Checklist for How to Use Email

Waseda University Global Education Center

The Required Seminar for All New Students
Supplementary Content

* An audio for this content is available.

Listen to the recordings as needed while reading the slides.
Table of contents
In this seminar, you will learn the basics of email etiquette and how to write an
email using the checklist. While comparing your email screen with this screen, let’s
proceed with the seminar and check how to set up your mailbox and write an email.
Note: The Waseda Mail screen is used for explanation.

1. Points to check on how to write an email

2. Points to check on email settings
3. Basics of email replies
4. Supplementary information on how to use email

＜References＞
https://business-mail.jp/technique/to-cc-bcc http://u-note.me/note/47499536
http://www.waseda.jp/navi/services/waseda-mail/index.html https://job.rikunabi.com/contents/manners/1009/
https://business-mail.jp/technique/cc_answer https://itp.ne.jp/contents/business/kihon/email.html
https://next.rikunabi.com/journal/20160425_1/
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Points to check on how to write an email
Let’s check your email by comparing it with the points in the checklist.

Checklist
Let’s check if you have done the following:
• Sender and recipient settings
□ Use Waseda Mail to send emails
□ Use CC for people with whom you wish to share the email
□ Use BCC when sending an email to multiple people who
do not know each other or people with whom you wish to
share the email privately
• Subject line
□ Use a specific subject line that describes the what, when,
and how of the email
• Body
□ The recipient’s name is included
□ The sender’s name and student number are included
□ The purpose is expressed politely and clearly
□ The sender’s name and affiliation are included at the end
□ New and blank lines are inserted to make the email easier
You can use “To” for a recipient directly affected by the email to read
message. “CC” is used for people whom you wish to notify • Attachments
about the email sent to the person addressed in “To.” “BCC”
is used for people with whom you wish to share the email
□ Overly large files are not attached
privately, or when sending an email to multiple people who (You can send/receive emails of up to 25 MB
do not know each other, as in the case of bulk email. each with Waseda Mail)
 Points to check on email settings
Are your email settings suitable? Let’s confirm this by checking the list.

Checklist Explanation
• Email forwarding is set up
Let’s check if you have done If you set up email forwarding, you can check Waseda Mail from a smartphone,
the following: etc. In order not to miss any important and urgent messages, please set up email
forwarding. For the setup instructions, use the following link and go to page 9
□ Email forwarding is set up “5. Enable automatic forwarding (option).”
□ Check Waseda Mail directly •
http://www.waseda.jp/navi/services/waseda-mail/doc/WMG_startup_setting_guide_j.pdf
Check Waseda Mail directly on a regular basis even after setting up email
on a regular basis even after forwarding
setting up email forwarding There may be times when your emails cannot be forwarded (your forwarding email
□ The sender name display is address cannot receive forwarded emails) due to an overly large attachment or
other reason. Therefore, even if you have email forwarding set up, please directly
set up check your Waseda Mail regularly.
□ A signature is set up • The sender name display is set up
Changing the name that appears when you send an email will make it easier for
recipients to recognize the sender. For example, you can change the sender
It is recommended that the signature includes your
name, affiliation, and email address, etc. display name from “[email protected]” to “Taro Ohkuma.” For instructions on
For example: setting this up, use the following link and go to page 14 “7. Change of sender
□□□────────────── display (option).”
Taro Ohkuma (student number) http://www.waseda.jp/navi/services/waseda-mail/doc/WMG_startup_setting_guide_j.pdf
Department of XX, School of XX
Waseda University • A signature is set up
Email address: [email protected] If you set up a signature, it will be added automatically at the end of your email
──────────────□□□ messages. A signature is like a business card and it identifies who you are.
Basics of email replies
Do you know the basic information and etiquette for replying to emails?
□ About “Re:” when replying to an email
If you see “Re:” in the subject line of an email to which you are replying, it is
perfectly acceptable to leave it there rather than changing the subject line as
v it will be easier for the recipient to understand what the email is about.
If you reply multiple times and there are multiple “Re:”s in the subject line
(example: Re:Re:Re: subject), it is preferable to keep only one “Re:” so that
is easier to see the subject line.
□ About quotations when replying to an email
v

When replying to an email, you can make it easier for the other person to
read by quoting parts of the other person’s message as necessary. However,
if the quoted parts are too long, it may make the email difficult to understand,
so it is better to keep it to a minimum.
□ About displaying the email from the sender
When replying to an email, it is preferable to display the original message at
the bottom of your message. This makes it easier for the other person to
v check the previous email conversation. Regarding the display, please check
the setting methods of the mail user agent or application that you are using.
❖ If you have email forwarding set up and you are replying to an email from
your forwarding email address, the recipient may not know who the email is
from. Therefore, please send reply emails from the address to which
the email was originally sent, instead of replying from your
forwarding email address.
Supplementary information about how to use email
Learn additional details about the usage of email.
□ About replying to an email on which you are CC’d or BCC’d
If you receive an email on which you have been CC’d or BCC’d, it is generally preferable not to reply
unless you are directly involved in the matter discussed in the email.
If you wish to reply to the email, please refer to the following:
• When replying to an email on which you have been CC’d, you can select either “Reply” or “Reply
All.” If you wish to contact the sender only, select “Reply.” If you wish to share your message with
the other CC’d recipients as well, select “Reply All.”
• For an email on which you have been BCC’d, it is preferable to reply to the original sender only.
*Please note that the above is the general etiquette (protocol). To whom you should reply depends
on the content and situation of each case. Therefore, please keep in mind that it is important to
reply properly according to the content and situation.
□ About email response time
As general business etiquette, it is recommended that replies to emails be sent on the same day or the
next day. If additional time is needed, it is preferable to send an email to the other person confirming
receipt of their email.
Example: I received your email and will send a reply by the due date. Thank you.
□ If you do not receive an email that you were supposed to receive
If you have not received an email that you were supposed to receive, please check your spam folder.
The email may have been identified as spam and sent to the spam folder.