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Email Essentials


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Presentation from the Seniors for Computers class at the Quinte West Public Library.

Published in: Technology, Business
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Email Essentials

  1. 1. Good Morning Everyone! Email Essentials Course Presented by Quinte West Public Library and Peter Ferguson
  2. 2. What is Email? <ul><li>Short for Electronic Mail </li></ul><ul><li>Mail composed and transmitted on a computer system or computer network. </li></ul><ul><li>Ability to send and receive text messages from one person to another via computer. </li></ul><ul><li>A system of exchanging messages by means of computers attached to a network. </li></ul>
  3. 3. Regular vs. Electronic Mail <ul><li>Sender </li></ul><ul><li>Mailbox </li></ul><ul><li>Address </li></ul><ul><li>Receiver </li></ul>
  4. 4. Differences with Email <ul><li>Speed issues </li></ul><ul><li>Writing Style issues </li></ul><ul><li>Privacy issues </li></ul>
  5. 5. Email Speed Issues <ul><li>Faster than any paper-based communication. </li></ul><ul><li>Immediately sent to receiver </li></ul><ul><li>Ability to broadcast emails </li></ul><ul><li>Recipient can immediately reply and ask questions. </li></ul>
  6. 6. Email Writing Style Issues <ul><li>More conversational than traditional paper </li></ul><ul><li>Paper document must be completely clear </li></ul><ul><li>Ability to ask for clarification </li></ul><ul><li>Email tends to be sloppier than regular mail </li></ul><ul><ul><li>jeet yet? </li></ul></ul>
  7. 7. Email Privacy Issues <ul><li>Email is public property </li></ul><ul><ul><li>There is no expectation to privacy </li></ul></ul><ul><ul><li>Do not send sensitive information such as; </li></ul></ul><ul><ul><ul><li>Account numbers </li></ul></ul></ul><ul><ul><ul><li>Passwords </li></ul></ul></ul><ul><ul><ul><li>Payment information </li></ul></ul></ul><ul><ul><li>Companies never send sensitive data in regular emails </li></ul></ul>
  8. 8. The Email Address Structure <ul><li>The email address for contact of </li></ul><ul><li>Person is at an address </li></ul><ul><li>Person = peterfprof </li></ul><ul><li>At symbol = @ </li></ul><ul><li>Address = </li></ul><ul><li>[email_address] </li></ul>
  9. 9. Email Delivery Process <ul><li>Messages are passed from one computer user to another using a local network or by using modems over telephone lines. </li></ul><ul><li>The message is eventually delivered to the recipients mailbox which is a file on the computer. </li></ul><ul><li>Read using a mail program such as Eudora or Microsoft Outlook. </li></ul>
  10. 10. Email virus <ul><li>Computer code sent to you as an email note attachment </li></ul><ul><li>if activated, can cause some unexpected and usually harmful effects </li></ul><ul><ul><li>destroying certain files on your hard disk </li></ul></ul><ul><ul><li>causes attachment to be re-mailed to everyone in address book </li></ul></ul><ul><li>The best two defenses against email viruses </li></ul><ul><li>never open email attachments unless you know who sent it and what the attachment contains </li></ul><ul><li>Anti-virus software to scan any attachment before you open it. </li></ul>
  11. 11. Email Spamming <ul><li>the sending of unsolicited email </li></ul><ul><li>E-mail sent automatically to a large number of addresses. </li></ul>
  12. 12. When Not to Send Email? <ul><li>subjects that are too sensitive to discuss </li></ul><ul><li>High potential for misinterpretation </li></ul><ul><li>Topics better resolved outside of email are: </li></ul><ul><ul><li>When it appears that a dialogue has turned into a conflict </li></ul></ul><ul><ul><li>suggest an end to the swapping of email and to talk or meet in person. </li></ul></ul><ul><ul><li>If you receive a flaming email try to respond in a short and simple response. </li></ul></ul>
  13. 13. Am I flaming someone? <ul><li>Short for sending inflammatory emails. </li></ul><ul><li>Term for venting emotion online </li></ul><ul><li>What you say cannot be taken back. </li></ul><ul><li>Misinterpretations happen very easily in emails </li></ul><ul><li>Lack of nonverbal expression to cue the recipient about your motives and intentions. </li></ul><ul><li>Imagine how much misinterpretation can occur expressing frustration and / or anger. </li></ul>
  14. 14. Consider before venting… <ul><li>Would I say this to this person’s face? </li></ul><ul><li>Is the receiver put in an awkward position? </li></ul><ul><li>How would I feel if I got this email message? </li></ul><ul><li>Flaming is a quick way to alienate your reader mainly because they will react with anger or embarrassment. </li></ul>
  15. 15. Emoticons or “Smileys” <ul><li>A sequence of ordinary characters </li></ul><ul><li>Emoticons are used to show emotions. </li></ul><ul><li>The most popular emoticons are the smiling faces (smileys or smilies) </li></ul><ul><li>Used to say &quot;don't take what I just wrote too seriously&quot;. </li></ul><ul><li>: ) </li></ul>
  16. 16. Email’s Shorter Lingo <ul><li>Keeping emails concise has led to shorter terms </li></ul><ul><ul><li>lol – laughing out loud </li></ul></ul><ul><ul><li>ttyl – talk to you later </li></ul></ul><ul><ul><li>ttys – talk to you soon </li></ul></ul><ul><ul><li>ttfn – ta ta for now </li></ul></ul><ul><ul><li>btw - by the way </li></ul></ul><ul><ul><li>The list is endless…. </li></ul></ul>
  17. 17. Setting up Web Email <ul><li> </li></ul><ul><li>Allows email registration without having to have a current email address </li></ul><ul><li>Other include Yahoo, MSN, Hotmail, Excite, Gmail, and many more….. </li></ul>
  18. 18. Web Email Setup
  19. 19. Web Email Setup
  20. 20. Web Email Setup
  21. 21. Web Email Setup
  22. 22. Web Email Setup
  23. 23. Web Email Setup
  24. 24. Web Email Setup
  25. 31. Summary <ul><li>Email vs regular mail </li></ul><ul><li>Spamming </li></ul><ul><li>Flaming </li></ul><ul><li>Viruses (attachments) </li></ul><ul><li>Writing styles - </li></ul><ul><li>Emoticons, smileys </li></ul><ul><li>shortened words or phrases </li></ul>
  26. 32. Happy Computing Peter Ferguson 613-965-6777 [email_address]