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Anatomy of an Email: Gmail Edition

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  • Sometimes you want to save a copy of a message that you’re writing before you send it. For example, you might need to stop in the middle of the message to do something else. When this happens you can save the message in progress as a draft in your Draft folder . Later, you can open the message, finish writing it, then send it, or even save it to the Draft folder again. Until you hit Send, the email will remain in the Draft folder.

Anatomy of an Email: Gmail Edition Anatomy of an Email: Gmail Edition Presentation Transcript

  • Anatomy of an E-mail A beginners guide to creating an E-mail Account © 2009, S. Estey
  • Purpose
    • This class will show you how to create an E-mail account, send and receive E-mails.
    • In order to get the most out of this class, you should already know how to use a computer and be familiar with the Internet.
  • Defining E-mail
    • E-mail stands for Electronic Mail.
      • Messages sent from one person to another through the Internet.
      • Most E-mail messages usually contain text, but you can also send non-text files, such as graphic images and sound files as attachments.
  • E-Mail Service Providers
    • The most common ESPs include:
      • Microsoft Hotmail
      • Yahoo
      • Google
      • America Online (AOL)
      • Southwestern Bell (SBC)
      • Juno
  • Free Vs. Fee
    • Most E-mail accounts are accessible from any computer with Internet connection.
    • Many ESPs provide free E-mail access.
    • Some ESPs (like AOL) are the default E-mail provided with your at-home Internet Service, but can still be accessed anywhere.
  • Signing Up
    • You must sign up with an ESP to create an E-mail account.
    • Requires some personal information, including your name, age, and often your zip code.
    • E-mail address is made up of three parts:
      • Name
      • @
      • Domain name (name of E-mail provider)
    • Example: JohnSmith2008@gmail.com
  • Navigating Your E-mail
    • Folders and files help organize your E-mail.
      • Inbox
      • Sent
      • Drafts
      • Bulk/Spam
      • Trash
    • Additional personalized folders can be created.
    • Usually appear on the left side of the screen.
  • Inbox Folder
    • The inbox displays received E-mails.
    • Can include read and unread E-mails.
    • Manage your Inbox by:
      • Deleting E-mails
      • Reporting Spam
      • Moving to another Folder
      • Marking for various reasons
  • Sent Folder
    • E-mails you have composed can be stored in the Sent folder
    • Not always automatically saved
    • Check preferences/settings
  • Drafts Folders
    • Stores E-mails “in progress”
    • Return to the message when you want, to make changes, add more information, and more.
    • Draft E-mails have not been sent to the recipient.
  • Bulk or Spam Folders
    • Folder designated to automatically siphon Junk or Spam messages
    • Often automatically scheduled to empty
    • Does not count against E-mail account size
  • Identifying & Reporting Spam
    • Defined as unwanted electronic junk mail
    • Impossible to block all Spam
    • Most E-mail Service Providers use filters to delete or block most Spam
    • Never respond to Spam!
    • Never send your personal information
    • Report Spam to your ESP
  • Trash Folder
    • Messages marked as Spam/Junk stored temporarily
    • You can select which messages are trash
    • Various schedules for permanent deletion
    • Different from Delete option
  • Composing an E-mail
    • Things needed to compose an E-mail:
      • Internet access
      • Your own E-mail address/account
      • The E-mail address of another person
      • Something to say!
  • Parts of a New Message
    • There are three essential fields to complete:
      • To
      • Subject
      • Body
    • The “From” portion is unnecessary because you have logged into your E-mail account.
    • CC and BCC are added options
  • Anatomy of an E-mail
  • Anatomy of an E-mail: To
    • The address of the person to receive the E-mail
    • [email_address]
    • Sometimes appears as just a name
    • Additional recipients in TO, CC, and BCC fields
  • Anatomy of an E-mail: Subject
    • A title for your E-mail message
    • Tells the recipient what the E-mail is about
    • Possible to leave empty, but not recommended
    • Number of characters can be limited
  • Anatomy of an E-mail: Body
    • Area of the E-mail for the message
    • Can be formatted
    • Length depends on you and your ESP
  • Replying to an E-mail
    • Click Reply or Reply All
    • The sender’s E-mail address will appear in the To field
    • The Subject line will have RE added
    • The original message will often still be visible
  • Send
    • Once the E-mail message is ready, click Send and it will be sent to the recipient(s)
  • Attachments
    • Files that have been added to an E-mail message
    • Often symbolized by a paperclip image
    • Double-click to open
    • Viruses can be attachments
    • Common types of attachments include:
      • .Doc
      • .Exe
      • Html, .Htm
      • .Jpg, .Jpeg
      • .PDF
      • .Wmv
  • Adding Attachments
    • Most files on your computer can be added as an attachment
    • Click the Attach button
    • Browse for the file
    • Double-click to attach
    • Multiple files can be attached on an E-mail
    • Can slow an E-mail down
  • Addresses & Contacts
    • Store E-mail addresses in the Address Book
      • Organized by Name
      • Can add nicknames, birthday and other information for each listing
    • Prompts to save new E-mail addresses after sending a message.
    • Create E-mail Groups
  • Forwarding an E-mail
    • To send a received E-mail to another person
    • Add the addresses to whom you wish to forward the message in the To field
    • Can be “inline” or “attached”
  • Maintaining Your E-mail
    • Create and Use Folders to organize
    • Delete old messages when necessary
    • Check your inbox regularly
    • Check your Trash/Bulk folders
  • Reminders
    • Check your spelling
    • E-mails are not always instantaneous
    • Don’t “yell” or “flame”
    • Be sure to correctly enter the recipient’s address
    • Check your account often to avoid overload or deletion
  • Practice makes perfect!
    • If you don’t practice your E-mail skills, you might forget them.
    • If you ever have any trouble while on a computer at the library, please don’t hesitate to let us know!