Ministry of Education Capacity Development Center Basic Computer Course Introduction to ICT, The Internet & email service Dr. Ei Ei Khin Director Department of Technology Promotion and Coordination

Outline The Internet Internet Terms Email Basics Using the Gmail

The Internet The Internet is a collection of networks that are connected together for exchange of information.

Connecting to the Internet To connect to the Internet, you need: Computing device. Connection device. Internet Service Provider (ISP).   To connect to the Internet, you need a computing device, a connection device, and an Internet Service Provider (ISP). Computing device: Personal computer Portable computer (laptop) Mobile device (cell phone or handheld device) Connection device: Modem An ISP is a company that provides Internet connectivity to individuals, businesses, and organizations

Some ways to use the Internet You can use the Internet to: communicate with people all around the world instantaneously. get the latest information on a current event. search for information buy and sell products. perform banking transactions. You can use the Internet to communicate with people all around the world instantaneously. When you send messages over the Internet, it can reach any part of the world in just a few seconds. The Internet also helps you to get the latest information on a current event. Many leading news channels use the Internet as the medium to provide updated news. You can use the Internet to search for information on any specific topic, such as history of computers. You can also take any course of your choice and register for online certification exams over the Internet. The Internet can also be used as a source of entertainment. You can listen to music, play games, watch movies, or share family pictures. In addition, you can buy and sell products, such as books and electronic goods, over the Internet. You can also pay for these goods online by specifying your credit card details. You can also use the Internet to perform banking transactions, such as viewing details of your bank account and transferring money from one account to another. Therefore, Internet provides various advantages to its users.

Internet Terms www Browser Search Engine URL Domain

Web browser Web browser is a software program that enables you to view and interact with various resources on the Web. Web browser: A Web browser is a software program that enables you to view and interact with various resources on the Web. An example of a widely used Web browser is Microsoft® Internet Explorer that displays both text and graphics.

Layout of a Web Page Title bar – tells you the name of the web page Menu bar – has commands for moving around the webpage, printing, etc Tool bar – short cuts to commands. Each picture represents a command Address bar – webpage address. If you want to go directly to a web page, you will need to know the address.

WWW- The World Wide Web The Web is a way of accessing and sharing information over the Internet by using Web browsers.

URL- UNIFORM RESOURCE LOCATOR The unique address of any web page. It tells your computer where the information is stored so it can be viewed. http://www.moe-st.gov.mm www.moe.edu.mm http://www.moe.gov.mm

Domain A way to indicate what type of site you may be viewing. Suffix Description .com Indicates that the Web site is for a commercial organization. .edu Indicates that the Web site is for educational institutions, such as schools, colleges, and universities. .net Indicates that the Web site is for a network-oriented organization or for an ISP. .org Indicates that the Web site is for a nonprofit organization. .info Indicates that the Web site is informative in nature. .gov Indicates the government A URL also includes a domain name suffix that indicates the type of organization to which the Web site belongs. For example, in the domain name microsoft.com, the domain name suffix is .com. The following table lists some examples of domain name suffixes. Note: There are country-level domains that are specifically used by a country or an independent territory. Some examples of country-level domains include .ke for Kenya, .in for India, and .jp for Japan.

Search Engine A web site that will help you search the Internet for key words, subjects, etc. www.google.com www.yahoo.com

Let’s try a search now!

Email Basics Send & receive digital messages and content over the internet Productivity Tool Calendar Address book Web-based email can be accessd anytime & anywhere Email is a way to send and receive digital messages and content over the internet. Some of the advantages of email are: Productivity tools: Most email accounts are usually packaged with a calendar, address book and more for convenience and productivity. You also have access to Web Services: If you want to sign up for accounts like Facebook, or order products from services like Amazon, you will need an e-mail address, so you can be safely identified and contacted. Easy Mail Management: Email service providers have tools to allow you to file, label, prioritize, find, group, and filter your emails for easy management. You can also control your spam and junk mail. Private: Your email is delivered to your own personal and private account with a password required for accessing and reading your emails. Emails allow you to communicate with multiple people: You can e-mail to multiple people at once allowing you the option of having a conversation with several people or sending out a message to a hundred people. You can access your email anywhere and at any time: You don’t have to be at home to access your web-based e-mail. You can access it from any computer or mobile device.

Email Addresses Format: Free Email Account Providers: Username @ Provider’s domain Eg, cdc.moe.mm@gmail.com Free Email Account Providers: Yahoo Microsoft’s Hotmail Google’s Gmail To receive emails, you will need an email account and an email address. Also, if you want to send emails to other people, you will need to obtain their email addresses. It's important to learn how to write email addresses correctly, because if you do not enter them exactly right, your emails will not be delivered or they might be delivered to the wrong person. Email addresses are always written in a standard format that includes a username, the @ (at) symbol and the email provider's domain. The username is the name you choose to identify yourself and the email provider is the website that hosts your email account. Today, the top three free webmail providers are Yahoo, Microsoft's Hotmail, and Google's Gmail. These providers are popular because they allow you to access your email account at any time through their website at yahoo.com, hotmail.com or gmail.com. You can also set up and access your email account with these providers through the user-friendly email apps on your mobile devices.

Using the Gmail Getting to Gmail Starting Gmail Creating an Account Receiving emails Creating an email Sending an email Settings and Sign Out Stop Next

Getting To Gmail Type www.google.com into the address bar of your browser. This will take you to the Google site Then click on the Gmail link

Setting up a Gmail Account Go to www.gmail.com Next click on the create an account button Click here to Create your Account

Creating a Gmail Account Next choose a password. I would choose one with numbers and letters and maybe a capital letter. You will notice when I built my password I used caps and numbers which made my password strong. Next you have the ability to use the drop down box to choose a security question or write your own. In my example I chose to write my own. You now have the option to put another email address in to be used should you ever encounter problems or forget your password. If you do not have another email address, you may leave this field blank. You also have the option to stay signed in when you are on the computer. I would recommend unchecking this box so that when you are no longer at the computer and you close your account no one can read or send emails from your account. Enter a password Enter or choose a security question or write your own.

Creating a Gmail Account Type in your month/day/year as shown on the screen. Don’t forget to add the “slashes” or it will not work. Next enter the “word verification” into the box. I know sometimes they are not easy to read; however, should you get it wrong, it will simply give you another word to enter. In the past it once took me 5 times before I could understand the letters, so don’t get discouraged. Once that is done click on the “I accept. Create my account button”. Then a pop up window will appear asking you to select Google as your homepage or adding a tab to your homepage. I have selected to have Google as my homepage. Type in your birthdate month/day/year Type in the word in the “word verification” box Click on the I accept. Create my account button You can either use Google as your home page or a tab on your home page

Creating a Gmail Account Congratulations, now click on the “Show me my account” button. Congratulations Click on Show me my account

Gmail Inbox for your Account This is the inbox for your Gmail account. Notice the 3 emails from Google. Each of these are a tutorial of some of the features in Google mail. Notice the 3 email from Google in your inbox 3 tutorials explaining some of the features of Gmail.

Composing a “New Message” Click on “Compose”

Properly Addressing a Message Subject: Brief description CC (Carbon Copy) To include other people in an email message BC (Blind Carbon Copy) Addresses will not be visible to other parties. Attachments Attach or Upload files • It’s important to include a brief description of what your email is about in the subject line. This is a courtesy to the recipient and helps them to efficiently decide which emails to read, if their time is limited. It also makes it easier to search for an email at a later date. • CC: stands for carbon copy and is often used in the workplace. You may want to include other people in an email message to keep them informed, even though they may not be the recipient of the email. You can do this by entering their email address in the CC box. • BC: stands for blind carbon copy. Just like CC it copies other people; however, those recipients (and their addresses) will not visible to others in the email. • Attachments & Uploads: You can attach or upload digital files for documents, images, videos, and presentations and more to your email. These attachments can be opened or downloaded by the recipients.

Draft or Send Draft: Send Save it to send later Only click on when the message is complete and ready to go. • Drafts: contain email messages that you have composed, but have not sent. When composing a message, you can click on save to save your message to the drafts folder until you are ready to finish the message or send it. • Send: When your email is complete, you will click on the “send” to deliver it to the recipients.

Inbox Shows all incoming mail you have received Click on the email to read it. All unread emails are usually marked in bold text

Reply or Reply All Reply Reply All When you want to respond to an email New window will appear to compose your message Reply All The message will be sent to all parties in the email. **Caution** Always check the “To” box before hitting the “send” button to avoid embarrassment of sending it to the wrong people. When you receive an email from someone, you can click on the “reply” to respond to someone. A new window will appear with the original message in the body. You can now compose your response and click the “send” button. Reply All Sometimes an email has been sent to other people besides yourself. When you respond to these emails, you need to decide if you want to respond to just the sender or all of the recipients. If you want the message to be sent to everyone, you can click on the “reply all’ button. To avoid trouble or embarrassment, it is a good idea to double check the “To” box before you click “send” to make sure your message is being delivered to the right recipient.

Forwarding an Email Forward Share an email message with another individual When you want to share an email message that you have received, you can click forward to send it to another person.

Contacts Contacts Like an address book Contains email addresses & contact information

Create contact

Create Label and contact management

Sending mail to group

SPAM or Junk Email Spam Carries viruses and fraudulent scams Do NOT open it Move it to the Spam Folder Do NOT open files with a attachment that has a file extension ending in: .exe .zip .scr Just like at home in your mailbox, at some point you will receive Junk Email or Spam. Spam often carries viruses or fraudulent scams, so you don’t want to open these messages. Usually your email provider will filter these suspicious emails into a Spam folder, but if you get one in your inbox, you should select the checkbox to the left of the message and click on the “Spam” button. This lets your email provider know that this is Spam and to block it from your inbox in the future. Don’t open files with the extensions such as: .exe, .zip, or .scr. These could contain hazardous files that could destroy or steal information. You should occasionally open your Spam Folder and see if any pertinent messages that you need got caught in the Spam Folder and you can send those to your inbox and allow them to bypass the Spam Folder in the future.

Mark as Not Spam

Report as Spam

Settings and Sign Out Click on your email address in the top right hand corner to bring up a selection box that allows you to modify your gmail settings including Privacy options It is wise to click on the "Sign Out " option when you are certain you are finished, especially if you are on a public computer

Email Etiquette Email Do’s: Closing Keep emails clear and concise Use a relevant subject line Add a greeting and closing line to your email "Dear Angela” Closing Sincerely Thanks Followed by your name Be aware of your tone in your email Like any form of online communication, it's important to practice good etiquette and safety when using email. Etiquette is a set of rules or guidelines that people use to communicate better and aid in other social interactions. Using good email etiquette can help you get your point across and show that you are considerate of the person that you are talking to. You should also be aware of important safety tips that you can use to protect yourself from things like malware or phishing. Email Do's: • Keep emails clear and concise. Make sure that your recipient can tell what the email is about. Avoid rambling, but provide enough detail to make the point of the email clear. • Use a relevant subject line. The subject line lets the recipient know what to expect in the email. Make it clear and relevant. • Add a greeting and closing line to your email. Just like a written letter, it's nice to add a greeting such as "Dear Amelia," and a closing line such as "Sincerely" or "Thanks" followed by your name. •Be aware that your tone may not be obvious in an email. Your recipients may not be able to recognize irony and sarcasm in your emails, and this can lead to misinterpretation or confusion. It's best to phrase things in the clearest way possible.

Email Etiquette (cont.) Check your email before sending Check it for spelling and grammar errors Check the content and wording Check your recipients To CC BCC Before sending your email, it’s a good habit to always check your email before sending it. You need to check for spelling and grammar errors. Don’t just rely on spell check, because we all know that spell check will see that a word is correct in spelling; however, it may be the wrong word in reference to content. Always check your recipients too to make sure that you are not mailing to the wrong person. This is crucial especially if you are sending sensitive information that should not be seen by anyone other than the party you want to send it to. Not checking your recipients could place you in an uncomfortable situation, so protect yourself by double checking before sending.

Email Etiquette Email Don’ts Don’t use caps lock An overlong signature Don’t use hard-to-read fonts or colors Don't overuse Reply to All Don't try to cover too many topics Don't forward chain emails Etiquette-Polite behaviour Let’s talk about some don’ts. • Using caps lock. Writing in all caps is equivalent to shouting. Your recipient may mistakenly think that you're angry, which can backfire (especially in a business email). Also, emails written in all caps are harder to read. • Using an overly long signature. It may be tempting to create an elaborate signature that includes your name, title, address, multiple phone numbers, a Facebook or Twitter link, a picture, a quote, and other information. However, this can quickly turn into a ten-line signature, which may make it harder for your recipients to know how you prefer to be contacted. Instead of including all of your contact info, it's better to focus on your most important or preferred contact info. • Using hard-to-read fonts or colors. Your email service may have various text formatting options, but you should be aware that some of them may make your emails difficult to read. In many cases, too much text formatting can also look unprofessional or annoying. • Overuse of Reply to All. Ask yourself whether every person in the group needs to see your reply. If you're only intending the message for one person, use Reply. On the other hand, if you want to keep everybody in the group informed use Reply to All. • Trying to cover too many topics. If you find that your email is covering several unrelated topics, consider splitting it into separate emails. • Forwarding chain emails, even if they sound interesting. Chain emails can quickly spread throughout the world because they are forwarded to large numbers of people, who then forward them to even more people, and so on. Many of them are hoaxes, and even the ones that aren't may irritate your recipients.

Companies are Monitoring Businesses today are monitoring Don’t use your work email to write anything derogatory Social Media Is monitored Beware what you post Be aware that your company may read your email. Using your work email to write anything derogatory about your co-workers is a bad idea, and it could come back to haunt you later. Also you should never use your work email to forward jokes that are offensive or inappropriate for the office. Emailing, texting and social networking may be second nature forms of communication for many of us, but it seems like every day we are encountering more and more stories about people getting into real trouble due to embarrassing emails or online postings. What about this medium makes us write and post things that we would likely not say to an individual face to face? Perhaps the impersonal nature of the technology makes us feel safe, even when the reality sometimes proves just the opposite.

Questions Questions or Comments?

Thank You!