Module 3 – Online Essentials
Lesson 5 – Email Features, Settings and Good Practice
Email accounts include many tools and settings that help users communicate clearly, stay organised
and work safely. This lesson explains replying, forwarding, signatures, filters, blocking, storage
limits, synchronisation and good email etiquette.
Learning outcomes
By the end of this lesson, you should be able to:
- Use Reply, Reply All and Forward appropriately.
- Manage attachments safely and recognise size limitations.
- Create and use a professional email signature.
- Set up email filters and rules to organise messages.
- Block senders and report spam or phishing emails.
- Understand mailbox storage limits and how to free space.
- Explain how email synchronises across multiple devices.
- Follow professional email etiquette.
- Apply safe email practices and protect personal information.
1. Replying and forwarding emails
Reply – sends a response to the original sender only.
Reply All – sends a response to everyone included in the original message.
Forward – sends a copy of an email to a different person.
When to use each:
- Reply for private or simple responses.
- Reply All only if every recipient needs the updated information.
- Forward to share information with someone not included originally.
Scenario: Which option is best?
Your manager emails your whole team about a meeting. You only want to say “I can’t attend, I have a doctor’s appointment.”
- Reply → sends only to your manager ✅
- Reply All → sends to the entire team ❌ (not needed)
- Forward → not needed in this case
Quick check: Reply or Reply All?
A colleague emails you and 10 others asking who can help with an event. They say:
“Please Reply All so everyone can see who is available.”
Best option: Use Reply All so the whole group can see your response.
2. Managing attachments
Attachments can be very useful, but they also create risks and storage issues.
- Download attachments only from trusted senders.
- Check file types before downloading (PDF, DOCX, JPG, PPTX).
- Large files may require cloud storage links (Google Drive, OneDrive, Dropbox).
- Scan downloaded files using antivirus software.
- Be aware of email size limits (often around 20–25 MB).
Mini activity: Safe or unsafe?
Decide if you should open each attachment:
- “Monthly timetable attached” from your tutor,
file: Timetable_March.pdf → Likely safe ✅ - “You have won a phone!!!” from unknown sender,
file: PrizeClaim.exe → Unsafe ❌
3. Email signatures
An email signature is text added automatically at the bottom of outgoing emails.
It helps identify the sender and provides useful contact information.
A signature may include:
- Your name
- Job title or course name
- Organisation or school
- Phone number or website
- A professional sign-off
Example signature:
John Smith Customer Support Assistant ABC Services Ltd www.example.com
Try it: Draft your signature
On paper or in a text editor, write a simple signature you could use, e.g.:
Your Name
ICDL Student
College / Organisation
4. Email filters and rules
Filters automatically manage incoming emails based on conditions you set.
Examples:
- Move all emails from your tutor into a folder.
- Automatically label work messages.
- Send newsletters to a “Subscriptions” folder.
Filters help reduce clutter and ensure important messages are easy to find.
Self-check: Which rule?
You receive lots of shopping newsletters and want them out of your main Inbox.
Good rule: If the subject contains “sale” or “newsletter”, move to “Subscriptions” folder.
5. Blocking and reporting
- Block sender – prevents emails from a specific address.
- Report spam – marks unwanted emails and trains the spam filter.
- Report phishing – alerts your provider to dangerous or fraudulent messages.
Scenario: Suspicious email
You receive an email that looks like your bank, but the address is
security@mybnak-secure.com and it asks you to “confirm your card details”.
- Do not click any links or reply.
- Use Report phishing or Report spam in your email service.
- Delete the message.
6. Email storage and quotas
Email accounts have a maximum storage limit (quota). If the mailbox is full:
- New messages may bounce back to the sender.
- You may be unable to send emails.
Ways to free space:
- Delete old or unnecessary messages.
- Empty the Trash / Deleted folder.
- Remove emails with large attachments.
- Save important attachments to your computer or cloud storage, then delete the email.
Quick check: Freeing up space
Your mailbox is almost full. Which action helps most?
- Deleting five text-only emails
- Deleting ten old emails each with a 10 MB attachment ✅
Attachments usually take up much more space than simple text messages.
7. Synchronising email across devices
Most email services automatically synchronise across devices such as laptops, smartphones and tablets.
This means:
- Sending an email on one device updates your account everywhere.
- Deleting a message removes it from all devices.
- Folders, labels and settings remain consistent.
- Contacts and signatures may also sync depending on the provider.
Think about it
If you accidentally delete an important email on your phone, it will also disappear from the web version
on your laptop – unless it can be recovered from Trash.
8. Email etiquette
Good practice for clear and professional communication:
- Use clear and informative subject lines.
- Be polite, concise and respectful.
- Avoid using ALL CAPITALS (it appears as shouting).
- Do not send emotional or angry messages.
- Use Bcc for group emails to protect privacy.
- Check attachments before sending.
- Proofread emails for spelling and grammar errors.
- Avoid excessive emojis in professional messages.
Self-check: Professional or not?
- Subject: “Meeting tomorrow at 10am” – clear and helpful ✅
- Subject: “HEY!!! READ THIS NOW!!!!” – too emotional and unprofessional ❌
- Message full of emojis and slang to your manager – not appropriate ❌
9. Safety and privacy
- Never share passwords through email.
- Enable two-factor authentication (2FA) for extra security.
- Sign out on shared or public computers.
- Be cautious with email links and attachments.
- Check the sender’s details and domain carefully.
- Do not enter personal information on suspicious websites linked from emails.
Scenario: Shared computer
You check your email on a college PC. Before leaving, you should:
- Log out of your email account.
- Close the browser window.
- Ideally, also restart or log off the computer if required by your college policy.
10. Practical Activity
- Create a professional email signature in your settings.
- Create a folder named ICDL Course.
- Forward an email to another account you own.
- Create one filter that moves emails from a chosen sender into a folder.
- Clear your Deleted and Junk/Spam folders to manage storage.