Electronic mail (E-mail)

Electronic mail
(E-mail)

E-MAIL
Electronic mail, most commonly
referred to as email or e-
mail since 1993, is a method of
exchanging digital messages from an
author to one or more recipients.
Email operates across the Internet or
other computer networks.

Who & When E- mai l Invent s
In 1978, a 14-year-old named V.A. Shiva Ayyadurai developed a computer
program,
which replicated the features of the interoffice, inter-organizational paper mail
system.
He named his program “EMAIL”. Shiva filed an application for copyright in his
program and in 1982 the United States Copyright Office issued a Certificate of
Registration.

Email Uses
Email allows individuals and groups to
Communicate with one another. Imagine that you've
been asked to coordinate work on a proposal to
address a problem in your dorm or Greek organization.
You need to get Information and ideas from people
living in your dorm or house, from members of
the Surrounding community, from university
officials, and perhaps other groups.
• Information Interchange
• Brain Storming and Problem Solving
• Record Keeping
• Group Work
• Staying in Touch Professionally
• Staying in Touch Socially
• Transmitting Documents

What i s emai l ?
• s hor t f or e l e c t r oni c ma i l
• s e nd & r e c e i ve me s s a ge s ove r
t he i nt e r ne t

• The sender composes a message
using the email client on their
computer.
• When the user sends the
message, the email text and
attachments are uploaded to the
SMTP (Simple Mail Transfer
Protocol) server as outgoing mail.

• All outgoing messages wait in the
outgoing mail queue while the SMTP
server communicates with the DNS
(Domain Name Server–like a phone book
for domain names and server IP
addresses) to find out where the
recipient’s email server is located. If the
SMTP server finds the recipient’s email
server, it will transfer the message and
attachments. If the recipient’s server can’t
be found, the sender will get a “Mail
Failure” notification in their inbox.

Process
• The sender composes a message using the email client on their
computer.
• When the user sends the message, the email text and attachments
are uploaded to the
SMTP (Simple Mail Transfer Protocol) server as outgoing mail.
• All outgoing messages wait in the outgoing mail queue while the
SMTP server communicates with the
DNS (Domain Name Server–like a phone book for domain names and
server IP addresses) to find out where the recipient’s email server is
located. If the SMTP server finds the recipient’s email server, it will
transfer the message and attachments.
If the recipient’s server can’t be found, the sender will get a “Mail
Failure” notification in their inbox.

TCP/IP stands for
• Transmission Control Protocol/Internet
Protocol, which is a set of networking protocols
that allows two or more computers to
communicate.

DSN Stand For
• DNS stands for Domain Name System.
DNS is how domain names are translated
into IP addresses, and DNS also controls
email delivery. DNS is what allows you to
use your web browser to find web sites as
well as send and receive email.

Set t i ng up your emai l account
• Pa r t s of a n e ma i l a ddr e s s :
dwa l ke r @s ur f c i t y- hb. or g
– us e r na me : dwa l ke r ( you c r e a t e
your own) ( e a c h i s uni que )
– @ s ymbol : uni que t o e ma i l
a ddr e s s e s ( Shi f t ke y + 2)
– e ma i l pr ovi de r ’ s na me : s ur f c i t y- hb
( your s wi l l be yahoo)
– doma i n : . or g ( your s wi l l be . com)

Passwor d
• Some t hi ng e a s y t o r e me mbe r , but
di f f i c ul t t o gue s s
– Do NOT us e s e ns i t i ve i nf or ma t i on,
s uc h a s SSN, ba nk PI N, e t c .
• Us ua l l y a c ombi na t i on of
l e t t e r s a nd numbe r s i s be s t
• Ve r i f i c a t i on que s t i ons i n c a s e
you f or ge t your pa s s wor d

FEATURES:
STORAGE:
With an initial storage capacity offer
of 1 GB per user, Gmail significantly
increased the webmail standard for
free storage from the 2 to 4 MB its
competitors such as HOTMAIL
offered at that time. Individual Gmail
messages, including attachments, may
be upto 25 MB.
The Gmail interface currently
supports 72 languages

You can check your Gmail
through your mobile phone, or
you can get notifications of new
messages on your desktop.
Gmail has native applications
for Apple's iOS devices
(including iPhone, iPad, and
iPod Touch) and for Google's
Android devices. All other
devices must use the Gmail

Features OF e-MaIL
• Inbox
• Draft
• Compose
• Outbox
• Attachment
s
• Signature

Let ’ s compose an emai l !
• Cl i c k on
COMPOSE

The par t s of an emai l
• To : e nt e r t he e xa c t e ma i l a ddr e s s of
your r e c i pi e nt ( r e me mbe r :
na me @pr ovi de r . doma i n)
– For mul t i pl e r e c i pi e nt s , s e pa r a t e e a c h
a ddr e s s wi t h a c omma
• CC : c a r bon c opy
• BCC : BLI ND c a r bon c opy – i s a nonymous
• Subj e c t : t he t opi c of your e ma i l – ve r y
i mpor t a nt
• Body : t he me s s a ge of your e ma i l
• At t a c hme nt s : t he pa pe r c l i p s ymbol -
f i l e s or phot os

Sendi ng an emai l
• Communi c a t i on c a n be t ough wi t h
wr i t t e n c or r e s ponde nc e . No body
l a ngua ge or f a c i a l c ue s t o he l p.
• Er r on t he s i de of t oo f or ma l
– Punc t ua t i on & s pe l l i ng
– Gr e e t i ng & c l os i ng s i gna t ur e
• ATTACH a f i l e f r om a f l a s h dr i ve
• Cl i c k on SEND t o ma i l your l e t t e r
• Me s s a ge wi l l now a ppe a r i n your
SENT f ol de r

Sendi ng an emai l
• Onc e a n e ma i l i s s e nt , you
c a nnot s t op i t or t a ke i t ba c k
• Spe l l - c he c k & pr oof r e a d!
• Che c k your SENT box now.

DRAFT EMAI LS & SAVI NG FOR
LATER
• Dr a f t s : Whe n c r e a t i ng a n e - ma i l
t he c omput e r wi l l a ut oma t i c a l l y
s a ve your wor k pe r i odi c a l l y. I f
f or a ny r e a s on you s houl d be
i nt e r r upt e d ( i . e . l a ps e i n
i nt e r ne t c onne c t i on) you c a n
r e t r i e ve your l a t e s t wor k wha t
i s c a l l e d t he DRAFT BOX.

Recei vi ng emai l
• I f you ha ve a ny me s s a ge s you s houl d s e e
t he m l i s t e d on t he s c r e e n or i n your
I nbox
• At t he t op of e a c h me s s a ge i s a he a de r
wi t h i nf or ma t i on a bout t he s e nde r , da t e ,
a nd r out i ng of e a c h me s s a ge .
Fr om: dwa l ke r @s ur f c i t y- hb. or g ( Da ni e l l e
Wa l ke r )
To: you@ya hoo. c om
CC:
Subj e c t : Ema i l Ba s i c s c l a s s
Da t e : Mon, 3 Ma y 2010 8: 31 PST

Repl yi ng t o an emai l
• Re pl y vs Re pl y Al l
• Whe n you c l i c k on Re pl y, your
me s s a ge wi l l a ut oma t i c a l l y be
s e nt t o t he pe r s on who s e nt you
t he e ma i l ( FROM f i e l d i n he a de r . )
• Whe n you c l i c k on Re pl y Al l , your
me s s a ge wi l l a ut oma t i c a l l y be
s e nt t o t he pe r s on who s e nt you
t he e ma i l AND e ve r yone i n t he TO
a nd CC f i e l ds i n t he he a de r .

For war di ng an emai l
• Whe n you c l i c k on FORWARD, you
ma y s ha r e t he e ma i l you’ ve
r e c e i ve d by s e ndi ng i t t o
ot he r s .
• You ma y a dd your own me s s a ge
be f or e s e ndi ng.

Openi ng at t achment s
• Us ua l l y phot os or doc ume nt s
• I f you don’ t know t he s e nde r ,
do NOT ope n t he a t t a c hme nt
• SAVE vs OPEN f i l e di a l og box

Del et i ng emai l &t r ash can
• Onc e you’ ve r e a d a n e ma i l , you mus t
de c i de i f you wa nt t o s a ve i t or de l e t e
i t .
• Cl i c k on de l e t e t o s e nd t he e ma i l t o t he
TRASH CAN
• The me s s a ge di s a ppe a r s f r om your l i s t of
me s s a ge s but i s not t r ul y de l e t e d ye t ,
s o i f you ma ke a mi s t a ke you c a n ge t t he
me s s a ge ba c k.
• J us t l ook i n t he Tr a s h f ol de r . Howe ve r ,
onc e you e xi t t he pr ogr a m, t he me s s a ge s
a r e us ua l l y de l e t e d f or good.

Pr i vacy, vi r uses, & spam
• Pr i va c y: CC vs BCC
• Vi r us e s : Ne ve r ope n a t t a c hme nt s f r om
unknown s e nde r s .
• Sa f e t y: Ne ve r s e nd pe r s ona l f i na nc i a l
i nf or ma t i on vi a e ma i l , e ve n i f i t
l ooks l i ke a l e gi t i ma t e r e que s t f r om
your ba nk or f i na nc i a l i ns t i t ut i on.
• Spa m: uns ol i c i t e d c omme r c i a l e ma i l
De l e t e
Cl i c k on Re por t Spa m
SPAM BOX on Ya hoo

CHat t i ng & t ext i ng
Text i ng Onl i ne
I s s i mi l a r t o t e xt i ng us i ng a c e l l phone
but t e xt s r e c e i ve d c a n onl y be vi e we d onc e ,
t he n t he y a r e pe r ma ne nt l y de l e t e d a f t e r be i ng
r e a d. Thi s i s us e f ul i f you do not ha ve a
c e l l phone or wi l l not be ne a r your c e l l
phone a nd ne e d t o c ommuni c a t e t o a not he r c e l l
phone .
Chat t i ng
Thi s i s r e a l - t i me c ommuni c a t i on wi t h no
de l a y. Us ua l l y done wi t h t hos e you know
onl i ne . Be s e l e c t i ve who you c ha t wi t h. As
wi t h s pa m a nd phi s hi ng, s c a ms c a n oc c ur wi t h
c ha t t i ng a s we l l .

I mpor t ant – Si gn Out !

OUTLOOK.COM(HOTMAIL)
• Outlook.com is a free web-based
email service run by Microsoft. One of the
world's first webmail services, it was
founded in 1996 as Hotmail
• Hotmail was acquired by Microsoft in 1997
and launched as MSN Hotmail, later
rebranded to Windows Live Hotmail as
part of the Windows Live suite of products.

• Outlook.com replaced Hotmail in
2013, and follows Microsoft's Metro
design Language, closely mimicking
the interface Microsoft Outlook.
• Existing Hotmail customers could
freely upgrade to the preview version
of Outlook.com and downgrade back.

Competition
• In 2004, Google announced its own
mail service, Gmail. Featuring greater
storage space, speed, and interface
flexibility, this new competitor spurred
a wave of innovation in webmail .The
main industry heavyweights – Hotmail
and Yahoo! Mail – introduced upgraded
versions of their email services with
greater speed, security, and advanced
features.

Features
• Privacy: Outlook.com has promised to
respect user's privacy, specifically
targeting Gmail’s practices.Outlook.com
does not scan emails or attachments for
advertising information and personal
conversations are ad-free entirely.
• Active View : allows users to interact
directly with contents and functionality
within their email message. a partner
platform which allows contents and
functionality from various websites and
services

• Office Online Integration :Outlook.com
integrates with Office Online to allow
viewing and editing of Microsoft Word,
Excel and PowerPoint documents that
are attached to the email messages.
• Allows users to make a Skype video call
within Outlook.com without using the
Skype desktop client
• Sweep : Virtual broom which allow users
to delete or move large amounts of
emails into specified folders based on
the sender's information.

• Aliases : Users can create additional,
unique email addresses, called aliases, for
their Microsoft account.
• A single-use code is a code that can be
used instead of a user's password when
signing into a Microsoft account.
• Security : Microsoft has a two step
verification.

ADVANTAGES
• Cheap. Once you’re online, there is no further
expense.
• Easy to reference. Sent and received messages and
attachments can be stored safely, logically and
reliably.
• Easy to use. Once you’re set up, sending and
receiving messages is simple. That goes for a host
of other email functions. Data storage and contacts
can be accessed quickly and easily.
• Fast. Message to send? Done, under a second!
Email is by far the fastest form of written
communication.
• Global. Web based email means you can access
your messages anywhere online. Going oversees?
Before you go, mail yourself a copy of your
passport number, travel insurance details or your
accommodation details.

DISADVANTAGES
• Emotional responses. Some emails cause upset or
anger. A reply in the heat of the moment can’t be
retracted.
• Information overload. Too many people send too much
information. They often cite ‘need to know’ as the
justification.
• Lacks the personal touch. Some things are best left
untyped. Email will never beat a hand written card or
letter when it comes to relationships.
• Misunderstandings. Emails from people who don’t
take the time to read what they write before clicking
‘send’. Time is wasted, either to clarify or, worse,
acting on a misinterpretation of the message.
• No respite. The law of the empty inbox – leave it and
will grow. Ignore it at your peril!

Electronic mail (E-mail)

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