Please find below my revised copy. I thank you in advance for your help.
our organization uses Outlook 365 as the main communications tool to their employees. Your friend was just hired by the organization and uses email very little, does not check emails, ignores emails, and has email habits considered to be unprofessional.
Based on what you have learned about Outlook 365, share the advice and tips you would give your friend on how to use Outlook 365. Also, how would you explain to them why email is important
Hi Sarah,
I wanted to reach out to you to help you better understand how to use Outlook 365 and the importance having good email habits. Our organization uses Outlook 365 as the main communication tool. With Outlook 365, you have access to your documents on any device as long as you have WIFI. Microsoft Outlook is an application that is mainly used to send and receive emails. However it can also be used to manage various other things, such as calendar appointments.
I also wanted to go over with you the importance having good email habits. As you may already know e-mail is the largest form of communication that our organization uses. There a several parts to an email. There is certain etiquette that should be followed when sending an email. Keep it professional. Using proper email language will convey a professional image. Some tips to keep in mind are, Begin with a greeting . If you sending an email to our boss it should be professional such as Good Afternoon " Ms Brown. When sending an email to a fellow co-worker it is alright to be a little less formal and write "Hello ______". When filling out the subject line please remember it's to give a general idea what the email is about. In other words use your subject line wisely. Other important tips to consider. Keep it simple and organized. People tend skim long emails so only include essential information, Always proofread. ( anyone can read it once it's sent.) Using slang (like BTW or LOL) is inappropriate when sending a professional email . Avoid using CAPS a lot, it symbolizes that you are yelling . An introduction states the reason for contacting the person. The body details the information you are trying to convey. The conclusion wraps up your email . Checking your emails several times a day is very important. What I do to ensure that I am checking my emails through the day is, I check my emails shortly after arriving at work. Then I check them again after my morning break. I also check them after lunch and one final time before heading home.
Once again I want to welcome you to this wonderful organization. I hope that you will find this information helpful. If you need any further assistance understanding anything please feel free to contact me.
Best Regards,
Lu