Email

Short for electronic mail, email (or e-mail) is defined as the transmission of messages
over communications networks. Typically the messages are notes entered from the
keyboard or electronic files stored on disk. Most mainframes, minicomputers, and
computer networks have an email system.
Some electronic mail systems are confined to a single computer system or network, but
others have gateways to other computer systems, enabling users to send electronic
mail anywhere in the world. Companies that are fully computerized make extensive use
of e-mail because it is fast, flexible, and reliable.
An email message consists of the following general components:
Headers
The message headers contain information concerning the sender and recipients. The
exact content of mail headers can vary depending on the email system that generated
the message. Generally, headers contain the following information:

Subject. Subject is a description of the topic of the message and displays in

most email systems that list email messages individually.

Sender (From). This is the sender's Internet email address. It is usually

presumed to be the same as the Reply-to address, unless a different one is
provided.

Date and time received (On). The date and time the message was received.

Reply-to. This is the Internet email address that will become the recipient of your
reply if you click the Reply button.

Recipient (To:). First/last name of email recipient, as configured by the sender.

Recipient email address. The Internet mail address of the recipient, or where
the message was actually sent.

Attachments. Files that are attached to the message.

Body The body of a message contains text that is the actual content. The
message body can also include signatures or automatically generated text that is
inserted by the sender's email system.

Fax
Fax or facsimile is an exact copy of a document sent from one machine to another
over a telephone line
A fax is preceded by a cover sheet

The cover sheet contains the following:

Receivers name
Receivers company or department
Receivers fax number
Senders name and company
Total number of pages faxed
Date and time

Meeting
A meeting is an assembly or conference of persons for a specific purpose
Only hold a meeting if necessary
All meetings must have clear objectives
All meetings must have an agenda
An agenda includes the following:
Topics for discussion
A presenter or discussion leader for each topic
A time allotment for each topic
Information must be circulated to everyone prior to the meeting:
Meeting objectives
Meeting agenda
Location, date and time
Background information
Assigned items for preparation
The meeting must start on time so as not to punish those who are punctual
Participants must:
Arrive on time
Be well-prepared
Be concise and to the point
Participate in a constructive manne
The Agenda

A list, a plan or an outline of things to be done, matters to be acted or voted upon

Communicates important information such as the following:

Topics for discussion

The presenter or discussion leader for each topic
The time allotment for each topic

Provides an outline for the meetinghow long to spend on which topics

Can be used as a checklist to ensure that all information is covered
Provides a focus for the meetingthe objective must be clearly stated
Informs the participants what will be discussed if distributed before the meeting

Gives the participants an opportunity to come to the meeting prepared for the
upcoming discussions or decisions

Minutes of a Meeting
The official record of the proceedings at a meeting
The order of the minutes should be:
Meeting agenda topics
Unfinished business
New business