Your Assignment, Part I 

In this part of the assignment, you will set up an email account (if you do not already have an 
account that is appropriate to use for this course). Next, you will set up the standard features 
that appear in all emails you send. To do this, complete the following steps: 

1. Set up an email account with a professional-sounding email address. Typically, a professional 

email address will use your first and/or last name, and possibly numbers if you have a common 
name.  

2. Set the font, color, and size you want standard in your messages. Remember to choose 
options that have a clear, professional appearance. 

3. Create a signature block that automatically appears at the end of every message you send. 
Include your name, job title (administrative assistant), the name of your company (ABC 
Solutions), and your office phone number (901-555-1001). 

4. Though many office email programs will automatically have a directory of all employees' 
email addresses, you may want to keep some contacts in a contact list. Add a contact list entry 
for your teacher (as your manager), including name, job title (project manager), email address, 
company name (ABC Solutions), company address (3032 Alphabet Way, Smalltown, MD 55510), 
and cell phone number (901-444-0011). 

1. What email address did you choose? 

[email protected] 

2. What font, color, and size did you choose? Why did you make these choices? 

Times new roman, black, 12 because this is a standard font and size. 

3. How does your signature b lock appear in your email? 

Gurjot Phul 

Administrative Assistant, ABC Solutions 

901-555-1001

4. How is a contact list different from an address book? 

There is more information about a person on a contact list than an address book 

5. Walk through the steps you used to add your manager to the contact list. 

I went to the contacts section, clicked add contact, then put in my managers contact info  
Your Assignment, Part II 
This part of the assignment goes through the basic elements of an email, as well as including 
attachments, replying to emails, forwarding emails, creating contact groups, and more. You will 
also practice using other forms of electronic communication, such as an instant message 
service. Your teacher will assign you a classmate. The classmate will act as your coworker with 
whom you are exchanging email.  

1. Start by creating a contact group. Add your coworker (classmate) to the group.  

2. Write an email to your coworker asking the person to take a quick survey. Be sure to include 
the following elements in your email. 

a. Subject line that tells why the email is important 

b. Greeting that sets a casual, but professional, tone to a coworker 

d. Closing that maintains the tone 

3. Copy and paste these survey questions into a document and attach the document to your 
email: 

1) What type of office layout would you prefer: open workspaces or closed-off cubicles? 

2) Do you feel an open office would encourage collaboration with your coworkers? Explain why. 

4. Send the email to your coworker (classmate) at ABC Solutions. 

5. When your coworker responds, forward the whole conversation to your manager (teacher). 

6. Your coworker will also be sending you an original email. Respond to the email in a 
professional way (you do not have to actually take the survey). When you respond to your 
coworker, mark the email as private because the survey results will be confidential. Save the 
email attachment from your coworker onto your computer. Finally, email the saved file to your 
manager (teacher). 

7. Now use the instant message service in your email program to send a quick message to your 
manager (teacher). You will ask your manager if it's alright for you to take an extended lunch 
break today. 

8. When your manager responds, you will set up an Out of Office message for that day from 1:00 
P.M. to 2:30 P.M. Your manager will send you an email during this time to ensure you have 
correctly used the Out of Office feature. 

1. What is the subject line of your email?  

Survey Questions
2. How did you attach the survey document to your email?  

Attached them with a google doc

3. What should you keep in mind, specifically regarding your signature block, when replying to 
emails?  

Make sure your signature and format is appropriate with who you are emailing.

4. Suppose your manager wanted you to copy two other managers on the survey email to your 
coworker. Where would you put the managers' email addresses?  

You would put it in the cc section of your email.

5. Suppose your coworker responded to the survey by saying your other coworker, Brandon 
Marcus, was too loud for an open office plan to work. Would it be appropriate to forward this 
response to all your other coworkers?  

No it isn't.

6. Why does it make more sense to send an instant message about your lunch break to your 
manager rather than an email?  

Emails are more formal.

7. What does your Out of Office message say?  

Dear Mr. Mack 

I will be out of the office from 11:30 to 2:00 if you need me during my absence please 
contact me on my cell phone at (901)-555-1001, otherwise i will respond to your emails as soon 
as possible, thank you!

Your Assignment, Part III 

Now you will compose an email and send it to your manager (teacher). This email will be a 
meeting invite for you, your manager, and your coworker to discuss a proposed new layout to 
the office. Explain how, based on the survey results, most employees would prefer an open 
layout. They responded that an open layout would encourage them to collaborate more with 
coworkers and lead to higher-quality work. Before you create the meeting invite, add your 
manager to the contact group you created at the beginning of Part II of this assignment. Then, 
use this contact group to send a meeting invite to all necessary parties. Set the meeting up for 
next Thursday at 3:00 P.M. It should be a 30 minute meeting. The location will be Conference 
Room A. 

 
Dear Mr. Mack, 

I have reviewed the survey result and it seems that the majority of the employees would 
prefer to have an open layout, I would like to invite you to a meeting in Conference room A, this 
Thursday at 3 pm, this meeting should only take about 30 minutes, look forward to seeing you 
there 

Gurjot Phul,   

Imagine that after the meeting, your manager decides to hold an open company meeting to 
further discuss the idea of changing the office layout. Your manager wants all employees to 
know about this discussion and feel welcome to attend, and instructs you to post an 
announcement to the company's electronic bulletin board. The open discussion will take place 
on September 23 at 2:00 P.M. in the break room. Use the electronic bulletin board set up by your 
teacher to post the announcement. 

There will be another meeting to further discuss the open layout on september 23 at 2 pm 

After the discussion, your manager decides the company will change the office to have a more 
open-layout. Your manager heard about a tax break for small companies looking to remodel 
their workspaces, but to qualify the company has to provide the government with a complete 
listing of all employees, including their yearly earnings and social security numbers. Your 
manager wants you to gather this information and email it as quickly as possible. (For the 
purposes of this assignment, you will not actually need to gather any data. Attach a blank 
document titled "Employee Listing CONFIDENTIAL" to the email.) 

Compose and send an email to your manager (teacher) to let your manager know you have 
finished putting together this information. Because this document contains confidential 
information about employees, you will need to change the security settings in your email 
program before sending it. Add a digital signature to your message, and encrypt your message 
and attachment. Also set the importance of this email to High.