Tutorial 2 Basic Communication on the Internet: Email

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Tutorial 2Basic Communication on the Internet
Email
2
Objectives

• Learn about email and how it works
• Learn about different email clients
• Explore Web-based email services

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Objectives

• Configure and use Outlook Express to send,
  receive, and print email messages
• Create and maintain an address book in Outlook
  Express
• Configure and use Windows Mail to send, receive,
  and print email messages
• Create and maintain contacts using Windows
  Contacts

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What is Email and How Does It Work?

• Form of communication in which electronic
  messages are created and transferred between two
  or more devices 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 Email and How Does It Work?

• Mail server 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 email message takes on the
  Internet
• POP (Post Office Protocol) handles incoming
  messages

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What is Email and How Does It Work?

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

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What is Email and How Does It Work?

• Email Address uniquely identifies an individual
  or organization that is connected to the Internet
• Two parts of email address
• User name identifies person within an
  organization
• Domain name specifies the server to which the
  email is to be delivered
• Separated from the user name by an at sign (_at_)

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What is Email and How Does It Work?

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

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Common Features of an Email Message

• Message Header contains information about the
  message
• Message Body contains the actual message content
• Signature appears at the bottom of your email
  messages and contains standard information about
  the sender, which the recipient can use to
  contact the sender in a variety of ways

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Common Features of anEmail Message
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Common Features of an Email Message

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

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Common Features of an Email Message

• From line of an email message lists the senders
  name, the senders email address, or both
• Subject line should indicate the messages
  content and importance
• Attachments provide a simple and convenient way
  of transmitting files 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 Email Programs

• Although email messages are less formal than
  business letters, but you should still follow the
  rules of formal letter writing
• Signature files can contain
• Name
• Title
• Company name
• Contact information
• Web site address
• Company logo
• Nicknames
• Graphics
• Quotations

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Internet Etiquette (Netiquette)

• Netiquette 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
• Dont assume that everyone you know likes to
  receive jokes or family pictures. Check with the
  recipients first
• 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 email acronyms
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Common Features of Email 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 Email Programs

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

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Common Features of Email 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 email program creates a new message and
  automatically addresses it to the original sender
  
• In most email 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 email 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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Email Programs

• When you install a browser such as Microsoft
  Internet Explorer, you also install an email
  program you can configure to send and receive
  your email messages
• You should become familiar with the different
  email 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 email program on your
  computer
• Has a spell checker and allows you to encrypt or
  digitally sign messages
• 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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Thunderbird Inbox Window
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Opera Mail

• 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

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Opera Mail Panel
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Webmail Providers

• A Webmail provider provides free email addresses
  and accounts for registered users. They may be
  used with any Web browser with Internet access to
  send and receive email messages
• They may be used as your primary email address or
  to set up a separate, personal address when the
  use of personal email is restricted at work or
  school
• Popular choices for free Web-based email services
  are Yahoo! Mail, Gmail, and Windows Live Hotmail

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Web-Based Email Services

• Companies can provide free email because of
  advertising messages displayed on their Web sites
• You will see links to other services offered by
  Web-based email services on their Web pages
• Email messages sent from Webmail providers might
  also contain some sort of advertisement, such as
  a promotional message or a link to the Webmail
  provider

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Google Gmail

• Gmail promises more than two gigabytes of storage
  space for every user, causing other Webmail
  providers to increase their free storage space
• Paid for by adding advertisements to email
  messages based on searches of those messages
• Causing concerns about the privacy of email
  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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Gmail Inbox Window
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Youve Got Spam!

• Spam unsolicited commercial email (UCE) or bulk
  mail
• Includes unwanted solicitations, advertisements,
  or email chain letters sent to an email address
• Spam wastes peoples time, bandwidth, and disk
  space
• It is estimated that approximately 80 of all
  email messages sent every day are abusive

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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 email address
• Control the exposure of your email address so
  software robots searching the Internet for email
  addresses cannot easily obtain them. (They search
  for strings containing _at_)
• Use multiple email 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 US jurisdictions have passed laws that
  provide penalties for sending spam
• The CAN-SPAM Law is the first US federal
  government effort to legislate controls on spam
• Regulates all email 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 email
  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 email 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
• Harvest email addresses from Web sites
• Send messages to randomly generated addresses
• Use automated tools to register for email
  accounts that are subsequently used to send spam
• Relay email 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 Express Inbox Window

• Outlook Express is the email 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 Email

• You must configure Outlook Express so it will
  retrieve your mail from your ISP (see
  instructions on pp 106-107)

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Sending a Message UsingOutlook Express

• Click the Create Mail button on the toolbar
• Type the recipients email address in the To box
• Type the email 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 Reading a 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 OK 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 message
  window
• 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 Email Message (Outlook
Express)

• You can use Outlook Express mail folders to file
  your email 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 Email 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 email addresses

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Microsoft Windows Mail

• Microsoft Windows Mail, or simply Windows Mail,
  is an email program that you use to send and
  receive email
• Installed with Internet Explorer on Windows Vista
  computers
• Inbox window contains three panes
• Folders list
• Message list
• Preview pane

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Windows Mail Inbox Window
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Creating an Email Account (Windows Mail)

• You must configure Windows Mail so it will
  retrieve your mail from your ISP (see
  instructions on pp 125-126)

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Sending a Message (Windows Mail)

• Click the Create Mail button
• Type the recipients email address in the To
  text box
• Type the email address of any Cc or Bcc
  recipients
• If necessary, click the Attach File To Message
  button to attach a file
• Type the message body
• Check your message for spelling and grammatical
  errors
• Click the Send button on the toolbar

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Receiving and Reading a Message (Windows Mail)

• If necessary, connect to your ISP
• Click the Send/Receive button on the toolbar

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Receiving an Email Message (Windows Mail)
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Viewing and Saving an Attached File (Windows Mail)

• Click the message containing the attached file
• Click the paperclip icon in the Preview pane to
  open the shortcut menu, and then click the
  attached files name. Click the Open button to
  open the file
• To save a file, click the paperclip icon in the
  Preview pane to open the shortcut menu, and then
  click Save Attachments
• Click the file to save, and then select the
  location in which to save
• Click the Save button

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Replying to Messages (Windows Mail)

• 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
• Type other recipients email addresses as needed
• Change the text in the Subject text box as
  necessary
• Edit the message body as necessary
• Click the Send button

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Forwarding Messages (Windows Mail)

• 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
• The original message is copied in the message
  body
• Click the To text box, and then type one or more
  email addresses
• Type your message above the quoted message in the
  message body
• Click the Send button

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Filing and Printing an Email Message (Windows
Mail)

• You can use Windows Mail folders to file your
  email 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 Email Message and Folder (Windows
Mail)

• 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 Your Windows Contacts

• To add a contact to Windows Contacts
• Click the Contacts button on the toolbar
• Click the New Contact button on the toolbar
• 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 Windows Contacts

• You can use Windows Mail to create a group, which
  is a single contact consisting of two or more
  email addresses

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Windows Live Hotmail

• Windows Live Hotmail is a Webmail provider from
  Microsoft that you use to send and receive email
• To use Windows Live Hotmail, you must use a Web
  browser to connect to the Windows Live Hotmail
  Web site
• No matter where you are in the world, if you can
  connect to the Internet, you can access your
  Windows Live Hotmail account
• Portability makes Webmail a valuable resource for
  people who travel or do not have a computer or
  other device on which to use email

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Creating a Windows Live ID and Hotmail Account

• You must set up a Windows Live ID before you can
  use Hotmail (see instructions on pp 143 148)

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Windows Live Hotmail Inbox
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Windows Live Hotmail

• The Windows Live Hotmail Web site contains the
  Today, Mail, Calendar, and Contacts pages
• The Today page opens when you log in to your
  Windows Live Hotmail account and includes
  information about the days current events, your
  mailbox, and appointments
• The Mail page displays a list of messages that
  you have received and provides options for
  working with email messages

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Windows Live Hotmail

• The Contacts page contains options for managing
  information about your contact
• The Calendar page contains options for organizing
  your scheduled appointments and daily calendar

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Sending a Message Using Windows Live Hotmail

• Open the Windows Live Hotmail home page, log on
  to your account, click Inbox folder, click the
  New button
• In the To text box, type the recipients email
  address
• Type the email 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 Windows Live Hotmail
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Receiving and Reading a Message (Windows Live
Hotmail)

• Log on to your Hotmail account
• Click the Inbox
• Message headers of messages you havent opened
  yet have a closed envelope icon next to them
• Click the message to open it
• Messages that you have opened are displayed with
  open envelope icons

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Viewing and Saving anAttached File (Windows Live
Hotmail)

• Click the message that contains the attachment to
  open the message
• To open the file using a program on your
  computer, click the attached files name in the
  message header, and then click the Open button in
  the File Download dialog box
• To save the file, click the attached files name
  in the message header, click the Save button in
  the File Download dialog box, browse to the drive
  and folder in which to save the attached file,
  click the Save button, and then click the Close
  button

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Replying to Messages (Windows Live 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
• Type other recipients email addresses in the
  message header as needed
• Change the text in the Subject text box if
  necessary
• Edit the message body as necessary
• Click the Send button

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Forwarding Messages (Windows Live 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
• Click the To text box, and then type one or more
  email addresses, separated by commas
• Add Cc and Bcc email addresses as necessary
• Click the blank line above the quoted message,
  and then type an optional message to add a
  context for the recipient(s)
• Click the Send button

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Filing and Printing an Email Message (Windows
Live Hotmail)

• You can use the Windows Live Hotmail folders to
  file your email 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

74
Deleting an Email Message and Folder (Windows
Live 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 it and then
  clicking the Delete button
• When you delete a message or folder, you are
  simply moving it to the Deleted folder
• To remove items permanently, you must also delete
  them from the Deleted folder

75
Maintaining Windows Live Contacts

• To add a contact to Windows Live Contacts
• Click the Contacts link
• Click the New button
• Enter the contacts information in the
  appropriate text boxes on the Edit contact
  details page
• Click the Save button

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Adding a Group to Windows Live Contacts

• You can use Windows Live Hotmail to create a
  group, which is an address book entry consisting
  of two or more email addresses

77
Summary

• In this tutorial, you learned
• How to send and receive email messages
• How to print, file, save, delete, respond to, and
  forward email messages
• How to create an address book into which to
  stored the name, email address, and other
  important details about a person or a group of
  people
• How to use your email programs Help system to
  explore the many other features that it includes
  to expand your skills