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Chapter 8 E-Mail
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Chapter 8 E-Mail

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  • 1. Chapter 8 Using E-mail
  • 2. Learning Objectives
    • Explain how e-mail works.
    • Add or edit Windows Mail e-mail accounts and specify different Windows Mail options.
    • Send and receive e-mail messages.
    • Print and save e-mail messages.
    • Differentiate between emoticons, acronyms, and text shortcuts.
  • 3. Learning Objectives
    • Manage Windows Mail folders.
    • Explain how to use the Windows Contacts.
    • Find messages and contacts in Windows Mail.
    • Use a Web-based e-mail service (webmail).
  • 4. Chapter Focus
    • E-mail (Electronic Mail)
    • Windows Mail
    • Sending and Receiving E-mail
    • Managing Folders
    • Windows Contacts
    • Finding Messages and Contact Information
    • Webmail
  • 5. E-mail (Electronic Mail)
    • Users send billions of e-mail messages everyday
    • E-mail clients
      • E-mail programs are used to compose, send, and receive e-mail messages
    • Simple Mail Transfer Protocol (SMTP)
      • When message is sent, SMTP server will contact a DNS server to find the IP address for the domain and route the message accordingly
  • 6. E-mail (Electronic Mail) E-mail Message Routing
  • 7. E-mail (Electronic Mail)
        • If originating SMTP server cannot connect with the destination mail-server, message goes into a queue or waiting list from and is resent periodically. If underliverable, sender receives a message
  • 8. E-mail (Electronic Mail)
    • Two main protocols for handling incoming e-mail messages
      • Post Office Protocol 3 (POP3)
        • Messages are downloaded to the user’s local computer
        • Messages are generally erased from server after downloading
      • Internet Message Access Protocol (IMAP)
        • User can read and manipulate messages without downloading to local machine
        • Users can access from different computers
  • 9. E-mail (Electronic Mail)
    • Aside from POP3 and IMAP, some mail providers – such as Hotmail – let users receive mail through a standard e-mail client using the HTTP protocol
    • Multipurpose Internet Mail Extensions (MIME) protocol
      • Handles e-mail message attachments
  • 10. E-mail (Electronic Mail) Review
    • What is the process by which an e-mail message travels from sender to recipient?
    • What is the difference in the way that POP3 and IMAP incoming mail servers work?
    • What happens if an SMTP server cannot find a destination POP3 or SMTP server right away?
  • 11. Windows Mail
    • Included as part of the default Windows Vista installation
      • Replaces older Outlook Express included with previous Windows versions
    • Includes new features not present in Outlook Express
      • Spam filters
      • Pfishing filters
    • Needs to be configured before use
    • Offers a number of preference settings users can choose
  • 12. Windows Mail
    • Setting up a Windows Mail E-mail Account
    To configure Windows Mail for e-mail, click the Add button and then click Mail in the menu. Windows Mail Internet Accounts Dialog Box
  • 13. Windows Mail
    • Setting up a Windows Mail E-mail Account
      • First time Windows Mail is started, a wizard will guide users through the set-up process
      • Before setting up Windows Mail the first time, users should obtain the following information from their ISP
        • Account name and password
        • Type of e-mail server (POP3, IMAP, HTTP)
        • Name of incoming and outgoing e-mail server to be used
        • Whether or not ISP requires Secure Password Authentication (SPA)
  • 14. Windows Mail E-mail Account Wizard
  • 15. Windows Mail
      • Once an e-mail account has been added to Windows Mail, new accounts can be added or existing accounts changed by clicking Tools on the menu bar and then clicking Accounts
      • Check set up by selecting the account in the Mail category of the Internet Accounts dialog box and click Properties
    Enter the appropriate information on the Servers tab to configure an e-mail account.
  • 16. Windows Mail
    • Setting Windows Mail Options
        • Default Windows Mail options can be changed by clicking Tools on the menu bar and then clicking Options
        • Options dialog box contains the following tabs which user can choose to set various options
          • General
          • Read
          • Receipts
          • Send
          • Compose
  • 17. Windows Mail
    • Setting Windows Mail Options
          • Signatures
          • Spelling
          • Security
          • Connection
          • Advanced
    Windows Mail Options Dialog Box
  • 18. Windows Mail
    • Setting Windows Mail Options
        • Windows Mail Window Layout Properties dialog box can be used to change the default Windows Mail layout
    Window Layout Properties Dialog Box
  • 19. Windows Mail Review
    • What information is needed to set up a Windows Mail e-mail account?
    • How can a Windows Mail e-mail account be added or changed?
    • How can Windows Mail default options be changed?
  • 20. Sending and Receiving E-mail
    • Windows Mail menu bar and toolbar offer commands necessary to send and receive e-mail messages
    • By default, Windows Mail opens with the Inbox selected in the Folders list
      • Message list displays mail that has been downloaded from the mail server
      • Chronological order can be changed by clicking the Received column heading
      • Messages can be listed by sender in ascending or descending alphabetical order
      • Preview pane displays the contents of the message selected in the message list
  • 21. Sending and Receiving E-mail
    • Create and Send a Message
      • Message Headers
        • To – recipient address
        • Cc – carbon copy
        • Bcc – blind carbon copy
        • Subject – courtesy to recipient who will see subject in inbox without having to open message
  • 22. Sending and Receiving E-mail Status bar Folder list toolbar Menu bar Priority attachment Flag Active folder Selected message Message list Preview pane
  • 23. Sending and Receiving E-mail New Message Window Formatting toolbar message header toolbar Message window menu bar message body
  • 24. Sending and Receiving E-mail
  • 25. Sending and Receiving E-mail
    • Create and Send a Message
      • Message Priorities
        • Low, Normal, or High priority can be chosen
        • High Priority notification – exclamation point added to the message
        • Low Priority notification – down-pointing arrow added to the message
  • 26. Sending and Receiving E-mail
    • Create and Send a Message
      • Read receipt
        • If enabled, this option means sender requests confirmation that the recipient received and read the message
        • Recipient will receive a read receipt dialog box to which yes or no can be clicked
  • 27. Sending and Receiving E-mail
    • Create and Send a Message
      • Signature
        • Can be created and then automatically added to new messages in the body text box
      • Sent Messages
        • Will be stored in the Windows Mail Sent Items folder
      • Drafts folder
        • Can be used to save messages not yet sent
  • 28. Sending and Receiving E-mail
    • Receiving Messages
      • User can set up Windows Mail to receive messages at a regular time interval
        • Clicking the Send/Receive button tells Windows Mail to check the mail server between the regularly scheduled interval
      • When Send/Receive button is clicked, any unsent mail in the Outbox folder will be sent as well
  • 29. Sending and Receiving E-mail
    • Replying to and Forwarding Messages
      • Clicking Reply button
        • Opens a reply message text box
        • Sender’s address now in To text box
        • Recipient’s address now in From text box
      • Clicking Reply All button
        • Adds all address in the To , Cc , and Bcc from original message to the To text box in the new message
  • 30. Sending and Receiving E-mail
    • Replying to and Forwarding Messages
      • All messages created by clicking Reply or Reply All
        • Prefix of Re : will be added to the Subject field
        • Contents of original message will still be contained in the message body – user can leave or delete
  • 31. Sending and Receiving E-mail
    • Replying to and Forwarding Messages
      • Clicking Forward button
        • To text box will be empty
        • Original message contents in the message body text box
        • Fw : prefix appears before subject
    • Deleting Messages
      • Messages can be deleted by selecting a message in the message list and clicking Delete button or choosing Delete from the Edit menu
      • Windows Mail stores deleted messages in the Deleted Items folder
      • Deleted Items folder can be emptied
  • 32. Sending and Receiving E-mail Reply Message reply message original message
  • 33. Sending and Receiving E-mail
    • Printing Messages
      • User can choose printing parameters in Print dialog box and then print the message
    • Adding Attachments
      • Insert, File Attachment or click the Attach button
      • Messages from Reply or Reply All actions does not include attachments from original message
      • Messages from Forward actions do include attachments from original message
  • 34. Sending and Receiving E-mail Message Attachment attached document
  • 35. Sending and Receiving E-mail
    • Netiquette - Internet etiquette
      • Remember that once a message has been sent it cannot be retrieved
      • Realize that messages can be forwarded
      • Do not write using uppercase letters, it is considered SHOUTING
      • Always include descriptive Subject as a courtesy
  • 36. Sending and Receiving E-mail
    • Netiquette - Internet etiquette
      • Use Bcc text box when sending a message to several people so the message will not start with a long list of e-mail addresses
      • Ask permission before forwarding a message to someone else, particularly if the massage contains information that might be regarded as private
      • Do not forward chain letters
      • Check for spelling errors and other mistakes
      • Before forwarding a warning about a virus or scam, verify the legitimacy of the warning by checking on a site like www.snopes. com
  • 37. Sending and Receiving E-mail
    • Emoticons
      • Symbols that are used to express emotion
        • A smile represented by :-)
        • A frown represented by :-(
    • Acronyms
      • Often used as a shortcut to typing a common phrase in full
        • LOL for “laughing out loud”
      • Appropriate for informal messages and instant e-mail
  • 38. Sending and Receiving E-mail
    • Text Shortcuts
      • Use letters and sometimes numbers to imitate the sound of a phrase
        • CU for see you or L8R for later
  • 39. Sending and Receiving E-mail Review
    • What does the header portion of an e-mail message window contain?
    • What is the difference between a carbon copy ( Cc ) and a blind carbon copy ( Bcc )?
    • What are some basic netiquette rules for e-mail?
    • What are emoticons, acronyms, and text shortcuts, and what are they used for?
  • 40. Managing Folders
    • Windows Mail comes configured with folders
      • Inbox, Outbox, Sent Items, Deleted Items, and Drafts
      • Cannot be deleted or changed
    • User can create additional folders which can be deleted or modified
    • Messages can be moved into different folders
    • Message Rules
      • Automate process of directing incoming messages to specified folders
      • Work only for POP3 mail server accounts
  • 41. Managing Folders Windows Mail Folders number of messages expanded folder (click – to collapse) collapsed folder (click + to expand)
  • 42. Managing Folders Message Rule Create Folder Dialog Box
  • 43. Managing Folders Review
    • What are the default folders created in Windows Mail?
    • How can you create a new folder?
    • What can message rules be used for?
  • 44. Windows Contacts
    • Stores contact information, including e-mail addresses that can be used in Windows Mail messages
    • Windows Mail can automatically add a message sender’s e-mail addresses to the Windows Contacts when the recipient replies to a message
    • Groups can be created by clicking the New Contact Group button
  • 45. Windows Contacts
    • A saved group identifies a collection of related e-mail addresses that can save time when addressing e-mail messages
    • Deleting an individual contact simultaneously deletes it from any groups that it might be in
    • Deleting a group does not delete the individual contact addresses that comprise the group
  • 46. Windows Contacts Windows Contacts
  • 47. Windows Contacts Windows Mail Contact List Automatic E-mail Address Saving Option
  • 48. Windows Contacts Properties Dialog Box for a Contact Properties Dialog Box for a Group
  • 49. Windows Contacts Print Dialog Box Choose an option for printing contact information.
  • 50. Windows Contacts Review
    • How can you save e-mail addresses to the Windows Contacts?
    • What is a group contact?
    • What options are available for printing Windows Contacts contact and group information?
  • 51. Finding Messages and Contact Information
    • Search function that offers a variety of different methods for finding e-mail messages and contacts
    • Can be used to search for specified data located in the message header area and/or the message body
    • Windows Contacts can be searched by clicking Edit on the menu bar, pointing to Find, and then clicking People
      • Right-clicking a name in the search results, pointing to Action, and then clicking Send E-mail opens a New Message window
  • 52. Finding Messages and Contact Information Find Message Window current folder Windows Contacts will search Inbox messages for test results . search results
  • 53. Finding Messages and Contact Information Find People Dialog Box search for information by name contact search results
  • 54. Finding Messages and Contact Information Review
    • How do you open the Find Message window?
    • What parts of a message can Windows Mail search within?
    • How can a Find People dialog box search result listing be used to create a new e-mail message?
  • 55. Webmail
    • Provides e-mail accounts accessible through any Web browser from any computer
    • Contents usually remain on the webmail provider’s server and are not downloaded to a local computer
    • Underwrite free e-mail accounts through the advertising they carry
      • Users may have to put up with annoyance of banner ads and pop-up windows
    • Yahoo!Mail and Hotmail are examples
  • 56. Webmail Google Gmail Inbox
  • 57. Webmail Review
    • What is webmail?
    • How can webmail providers offer free e-mail service?