While many of us have experience writing emails, many of us have never written a troubleshooting email. This practice writing will help you understand how to do that.
Assignment Details
Before you begin, read the Email assignment sheet, so you understand the parameters of this week’s assignment. Then follow the instructions below:
- Look at the sample email below (Sample 1). Sample 1 is a good example of a troubleshooting email.
- Then look at the second sample email (Sample 2). Sample 2 is not a good example of a troubleshooting email as it lacks the details necessary to help the user follow along and execute the instructions.
- Make a list of the changes that must be made to Sample 2 to make it a more effective troubleshooting email. Be sure to include why the changes must be made to make the email more effective.
- Then submit the list.
Sample 1 Email
Actions
Sample 2 Email (see below)
Hello Team,
Thank you for reaching out to me in regards to the technical problems that have been going on with our current software program recently.
To my understanding from your past emails, after downloading the software program and trying to launch it, it seems to never load and just stay frozen.
There are a few reasons for this issue, it is common that when downloading a new program we might miss some important information that might show up on the screen to successfully install it, and due to this, the program may not run the way it is supposed to. This issue could also occur if the device where the program wishes to be installed is not updated and may not support the program.
To resolve this issue and ensure the program runs properly, you need to make sure your device is updated and will need to reinstall the program again. To do so please follow the next steps on your device; To ensure your device is updated follow these instructions:
Settings>Software update>Install the latest update available.
After your device has been updated we can now reinstall the software following these instructions:
Settings> Software update> Programs Available> Look for the program called UMIS>double click>accept terms and conditions> install
After following these steps the program should be running properly, in case the program does not launches and is not working please do not hesitate to contact me at umis@tech.com to send my IT team to take a deeper look into the problem and fix it.
Regards,
Name
Manager of UMIS tech department
Sample Troubleshooting Email
Date
To: Nursing Staff
From: Name, Information Technology Department Manager
RE: Windows 11 Troubleshooting Guide
For the past several days, the Information Technology Department (IT) has received numerous
emails from the Nursing staff complaining about several computers having errors that stop
computers from working without letting users save the information. This email aims to guide the
nursing staff step by step on a possible solution to solve the issue. The technicians from
Information Technology Department believe that the problem may consist of dangerous software
(malware) or an error in the last Windows update.
It is imperative to take action on the issue since the data can be compromised or lost. Meanwhile,
Windows provides different tools for the users to solve problems occurring in the system. Our
Information Technology Department has implemented a list step-by-step of how to solve the
possible issue.
To begin with the process, it is necessary to scan the computer using the Windows security
system. Scanning the computer may be a possible solution to the problem in context. After the
computer is scanned, see if it found any type of malware. Whether the malware was detected or
not, go on and do a Windows reinstallation. Here are some pictures showing the process step by
step.
Windows Security Scan
Step 1: Click on the Start button and go to settings.
Figure 1 start menu
Step 2: On the left panel go to privacy and security and select Windows Security
Figure 2 Privacy & Security Settings
Step 3: Select the Scan option
Figure 3 Scan Options
Last step: Select Full Scan and Scan now
Figure 4 Full Scan
End of Windows Security Scan.
Here is the Windows reinstallation step by step
Step 1: Go to the Start button, right-click, and select Settings
Figure 5 Menu Settings
Step 2: On the left panel Go to System and select Reset this PC
Figure 6 Settings
Step 3: Select the first option Keep my files.
Figure 7 Choose an option
Step 4: Select Local reinstall
Figure 8 Local reinstall
Last Step: Select Reset. This process may take a while.
Figure 9 reset
To conclude, make certain to follow the validated process in an attempt to resolve the current
problem and prevent further damage to the computer software. Additionally, the above
guidelines will help prevent any data from being compromised or completely lost. The
Information Technology Department is working diligently and consciously to solve the problem
since patient information might be compromised and lost in the process. In the event that the
following guidelines do not fix the present issue, please contact the Information Technology
Department immediately without hesitation since the problem might be related to a physical
component (hardware) that comprises the computer and the data might be still compromised.
Sincerely,
Name
Information Technology Department Manager
Work Cited
Ariel. “How to Reset Windows 11? [Step-by-Step Guide].” MiniTool, MiniTool, 11 Apr. 2022,
https://www.partitionwizard.com/clone-disk/how-to-reset-windows-11.html.
Richard, Posted. “How to Scan for and Remove Viruses in Windows 11.” Geek Rewind, 2 Oct.
2021, https://geekrewind.com/how-to-scan-for-and-remove-viruses-in-windows-11/.
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