Evaluating an EMail

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Basic Communication on the Internet E-Mail
Tutorial 2

• Evaluating an E-Mail
• Program and a Web-Based
• E-Mail Service

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Objectives

• Learn about e-mail and how it works.
• Learn about the Thunderbird and Opera e-mail
  clients.
• Explore Web-based e-mail services.

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Objectives

• Configure and use Outlook Express to send,
  receive, and print e-mail messages.
• Create and maintain an address book in Outlook
  Express.
• Configure and use Hotmail to send, receive, and
  print e-mail messages.
• Create and maintain an address book in Hotmail.

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What is E-Mail andHow Does It Work?

• A form of communication in which electronic
  messages are created and transferred between two
  or more computers connected to a network.
• One of the most popular forms of business
  communication.
• Fast and inexpensive.
• It can be sent and received at anytime.

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What is E-Mail andHow Does It Work?

• Mail server a hardware and software system that
  determines from the recipients 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 e-mail message takes on the
  Internet.
• POP (Post Office Protocol) handles incoming
  messages.

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What is E-Mail andHow Does It Work?

• IMAP (Internet Message Access Protocol)
  protocol for retrieving mail messages from a
  server.
• MIME (Multipurpose Internet Mail Extensions) a
  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 e-mail program software
  that requests mail delivery from the mail server
  to your PC.

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What is E-Mail andHow Does It Work?

• Email Address uniquely identifies an individual
  or organization that is connected to the
  Internet.
• E-mail addresses usually are not case-sensitive.
• Two parts of email address
• User name identifies person within an
  organization.
• Host name specifies the computer to which the
  email is to be delivered.
• Separated by an at sign (_at_)

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What is E-Mail andHow Does It Work?

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

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Common Features ofan E-Mail Message

• Message Header contains all the information
  about the message.
• Message Body contains the actual message.
• Signature appears at the bottom of your e-mail
  messages and contains standard information about
  yourself that the recipient can use to contact
  you in a variety of ways.

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Common Features of anE-Mail Message
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Common Features ofan E-Mail Message

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

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Common Features ofan E-Mail Message

• The From line of an e-mail message lists the
  senders name.
• The Subject line should indicate the messages
  content and importance.
• An e-mail attachment provides a simple and
  convenient way of transmitting electronic
  documents to one or more people.
• Attachments can contain viruses, malicious
  programs that can harm your computer and its
  files.

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Common Features of E-Mail Programs

• Although e-mail messages are less formal than
  business letters, but you should still follow the
  rules of formal letter writing.
• Signatures can contain
• Name
• Title
• Company name
• Contact information
• Graphics
• Nicknames
• Quotations

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Internet Etiquette (Netiquette)

• Netiquette a 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.
• Avoid sending unsolicited messages, especially
  those with attachments.
• 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

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Internet Etiquette (Netiquette)
Commonly used e-mail acronyms
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Common Features of E-Mail Programs

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

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Common Features of E-Mail Programs

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

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Common Features of E-Mail Programs

• 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
  senders knowledge.
• When you reply to a message that you received,
  the e-mail program creates a new message and
  automatically addresses it to the original
  sender.
• In most e-mail programs, deleting a message is a
  two-step process to prevent you from accidentally
  deleting important messages.

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Maintaining an Address Book

• You use an address book to save e-mail 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.

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E-Mail Programs

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

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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 e-mail program on your
  computer.
• Has a spell checker and allows you to encrypt or
  digitally sign messages.
• A 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.

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Mozilla Thunderbird

• Has the ability to subscribe to and receive
  newsfeeds automatically using Really Simple
  Syndication (RSS).
• Really Simple Syndication (RSS) an XML file
  format that makes it possible to share updates
  such as headlines and other Web site content via
  a newsfeed.
• Most RSS newsfeeds must be read through a program
  called an aggregator that lets you receive
  newsfeed content.
• When you subscribe to a newsfeed, you can choose
  a frequency on which to download messages.
• Can be used to manage your Usenet newsgroup
  subscriptions.

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Thunderbird Inbox Window
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Opera M2Client

• 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.
• Has the ability to subscribe to RSS newsfeeds
  automatically.

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Opera Mail Panel
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Web-Based E-Mail Services

• Many Internet Web sites provide free e-mail
  addresses and accounts for registered users. They
  may be used with any Web browser with Internet
  access to send and receive e-mail messages.
• They may be used as your primary e-mail address
  or to set up a separate, personal address when
  the use of personal e-mail is restricted at work
  or school.
• Popular choices for free Web-based e-mail
  services are Yahoo! Mail, ExciteMail, and
  Hotmail.

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Web-Based E-Mail Services

• Companies can provide free e-mail because of
  advertising messages displayed on their websites.
• You will see links to other services offered by
  Web-based e-mail services on their Web pages.
• E-mail messages sent from Web-based mail accounts
  might also contain some sort of advertisement,
  such as a promotional message or a link to the
  Web-based mail service.

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Gmail from Google

• Gmail promises two gigabytes of storage space for
  every user, causing other online Web-based e-mail
  services to increase their free storage space.
• Paid for by adding advertisements to e-mail
  messages based on searches of those messages is
  causing concerns about the privacy of e-mail
  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.

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Google Gmail Inbox Window
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Web Logs

• Web logs, or blogs, have been around for awhile,
  but were catapulted into mainstream media during
  the 2004 presidential campaigns.
• Howard Dean, Senator John Kerry, and President
  George W. Bush used blogs to communicate with
  supporters and respond to stories in the media.
• Blogs are not subject to the same ethical
  guidelines of professional reporters, so
  information contained in them should be
  considered personal opinion, not hard news.

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Youve Got Spam!

• Spam unsolicited commercial e-mail (UCE) or bulk
  mail.
• Includes unwanted solicitations, advertisements,
  or e-mail chain letters sent to an e-mail
  address.
• Spam wastes peoples time, bandwidth, and storage
  space.
• It is estimated that the amount of spam received
  by the average company increased from
  approximately 1 in 1995 to 80 in 2005.

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Youve 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.

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Reducing Spam

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

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CAN-SPAM Law

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

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CAN-SPAM Law

• According to the CAN-SPAM law, unsolicited e-mail
  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 senders physical postal address
• prohibit the sender from selling or transferring
  an e-mail address with an opt out request to any
  other entity

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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 also harvest
  e-mail addresses from Web sites, send messages to
  randomly generated addresses, use automated tools
  to register for e-mail accounts that are
  subsequently used to send spam, and relay e-mail
  messages through a computer or network without
  the permission of the computer's or networks
  owner.
• Enforcement is a problem because spammers can
  move their operations from one server to another
  in minutes.

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Microsoft Outlook ExpressInbox Window
Outlook Express is the e-mail program installed
with Internet Explorer.
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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.

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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.

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Configuring E-Mail

• You must configure Outlook Express so it will
  retrieve your mail from your ISP (see
  instructions on pp. 102-103).

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Sending a Message UsingOutlook Express

• Click the Create Mail button on the toolbar.
• Type the recipients e-mail address in the To
  box.
• Type the e-mail 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.

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Sending a Message UsingOutlook Express
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Receiving and Readinga Message (Outlook Express)

• If necessary, connect to your ISP.
• Click the Send/Recv button on the toolbar.
• Message headers of messages you havent 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.

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Viewing and Saving anAttached 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 files 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 Save button.

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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 new message
  window
• The 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.

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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
• Click the Send button

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Filing and Printing an E-Mail Message (Outlook
Express)

• You can use Outlook Express mail folders to file
  your e-mail 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 timewhen you
  receive it, before you send it, or after you file
  it.

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Deleting an E-Mail 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.

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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 contacts Properties dialog box, then
  you can type the nickname instead of a persons
  full name when you address a new message.

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Adding a Group of Contacts to the Address Book
(Outlook Express)

• You can use Outlook Express to create a group,
  which is a single address book entry consisting
  of two or more e-mail addresses.

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Hotmail

• Hotmail is a Web-based e-mail service powered by
  MSN.com that you use to send and receive e-mail.
• To use Hotmail, you must use a Web browser to
  connect to the Hotmail Web site.
• No matter where you are in the world, if you can
  connect to the Internet, you can access your
  Hotmail account.
• Portability makes Web-based e-mail a valuable
  resource for people who travel or do not have a
  computer or other device on which to use e-mail.

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Creating a Hotmail Account

• You must set up a Hotmail account before you can
  use Hotmail (see instructions on pp. 120 125).

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MSN Hotmail Inbox Page
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Creating a Hotmail User Account

• The Hotmail homepage displays the Today, Mail,
  Calendar, and Contacts tabs.
• The Today tab opens when you log on to your
  Hotmail account and includes information about
  the days current events, your mailbox, and
  appointments.
• The Mail tab displays a list of messages that you
  have received and provides options for working
  with email messages.

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Creating a Hotmail User Account

• The Calendar tab contains options for organizing
  your scheduled appointments and daily calendar.
• The Contacts tab contains options for managing
  your address book.
• You can click the Options and Help links to open
  pages containing program options and help for
  Hotmail users.

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Sending a Message Using Hotmail

• Open the Hotmail home page, log on to your
  account, click the Mail tab, click the New button
  list arrow, and then click Mail Message.
• In the To text box, type the recipients e-mail
  address.
• Type the e-mail 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.

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Sending a Message Using Hotmail
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Receiving and Reading a Message (Hotmail)

• Log on to your Hotmail account
• Click the Mail tab.
• Message headers of messages you havent opened
  yet are in bold and with a closed envelope icon
  next to them in the message list.
• Click the senders name to open a message in a
  message window.
• Messages that you have opened are displayed with
  open envelope icons on the Mail tab.

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Viewing and Saving anAttached File (Hotmail)

• Click the senders name for the message that
  contains the attachment to open the message.
• To view the file, click the attached files name
  in the Attachment section to scan the file for
  viruses, click the Download File button, and then
  click the Open button in the File Download dialog
  box. Close the program window that opens after
  viewing the file.
• To save the file, follow the steps above, except
  click the Save button instead of the Open button.
  Use the Save in list arrow to change to the drive
  and folder in which to save the attached file,
  click the Save button, and then click the Close
  button.
• Click the Cancel button.
• When you detach a file from an e-mail message and
  save it on a disk or drive, it is just like any
  other file that you save.

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Replying to Messages (Hotmail)

• To reply to a message
• Open the message 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 new message
  window
• The original message is copied and placed in the
  message body with the gt symbol to the left of
  each line of the original message
• Type your reply above the original message in the
  message body
• Click the Send button

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Forwarding Messages (Hotmail)

• To forward a message (send a copy of the original
  message to recipients who were not included in
  the original message)
• Open the message 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 with the gt symbol to the left of
  each line of the original message
• Type your message above the quoted message in the
  message body
• Click the Send button

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Filing and Printing an E-Mail Message (Hotmail)

• You can use the Hotmail folders to file your
  e-mail messages by category.
• When you file a message, you move it to another
  folder.
• You can print a message at any timewhen you
  receive it, before you send it, or after you file
  it.

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Deleting an E-Mail Message and Folder (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 its check
  box on the Manage Folders page and then clicking
  the Delete button.
• When you delete a message or folder, you are
  simply moving it to the Trash Can folder.
• To remove items permanently, you must also delete
  them from the Trash Can folder.

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Maintaining an Address Book (Hotmail)

• To add a contact to the Address book
• Click the Contacts tab to open the List View
  ALL page.
• Click the New button list arrow, and then click
  Contact to open the New Contact page.
• Enter the persons quickname (nickname), first
  and last name, and e-mail address and any other
  additional contact information.
• Click the Save button.
• Quicknames are mandatory in Hotmail.

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Adding a Group to the Address Book (Hotmail)

• You can use Hotmail to create a group, which is
  an address book entry consisting of two or more
  e-mail addresses.

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Summary

• You learned how to send and receive e-mail
  messages.
• You learned how to print, file, save, delete,
  respond to, and forward e-mail messages.
• You created an address book into which you stored
  the name, e-mail address, and other important
  details about a person or a group of people.
• You can use your e-mail programs Help system to
  explore the many other features that it includes
  to expand your skills.