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Email
Etiquette V
Further
to my previous issues this subject continues – as per request from a
reader.
This
month I’ll share on Setting up Mail groups and creating
signatures for your email.
Creating
a mail group might differ, depending on the program you use, but for this
exercise we’ll use Outlook as the program as it is a widely used email
program. Why would you use a
mail group? So that you
don’t have to go through your address book selecting everyone that
belongs to a particular group or listing – the same person could be
listed with several different groups.
Far quicker when sending an email to the whole list to just select
the name of that list instead.
If
you click on the Tools menu, and select Address Book, then File, New
Entry, you will see you have two choices: New Contact, or New Distribution
list. Selecting Distribution
List brings up a new window where you can name that list, and then select
names from your address book to add to that list.
Once completed, save and close and you will notice that the new
Distribution List shows in bold in your address book listing.
Now, when you want to send to that group, you just select, or type,
the name of that group in the BCC field, not the TO field.
Why? Because Outlook
will proceed to grab all the individual addresses of each member of that
group and enter them in the TO field when sending the email – every
recipient will see the addresses of the rest of the group.
Hence why it is important to use BCC even when using a group name.
Signatures
It
is good to experiment with your signature style – have a look at what
others do so you can decide what you do and don’t like.
You can use colour, different font formats, and even add a graphic.
You may have to check your menus in Outlook but in 2000, to create
a signature, you can click on Tools, Options, then select Mail Format,
then Signature Picker and New. Depending
on the options you chose when installing Outlook, a simple editor, or Word
may open. Write your
signature block, give it a name and save it.
You can also choose (after saving) whether the signature block will
be used on Replies and Forwards for email.
This detail is simplified – if you need detailed assistance,
please call me or email me for further instruction.
A
MESSAGE FROM ABBI
One In Ten Businesses will be audited – How to Protect Yourself.
The
Australian Taxation Office (ATO) has said that 1 in 10 businesses will be
audited in 2002/03. It will
be focusing on companies that deal with a lot of cash, such as retailers,
hairdressers, beauty salons, restaurants, cafés, take-away food stores
and cleaning companies.
An
audit could cost a business up to $7,500, depending on the nature of the
audit. It is therefore prudent to plan for this eventuality.
There are insurance policies available to protect a small business
from the cost of an unexpected audit by the Australian Taxation Office or
other government agencies.
This
type of insurance covers the professional fees, such as accountant’s or
auditor’s fees, incurred in responding to a statutory audit on returns
lodged that relate to a particular financial year.
Australian
Better Business Insurance – ABBi specialises in direct insurance for
small and micro businesses and it offers this type of tax insurance which
it calls Tax Probe®.
Following
the completion of the audit the ABBi Tax Probe® insurance will
pay for the professional fees incurred by you in connection with an audit
of your business’s financial or tax affairs by the Australian Taxation
Office, or by a Commonwealth, State or Territory department, body or
agency. Provided you have:
-
Lodged Taxation and other returns
-
Paid all taxes by their due date
-
Responded to correspondence from the auditor
-
Made full and complete declarations
Click
here
to request a quote for Tax Probe® and quote 0497 or visit
www.abbi.com.au
to see what other business insurance is
available through ABBi.
Call
ABBi Direct 1300 304 111.
For your comments, testimonials, tips or suggestions, please feel free to email me at kathie@asecretary.com.au and they may be added to future issues of ACS News, along with your name and contact details.
If you are interested in accepting credit cards for payment from your clients, without the cost of setting up bank merchant accounts – please check out the information under Stratapay. Not only will you be able to accept payments by credit card, but also through BPay, Billpay, Austpost and a number of other options. An application form and brochure is linked on this page or I can post out a brochure and application form to you. This is a new service now being made available to small businesses – so we can provide the same facilities as big business.
Testimonials under Case Studies. List of new ACS members at VA Directory. And click here for my current rates. You will note a change in the rates for some services - the rates have stayed the same for several years and only went up because of the addition of GST. However, related costs continue to go up and as such, I've had to adjust my own rates accordingly. Please note that these rates do not apply to the team members of "A Clayton's Secretary" - each member works with their own rates, depending on their geographical location, experience and skill.
Have a great month and a great year!
Kathie
Award-winning
Secretarial
Support with Virtual Assistants
The
team at “A Clayton’s Secretary” wish you the very best for 2003 in
the way of business success, prosperity, family blessings, peace, joy and
contentment.
Providing global support in many languages
to businesses around the world!
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