Reply to Email: Ctrl + R
    • Forward Email: Ctrl + F
  • Mozilla Thunderbird:
    • Create New Email: Ctrl + N
    • Reply to Email: Ctrl + R
    • Forward Email: Ctrl + F
  • Gmail:
    • Compose New Email: C
    • Reply to Email: R
    • Forward Email: F

Email Composition

  • To, Cc, Bcc:
    • To: Primary recipients.
    • Cc (Carbon Copy): Additional recipients.
    • Bcc (Blind Carbon Copy): Hidden recipients.
  • Subject Line:
    • Concise and relevant to the email content.
  • Attachments:
    • Attach files using the paperclip icon.

Email Etiquette

  • Salutation:
    • Use a proper greeting.
  • Body:
    • Be concise and clear.
    • Use paragraphs for readability.
  • Closing:
    • Use a proper closing like “Sincerely” or “Best Regards.”
  • Signature:
    • Include a professional signature with your contact information.

Email Security

  • Avoid Phishing:
    • Be cautious of suspicious emails.
    • Verify email addresses.
  • Use Strong Passwords:
    • Include a mix of uppercase, lowercase, numbers, and symbols.
  • Enable Two-Factor Authentication (2FA):
    • Adds an extra layer of security.

Email Filters

  • Create Folders:
    • Organize emails into folders for better management.
  • Rules and Filters:
    • Automatically categorize or move emails based on criteria.

Managing Emails

  • Mark as Unread:
    • Indicate emails that need attention.
  • Flagging Emails:
    • Flag important emails for follow-up.
  • Search Function:
    • Utilize the search bar to find specific emails.

Troubleshooting

  • Check Spam Folder:
    • Occasionally check the spam/junk folder.
  • Email Not Sending:
    • Check internet connection.
    • Verify SMTP server settings.
  • Receiving Duplicate Emails:
    • Check email client settings.

Email Protocols

  • SMTP:
    • Outgoing server protocol.
  • IMAP:
    • Incoming server protocol for accessing emails.
  • POP3:
    • Alternative incoming server protocol.

Business Email Tips

  • Professional Address:
    • Use a professional email address.
  • Clear Subject Lines:
    • Clearly convey the purpose of the email.
  • Avoid All Caps:
    • Typing in all capital letters can be interpreted as shouting.

Remember that specific commands and features may vary depending on the email client you’re using. This cheat sheet provides general guidelines for managing and composing emails.