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Chapter 8 E-Mail


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Chapter 8 E-Mail

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