Click each task to expand it, then click each step to reveal detailed instructions. This guide walks you through the process without giving you the answers — you still need to create your own original work. Complete each step before moving to the next one.
You are writing a professional email to Dr. Elena Martinez (Clinic Director) to confirm the details of the upcoming community blood drive with the American Red Cross.
Open Microsoft Outlook (desktop app or web version at outlook.office.com).
- Click New Email (or New Message in the web version)
- In the To: field, enter Dr. Martinez's email address
- If you are saving as a draft (not actually sending), you can use a placeholder like emartinez@sunnydale.example
Can't find the New Email button? Press Ctrl+N as a shortcut in the desktop app.
Your subject line should tell the reader exactly what the email is about. Think about:
- What is the main purpose of this email? (Confirming event details)
- What specific event? (The blood drive)
- Is there a date or key detail that helps? (The event date)
A good subject line is specific and descriptive — not vague like "Hi" or "Question." It should be short enough to read in an inbox preview (about 5-10 words).
Avoid all-caps, excessive punctuation (!!!), or vague subject lines. Review Lesson 1.3 for professional email formatting.
Your email body needs to include all five of these details (check the assignment page for the specific values):
- Date of the blood drive
- Time of the blood drive
- Who is partnering (which organizations)
- Expected donors (the number range)
- Red Cross contact person (name)
Structure your email with:
- A professional greeting (e.g., "Dear Dr. Martinez,")
- An opening sentence explaining why you are writing
- The event details organized clearly (consider using a short list or paragraph)
- A professional closing (e.g., "Please let me know if you have any questions.")
- A sign-off (e.g., "Best regards," followed by your name)
In Outlook, switch to the Calendar view:
- Desktop: Click the Calendar icon at the bottom-left of the Outlook window
- Web: Click the calendar icon in the left navigation panel
Then create a new event:
- Click New Event (or New Appointment)
- You can also double-click directly on the date/time in the calendar grid
The assignment specifies exact values for each field. Check the assignment page and fill in:
- Title/Subject: The meeting name (given in the assignment)
- Date & Time: The specific date and time range (given in the assignment)
- Location: The room name (given in the assignment)
- Required Attendees: Add all three people listed in the assignment by name
- Notes/Body: Write a short agenda with 3-4 bullet points covering what the meeting will discuss
The agenda in the Notes field is where many students lose points. Include at least 3 items the team would discuss at a planning meeting (think: logistics, volunteers, supplies).
This task asks you to use Reply All "appropriately" — or explain why you would NOT use it. Think critically:
- Reply All sends your message to the original sender AND all other recipients
- Reply sends only to the original sender
- When would Reply All be appropriate for a staff announcement? When would it NOT be?
In your email, either use Reply All and explain why it makes sense, or explain why you chose a different approach (like a new email to the staff distribution list). The rubric awards points for demonstrating you understand the difference.
Your staff announcement must cover the basics — who, what, when, where:
- What is happening? (Community blood drive)
- When is it? (Date and time from the assignment)
- Where is it? (The clinic)
- Who is involved? (Red Cross partnership)
Don't forget to:
- Ask for volunteers — include a clear call to action for staff to sign up
- Keep the tone professional but enthusiastic — this is exciting news, not a dry memo
This task tests your understanding of HIPAA. Think carefully about what you learned in Lesson 1.3 about protected health information (PHI) and email.
Before writing the email, think about these questions:
- Can you mention the patient's specific medication in an unencrypted email? Why or why not?
- Can you give medical advice about blood donation eligibility via email?
- What general information CAN you include? (Think: event details, general eligibility info that applies to everyone)
- How should you direct the patient to get a private, secure answer about their specific medical situation?
Your response needs to address all three rubric items:
- What you CAN include
- What you CANNOT include
- How to redirect the patient to a secure method
Imagine you are replying to Mrs. Rodriguez. She asked a medical question via email. How can you be helpful and warm while still protecting her privacy? Consider suggesting she call the clinic or use the patient portal.
Once all 4 tasks are complete:
- Take a screenshot of each item using Windows + Shift + S (Snipping Tool)
- Open Microsoft Word and create a new document
- Paste each screenshot into the document using Ctrl+V
- Add a clear label above each screenshot (e.g., "Task 1: Professional Email to Dr. Martinez")
- Save the file as LastName_Week1_Assignment.docx
- Submit through the LMS before the deadline
• Missing one of the 4 screenshots
• Screenshots too small to read (zoom in before capturing)
• Incorrect file naming
• Forgetting the agenda in the calendar event notes