Tutorial 2 - Basic Communication on the Internet: Email

Tutorial 2 Basic Communication on the Internet: Email New Perspectives on The Internet, Seventh Edition

Objectives
Learn about email and how it works
Learn about different email clients
Explore Web-based email services
New Perspectives on The Internet, Seventh Edition

Objectives
Configure and use Outlook Express to send, receive, and print email messages
Create and maintain an address book in Outlook Express
Configure and use Windows Mail to send, receive, and print email messages
Create and maintain contacts using Windows Contacts

What is Email and How Does It Work?
Form of communication in which electronic messages are created and transferred between two or more devices connected to a network
One of the most popular forms of business communication
Fast and inexpensive
It can be sent and received at anytime

Mail server: hardware and software system that determines from the recipient’s address one of several electronic routes on which 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 email message takes on the Internet
POP (Post Office Protocol): handles incoming messages

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 email program: software that requests mail delivery from the mail server to your Internet device

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
Domain name – specifies the server to which the email is to be delivered
Separated from the user name by an “at” sign (@)

Most people have more than one email address
Primary email address for personal and/or business correspondence
Secondary email addressed for online subscriptions, online purchases, and mailing lists
Being careful about distribution of primary email address may lessen amount of spam and junk email that you receive

Common Features of an Email Message
Message Header: contains information about the message
Message Body: contains the actual message content
Signature: appears at the bottom of your email messages and contains standard information about the sender, which the recipient can use to contact the sender in a variety of ways

Common Features of an Email Message New Perspectives on The Internet, Seventh Edition

Type the recipient’s full email address in the To line of a message header
Use the courtesy copy (Cc) and the blind courtesy copy (Bcc) lines to send email to people who should be aware of the email message, but are not the message’s main recipients
No recipient can view the list of Bcc recipients
In a group , a single email address can represent several or many individual email addresses

From line of an email message lists the sender’s name, the sender’s email address, or both
Subject line should indicate the message’s content and importance
Attachments provide a simple and convenient way of transmitting files to one or more people
Attachments can contain viruses, malicious programs that can harm your computer and its files

Common Features of Email Programs
Although email messages are less formal than business letters, but you should still follow the rules of formal letter writing
Signature files can contain:
Name
Title
Company name
Contact information
Web site address
Company logo
Nicknames
Graphics
Quotations

Internet Etiquette (Netiquette)
Netiquette: 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
Don’t assume that everyone you know likes to receive jokes or family pictures. Check with the recipients first
Use a spell checker and read your message and correct any spelling or grammatical errors before sending it
Use common courtesy, politeness, and respect in all of your written correspondence

Internet Etiquette (Netiquette) New Perspectives on The Internet, Seventh Edition Commonly used email acronyms

Sending messages
Receiving and storing messages
Printing a message
Filing a message
Forwarding a message
Replying to a message
Deleting a message

A message can be queued , or temporarily held with other messages, and then sent when you either exit the program, connect to your ISP or network, or check to see if you received any new email
When you receive email, it is stored on the mail server until you use your email program to ask the server to retrieve your mail
Most email programs let you print a message you are composing or that you have received
Some programs let you define and use a filter to move incoming mail into a specific folder or to delete automatically based on the content of the message. They are especially useful for moving junk mail

When you forward a message to another recipient, a copy of the original message is sent to the new recipient you specify without the original sender’s knowledge
When you reply to a message that you received, the email program creates a new message and automatically addresses it to the original sender
In most email programs, deleting a message is a two-step process to prevent you from accidentally deleting important messages

Maintaining an Address Book
You use an address book to save email addresses and to associate those addresses with nicknames
Nicknames are special names that are easy to remember. You can use a nickname to represent a person or a group
You can usually organize contact information about individuals and groups in an address book
You can refer to entries in your address book at any point while you are composing, replying to or forwarding a message

Email Programs
When you install a browser such as Microsoft Internet Explorer, you also install an email program you can configure to send and receive your email messages
You should become familiar with the different email programs available before you decide which one to use

Mozilla Thunderbird
Complements the Firefox Web browser, but must be downloaded separately from the Mozilla Web site
Allows you to import address books and other settings from another email program on your computer
Has a spell checker and allows you to encrypt or digitally sign messages
Powerful feature of Thunderbird is its adaptive spam and junk mail filters
Saved Search folders make it easy to find messages based on criteria that you specify

Thunderbird Inbox Window New Perspectives on The Internet, Seventh Edition

Opera Mail
Installed with the Opera Web browser
Allows you to import information from Outlook Express, Netscape Mail, Eudora, and earlier versions of Opera
Includes a spell checker and a Label button to assign messages to categories
Messages are stored in a single database (instead of folders) so that messages are easy to sort, search, and retrieve

Opera Mail Panel New Perspectives on The Internet, Seventh Edition

Webmail Providers
A Webmail provider provides free email addresses and accounts for registered users. They may be used with any Web browser with Internet access to send and receive email messages
They may be used as your primary email address or to set up a separate, personal address when the use of personal email is restricted at work or school
Popular choices for free Web-based email services are: Yahoo! Mail, Gmail, and Windows Live Hotmail

Web-Based Email Services
Companies can provide free email because of advertising messages displayed on their Web sites
You will see links to other services offered by Web-based email services on their Web pages
Email messages sent from Webmail providers might also contain some sort of advertisement, such as a promotional message or a link to the Webmail provider

Google Gmail
Gmail promises more than two gigabytes of storage space for every user, causing other Webmail providers to increase their free storage space
Paid for by adding advertisements to email messages based on searches of those messages
Causing concerns about the privacy of email messages
Because Google performs routine maintenance on its servers, such as backups and archives, your messages might be stored forever in these files, making your private messages part of a permanent archive

Gmail Inbox Window New Perspectives on The Internet, Seventh Edition

“ You’ve Got Spam!”
Spam : unsolicited commercial email (UCE) or bulk mail
Includes unwanted solicitations, advertisements, or email chain letters sent to an email address
Spam wastes people’s time, bandwidth, and disk space
It is estimated that approximately 80% of all email messages sent every day are abusive

“ You’ve Got Spam!”
Many grassroots and corporate organizations are fighting spam aggressively
Most companies find it more effective and less costly to eliminate spam before it reaches users
An increasing number of approaches have been devised or proposed to combat spam, such as the passing of laws and technical changes in the mail handling systems of the Internet

Reducing Spam
Reduce the likelihood that a spammer can automatically generate your email address
Control the exposure of your email address so software robots searching the Internet for email addresses cannot easily obtain them. (They search for strings containing “@”)
Use multiple email addresses such as one for your Web site, another to register for access to Web sites, another for shopping accounts, etc

CAN-SPAM Law
Many US jurisdictions have passed laws that provide penalties for sending spam
The CAN-SPAM Law is the first US federal government effort to legislate controls on spam
Regulates all email messages sent for the primary purpose of advertising or promoting a commercial product or service

CAN-SPAM Law
According to the CAN-SPAM law, unsolicited email messages must:
Identify the sender
Contain an accurate message subject and a notice that the message is an advertisement or solicitation
Make it possible for the recipient to “opt out” of future mailings within 10 days of receipt of the request
Include the sender’s physical postal address
Prohibit the sender from selling or transferring an email address with an opt out request to any other entity

CAN-SPAM Law
Each violation is subject to a fine of up to $11,000
Additional fines are assessed for those who violate one of these provisions and:
Harvest email addresses from Web sites
Send messages to randomly generated addresses
Use automated tools to register for email accounts that are subsequently used to send spam
Relay email messages through a computer or network without the permission of the computer's or network’s owner
Enforcement is a problem because spammers can move their operations from one server to another in minutes

Microsoft Outlook Express Inbox Window
Outlook Express is the email program installed with Internet Explorer

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

Microsoft Outlook Express
Deleted Items folder: stores messages you have deleted
Drafts folder: stores messages that you have written but have not sent
Contacts list: contains information about the addresses stored in your address book
Message list: contains summary information for each message that you receive

Configuring Email
You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp 106-107)

Sending a Message Using Outlook Express
Click the Create Mail button on the toolbar
Type the recipient’s email address in the To box
Type the email address of any Cc or Bcc recipients in the appropriate boxes
Click the Attach button to attach a file
In the message body , type your message
Check your message for spelling and grammatical errors, and then click the Send button

Sending a Message Using Outlook Express New Perspectives on The Internet, Seventh Edition

Receiving and Reading a Message (Outlook Express)
If necessary, connect to your ISP
Click the Send/Recv button on the toolbar
Message headers of messages you haven’t opened yet are in bold and with a closed envelope icon next to them in the message list
Click a message in the message list to view it in the preview pane
Messages that you have opened are displayed with an open envelope next to them

Viewing and Saving an Attached File (Outlook Express)
Click the message that contains the attached file in the message list to display its contents in the preview pane
To view the file, 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
To save 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 OK button

Replying to Messages (Outlook Express)
To reply to a message:
Click the message in the message list to which you want to reply
Click the Reply button to reply to the sender; click the Reply All button to reply to the sender and Cc recipients of the original message
“ Re: ” is added to the Subject in the message window
Original message is copied and placed in the message body
Type your reply above the original message in the message body
Click the Send button

Forwarding Messages (Outlook Express)
To forward a message (send a copy of the original message to recipients who were not included in the original message):
Click the message in the message list that you want to forward
Click the Forward button
“ Fw: ” is added to the Subject in the new message window
The original message is quoted (copied) in the message body
Type your message above the quoted message in the message body

Filing and Printing an Email Message (Outlook Express)
You can use Outlook Express mail folders to file your email messages by topic or category
When you file a message, you usually move it 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 print a message at any time—when you receive it, before you send it, or after you file it

Deleting an Email Message and Folder (Outlook Express)
When you no longer need a message, it is a good idea to delete it
Select the message and then click the Delete button
Select multiple messages by pressing and holding the Ctrl key , clicking each message in the message list, and then releasing the Ctrl key
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 (Outlook Express)
To add a contact to the Address Book:
Click the Addresses button on the toolbar
Click the New button, and then click New Contact
Enter the contact information
Click the OK button
Click the Close button
If you enter a short name in the Nickname text box in the contact’s Properties dialog box, then you can 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) New Perspectives on The Internet, Seventh Edition
You can use Outlook Express to create a group , which is a single address book entry consisting of two or more email addresses

Microsoft Windows Mail
Microsoft Windows Mail , or simply Windows Mail , is an email program that you use to send and receive email
Installed with Internet Explorer on Windows Vista computers
Inbox window contains three panes
Folders list
Message list
Preview pane

Windows Mail Inbox Window New Perspectives on The Internet, Seventh Edition

Creating an Email Account (Windows Mail) New Perspectives on The Internet, Seventh Edition
You must configure Windows Mail so it will retrieve your mail from your ISP (see instructions on pp 125-126)

Sending a Message (Windows Mail)
Click the Create Mail button
Type the recipient’s email address in the To: text box
Type the email address of any Cc or Bcc recipients
If necessary, click the Attach File To Message button to attach a file
Type the message body
Check your message for spelling and grammatical errors
Click the Send button on the toolbar

Receiving and Reading a Message (Windows Mail)
If necessary, connect to your ISP
Click the Send/Receive button on the toolbar

Receiving an Email Message (Windows Mail) New Perspectives on The Internet, Seventh Edition

Viewing and Saving an Attached File (Windows Mail)
Click the message containing the attached file
Click the paperclip icon in the Preview pane to open the shortcut menu, and then click the attached file’s name. Click the Open button to open the file
To save a file, click the paperclip icon in the Preview pane to open the shortcut menu, and then click Save Attachments
Click the file to save, and then select the location in which to save
Click the Save button

Replying to Messages (Windows Mail)
Click the message in the message list to which you want to reply
Type other recipients’ email addresses as needed
Change the text in the Subject text box as necessary
Edit the message body as necessary

Forwarding Messages (Windows Mail)
Click the message in the message list that you want to forward
The original message is copied in the message body
Click the To text box, and then type one or more email addresses
Type your message above the quoted message in the message body

Filing and Printing an Email Message (Windows Mail)
You can use Windows Mail folders to file your email messages by topic or category
When you file a message, you usually move it from the Inbox to another folder. You can also make a copy of a message in the Inbox and save it in another folder

Deleting an Email Message and Folder (Windows Mail)
When you no longer need a message, it is a good idea to delete it
Select the message and then click the Delete button
Select multiple messages by pressing and holding the Ctrl key , clicking each message in the message list, and then releasing the Ctrl key
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 Your Windows Contacts
To add a contact to Windows Contacts:
Click the Contacts button on the toolbar
Click the New Contact button on the toolbar
Enter the contact information
Click the OK button
Click the Close button
If you enter a short name in the Nickname text box in the contact’s Properties dialog box, then you can type the nickname instead of a person’s full name when you address a new message

Adding a Group of Contacts to Windows Contacts New Perspectives on The Internet, Seventh Edition
You can use Windows Mail to create a group , which is a single contact consisting of two or more email addresses

Windows Live Hotmail
Windows Live Hotmail is a Webmail provider from Microsoft that you use to send and receive email
To use Windows Live Hotmail, you must use a Web browser to connect to the Windows Live Hotmail Web site
No matter where you are in the world, if you can connect to the Internet, you can access your Windows Live Hotmail account
Portability makes Webmail a valuable resource for people who travel or do not have a computer or other device on which to use email

Creating a Windows Live ID and Hotmail Account
You must set up a Windows Live ID before you can use Hotmail (see instructions on pp 143 – 148)

Windows Live Hotmail Inbox New Perspectives on The Internet, Seventh Edition

The Windows Live Hotmail Web site contains the Today , Mail , Calendar , and Contacts pages
The Today page opens when you log in to your Windows Live Hotmail account and includes information about the day’s current events, your mailbox, and appointments
The Mail page displays a list of messages that you have received and provides options for working with email messages

The Contacts page contains options for managing information about your contact
The Calendar page contains options for organizing your scheduled appointments and daily calendar

Sending a Message Using Windows Live Hotmail
Open the Windows Live Hotmail home page, log on to your account, click Inbox folder, click the New button
In the To text box, type the recipient’s email address
Type the email address of any Cc or Bcc recipients in the appropriate text boxes
Click the Attach button , and then click File to attach a file
Type your message in the message body
Check your message for spelling and grammatical errors, and then click the Send button

Sending a Message Using Windows Live Hotmail New Perspectives on The Internet, Seventh Edition

Receiving and Reading a Message (Windows Live Hotmail)
Log on to your Hotmail account
Click the Inbox
Message headers of messages you haven’t opened yet have a closed envelope icon next to them
Click the message to open it
Messages that you have opened are displayed with open envelope icons

Viewing and Saving an Attached File (Windows Live Hotmail)
Click the message that contains the attachment to open the message
To open the file using a program on your computer, click the attached file’s name in the message header, and then click the Open button in the File Download dialog box
To save the file, click the attached file’s name in the message header, click the Save button in the File Download dialog box, browse to the drive and folder in which to save the attached file, click the Save button, and then click the Close button

Replying to Messages (Windows Live Hotmail)
Open the message to which you want to reply
Type other recipients’ email addresses in the message header as needed
Change the text in the Subject text box if necessary
Edit the message body as necessary

Forwarding Messages (Windows Live Hotmail)
Open the message that you want to forward
Click the To text box, and then type one or more email addresses, separated by commas
Add Cc and Bcc email addresses as necessary
Click the blank line above the quoted message, and then type an optional message to add a context for the recipient(s)

Filing and Printing an Email Message (Windows Live Hotmail)
You can use the Windows Live Hotmail folders to file your email messages by category
When you file a message, you move it to another folder

Deleting an Email Message and Folder (Windows Live Hotmail)
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 it and then clicking the Delete button
When you delete a message or folder, you are simply moving it to the Deleted folder
To remove items permanently, you must also delete them from the Deleted folder

Maintaining Windows Live Contacts
To add a contact to Windows Live Contacts:
Click the Contacts link
Click the New button
Enter the contact’s information in the appropriate text boxes on the Edit contact details page
Click the Save button

Adding a Group to Windows Live Contacts New Perspectives on The Internet, Seventh Edition
You can use Windows Live Hotmail to create a group , which is an address book entry consisting of two or more email addresses

Summary
In this tutorial, you learned:
How to send and receive email messages
How to print, file, save, delete, respond to, and forward email messages
How to create an address book into which to stored the name, email address, and other important details about a person or a group of people
How to use your email program’s Help system to explore the many other features that it includes to expand your skills

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Tutorial 2 - Basic Communication on the Internet: Email

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Tutorial 2 - Basic Communication on the Internet: Email — Presentation Transcript