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Part 5. Creating and Sending Mail > Task 1 How to Create a Mail Message

Task 1 How to Create a Mail Message

A mail message has two parts: the heading and the body. The heading includes the name of the sender—you—and the date and time the message was created. It also includes the name of the person or people who are the recipients of the message (the To field), the names of people who receive a carbon copy of the message (the cc field), the names of people who receive a blind carbon copy (the bcc field), and the subject of the message.

1.
Open a Mail Memo Form

Open your Mail database by clicking the Mail bookmark. Choose Create, Mail, Memo from the menu, or click the New Memo button on the Action bar. An empty mail memo form opens.

2.
Enter Recipient Names

Click the To field and type the name of the person to whom you want to send the memo. If the name of the person is in your Personal Address Book or in your organization's Domino Directory, all you need is the name. Otherwise, you must enter the full email address for the person. When you want to add more than one name, separate the names with commas.

3.
Enter Carbon Copy Names

Click the cc box and type the names of people who should receive a carbon copy of the mail message to keep them informed about the subject covered in the memo. (Send a carbon copy to your manager, for example, to let her know you are organizing a meeting with your staff about an upcoming project.) Separate multiple names with commas. Leave the cc box blank if you don't want to send carbon copies.

4.
Enter Blind Carbon Copy Names

If you have someone to whom you want to send a confidential copy of the memo, click the bcc box and enter that person's name there. Separate multiple names with commas. Use the blind carbon copy to keep someone informed about what is going on, while not letting anyone else who receives the memo know that a copy was sent to that person. (For example, send a blind carbon copy to the personnel department when you write a disciplinary memo to a subordinate.)

5.
Include a Subject

Click the Subject box and type a short description of the topic covered in the memo. It's important to include a subject—not only because it helps the recipient know what's in the message, but also because that subject also appears in the replies people send you. The subject also helps identify the mail memo in the Inbox.

6.
Write the Message

Click in the open area at the bottom of the memo and type your message. This is the body of the memo. Keep the message short and to the point, and put the most important text in the beginning of the message.


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