Transcript Document

Chapter 3: Basic Communication
on the Internet: E-Mail
Prepared by: Ms Melinda Chung
Objectives

Learn about e-mail and how it works.

Configure and use Outlook Express to send,
receive, and print e-mail messages.

Create and maintain an address book.
Objectives

Configure and use Netscape Mail to send,
receive, and print e-mail messages.

Create and maintain an address book.

Configure and use Hotmail to send, receive,
and print e-mail messages.

Create and maintain an address book.
What is E-Mail and
How Does It Work?

A form of communication in which electronic
messages are created and transferred between two
or more computers connected to a network.

One of the most popular forms of business
communication.

Fast and inexpensive.

It can be sent and received at anytime.
What is E-Mail and
How Does It Work?

Mail Server: a h/w & s/w system that determines
from the recipient’s address one of several electronic
routes to send the message.

Protocols: rules that determine how the Internet
handles message packets flowing on it.

SMTP (Simple Mail Transfer Protocol): decides
which paths an e-mail message takes on the Internet.

POP (Post Office Protocol): handles incoming
messages.
What is E-Mail and
How Does It Work?

IMAP (Internet Message Access Protocol):
protocol for retrieving mail messages from a server.

MIME (Multipurpose Internet Mail Extensions):
protocol that specifies how to encode non-text data
(such as graphics and sound), so it can travel over
the Internet.

Mail Client Software or E-Mail Program: software
that requests mail delivery from the mail server to
your PC.
E-Mail Addresses

Email Address: uniquely identifies an
individual or organization that is connected to
the Internet.

Two parts of email address:
User name – identifies person within an
organization.
 Host name – specifies the computer to which the
email is to be delivered.
 Separated by an “at” sign(@)

Common Features of
an E-Mail Message

Message Header: contains all the information
about the message.

Message Body: contains the actual message.

Signature: appears at the bottom of your e-mail
messages and contains standard information about
the sender.
Common Features of an
E-Mail Message
New Perspectives on the Internet, 5e
Tutorial 3
9
Common Features of
an E-Mail Message

To line of an e-mail header - to type the recipient’s full e-mail
address.

courtesy copy (Cc) and the blind courtesy copy (Bcc)
- send mail to people who should be aware of the e-mail
message, but are not the message’s main recipients.

No recipient can view the list of Bcc recipients.

From line - the sender’s name.

A mailing list - a single e-mail address can represent
several individual e-mail addresses.
Common Features of
an E-Mail Message

Subject line - indicate the message’s content and
importance.

An e-mail attachment - electronic documents to be
transmitted to recipients.

Attachments can contain viruses, malicious
programs that can harm your computer and its files.
Internet Etiquette (Netiquette)
Netiquette: a set of commonly accepted rules that
represent proper behavior on the Internet.

Avoid writing messages in ALL CAPITAL LETTERS
BECAUSE IT LOOKS LIKE YOU ARE SHOUTING.

Keep your messages simple, short, and focused.

Include a descriptive Subject line and a signature.
Internet Etiquette (Netiquette)
Netiquette (cont.):

Avoid sending unsolicited messages, especially
those with attachments.

Use a spell checker and read your message for any
spelling or grammatical errors before sending it.

Use common courtesy, politeness, and respect in all
of your written correspondence.
Web-Based E-Mail Services

Can be installed & configured together with a browser such
as Microsoft Internet Explorer or Netscape Navigator.

Some e-mail programs, such as Eudora, are not associated
with a particular browser.

free e-mail addresses and accounts - provided by Internet
Web sites for registered users.
E.g. free Web-based e-mail services: Yahoo! Mail,
ExciteMail, and Hotmail, Gmail.

Web-Based E-Mail Services

Companies provides free e-mail because of advertising
messages displayed on their websites.

Links to other available services may also be offered
on the website of a Web-based E-mail service.

E-mail messages sent from Web-based mail accounts
might also contain some advertisement, such as a
promotional message or a link to the Web-based mail
service.
Common Features of an
E-Mail Program
Sending Messages
 Receiving and Storing Messages
 Printing a Message
 Filing a Message
 Forwarding a Message
 Replying to a Message

Common Features of an
E-Mail Program

A message can be queued, and then sent when you either
exit the program or check to see if you received any new email.

Receive e-mail, it is stored on the mail server until you use
your e-mail program to ask the server to retrieve your mail.

Print a message you are composing or that you have
received.

Filter to move incoming mail into one or several folders
automatically based on the content of the message. Useful
for moving junk mail.
Common Features of an
E-Mail Program

Forward - a copy of the original message is sent to
another new recipient you specify without the original
sender’s knowledge.

Reply - the e-mail program creates a new message
and automatically addresses it to the original sender. A
quick way of replying a response.
Deleting a message - a two-step process to prevent
you from accidentally deleting important messages.

Maintaining an Address Book

address book - save e-mail addresses with nicknames.

Nicknames - special names to represent a person or a
group.

Orgainize - organize contact information about individuals
and groups in an address book.

Refer - to entries in your address book at any point while you
are composing, replying to or forwarding a message.
Microsoft Outlook Express
Inbox Window
Microsoft Outlook Express

Folders list: displays a list of folders for receiving, saving,
and deleting mail messages.

Inbox folder: stores messages you have received.

Outbox folder: stores outgoing messages that have not
been sent.

Sent Items folder: stores copies of messages you have
sent.

Deleted Items folder: stores messages you have deleted.
Microsoft Outlook Express

Drafts folder: stores messages that you have written but
have not sent.

Your copy of Outlook Express may also contain folders you
have created, such as a folder in which you store all
messages from a certain recipient.

Contacts list: contains information about the addresses
stored in your address book.

Message list: contains summary information for each
message that you receive.
Configuring E-Mail

You must
configure
Outlook Express
so it will retrieve
your mail from
your ISP (see
instructions on
pp. 120-122).
Sending a Message Using
Outlook Express

Click the Create Mail button on the toolbar.

Type the recipient’s e-mail address in the To box.

Type the e-mail address of any Cc or Bcc recipients in
the appropriate boxes.

In the message body, type your message.

Check your message for spelling and grammatical
errors, then click the Send button.
Sending a Message Using
Outlook Express
Message
Header
New
Message
Window
Toolbar
Message
Display
Area
Receiving and Reading
a Message

Click the Send/Recv button on the toolbar.

When you receive new mail, messages that you haven’t
opened yet are displayed with a closed envelope icon
next to them in the message list.

Messages that you have opened are displayed with an
open envelope next to them.

You can forward any message
You can reply to a message
You can forward a message


Viewing and Saving an
Attached File

Click the message that contains the attached file in the
message list to display its contents in the preview pane.

Click the paperclip icon in the preview pane to open the
shortcut menu, and then click the attached file’s name. Close
the program window that opens after viewing the file.

Click the paperclip icon in the preview pane to open the
shortcut menu, and then click Save Attachments.

Click the file to save or click the Select All button to save all
attached files, click the Browse button, and then change to
the drive and folder in which to save the attached file(s).

Click the Save button.
Filing and Printing an
E-Mail Message

You can use Outlook Express mail folders to file your
e-mail messages by topic or category.

You move message from the Inbox to another folder.
You can also make a copy of a message in the Inbox
and save it in another folder.

You can transfer messages from one folder to another.

You can print a message at any time—when you
receive it, before you send it, or after you file it.
Deleting an E-Mail
Message and Folder

delete unwanted messages - reduce the size of messages

Select the message and then click the Delete button.

Multiple message selection - press and hold the Ctrl key,
click each message in the message list, and then releasing
the Ctrl key.

You can select folders and delete them using the same
process.

When you delete a message or folder, you are really moving
it to the Deleted items folder. To remove items
permanently, delete them from the Deleted items folder.
Maintaining an Address Book

Save the addresses of your business associates and friends
in an address book to make it easier to enter addresses into
the header of your e-mail messages.

To add a contact to the Address Book click on the
Addresses button on the toolbar. Click on the New button
and then click New Contact. Enter the correct information
and click OK.

Nickname text box - type the nickname instead of a person’s
full name when you address a new message.
Adding a Group of Contacts
to the Address Book

Outlook Express
mailing list - an
address book entry
consisting of a group
of two or more e-mail
addresses.

Use a group contacts
when you regularly
send messages to a
group of people.
Hotmail

Hotmail is a Web-based e-mail service powered by
MSN.com that you use to send and receive e-mail.

To use Hotmail, you must use a Web browser, such as
Microsoft Internet Explorer or Netscape Navigator, to make a
connection to the Internet.

No matter where you are in the world, if you can connect to
the Internet, you can access your Hotmail account.

Portability makes Web-based e-mail a valuable resource for
people who travel or do not have a computer or other device
on which to use e-mail.
Creating a Hotmail User
Account
See instructions
on pp. 156 - 163
for setting up a
Hotmail user
account.
Creating a Hotmail User
Account

The Hotmail homepage displays the Today,
Mail, Calendar, and Contacts tabs.

The Today tab is the page that first opens
when you log on to your Hotmail account. It
includes the latest information about the day’s
current events, your mailbox, and
appointments.

The Mail tab displays a list of messages that
you have received and provides options for
working with email messages.
Creating a Hotmail User
Account

The Calendar tab contains options for
organizing your scheduled appointments and
daily calendar.

The Contacts tab contains options for
managing your address book.

You can click the Options and Help links to
open pages containing program options and
help for Hotmail users.
Sending a Message Using
Hotmail

Open the Hotmail home page, log on to your account,
and then click the Compose tab.

In the To text box, type the recipient’s e-mail address.

Type the e-mail address of any Cc or Bcc recipients in
the appropriate text boxes.

Type your message in the message body.

Check your message for spelling and grammatical
errors, then click the Send button.
Sending a Message Using
Hotmail
Receiving and Reading a
Message

When you receive new mail, messages that you
have not opened are displayed with closed
envelope icons.

Messages that you have opened are displayed
with open envelope icons.

When you receive a message with one or more
attachments, you can open the attachment or
save it.
Viewing and Saving an
Attached File

Click the sender’s name for the message that contains the
attachment.

To open the file using a program on your computer, click the
attached file’s name in the Attachment section to scan the file for
viruses, click the Download file button, and then click the
Open button in the File Download dialog box. Close the
program window that opens.

To save the file to a disk or drive, follow the steps above, except
click the Save button instead of the Open button. Use the
Save in list arrow to change to the drive and folder in which to
save the attached file, click the Save button, and then click the
Close button.

Click the Cancel button.
Replying to and
Forwarding Messages

You can forward any message you receive to one or
more e-mail addresses.

You can respond to the sender of a message quickly
and efficiently by replying to a message.

Most programs, including Hotmail, will copy the original
message and place it in the response windows. The >
symbol appears to the left of the response to indicate
the text of the original message.

When you forward a message, you are sending a copy
Filing and Printing an
E-Mail Message

You can use the Hotmail folders to file your e-mail
messages by category.

When you file a message, you move it to another folder.

You can transfer messages from one folder to another.

You can print a message at any time—when you
receive it, before you send it, or after you file it.
Deleting an E-Mail
Message and Folder

When you no longer need a message, you can delete it
by opening the message and clicking the Delete
button.

You can delete a folder by selecting its check box on
the Manage Folders page and then clicking the Delete
button.

When you delete a message or folder, you are simply
moving it to the Trash Can folder.

To remove items permanently, you must also delete
them from the Trash Can folder.
Maintaining an Address Book

You might want to save the addresses of your business
associates and friends in an address book to make it
easier to address your messages.

To add a contact, you click the Contacts tab to open
the List View – ALL page. Click the list arrow for the
New button, and then click Contact to open the New
Contact page.

Enter the person’s quickname (nickname), first and last
name, and e-mail address. The rest of the information
is optional. Click the Save button.
Adding a Group to
the Address Book

You can use Hotmail to
create a group, or a
mailing list, which is an
address book entry
consisting of two or more
e-mail addresses.

You create a group
when you regularly send
messages to a group of
people.
Summary

You learned how to send and receive e-mail messages.

You learned how to print, file, save, delete, respond to, and forward
mail messages.

You created an address book into which you stored the name, e-mail
address, and other important details about a person or a group of people.

You can use the e-mail program of your choice to send and receive your
own e-mail messages.

You can use your e-mail program’s Help system to explore the many
other features that it includes to expand your skills.
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