1. Practical PC, 7 th Edition Chapter 9: Sending E-mail and Attachments

2. Sending E-mail and Attachments FAQs – How does e-mail work? – How do I set up local e-mail? – What should I know about Webmail? – How can I organize messages and contacts? – What should I know about sending e-mail attachments? – What should I know about receiving attachments? – How should I deal with spam? Technology: Compression 2Practical PC, 7th Edition

3. How does e-mail work? An e-mail message is a digital document transmitted from one computer to another, usually over the Internet – Computers and software that provide e-mail services form an e-mail system – At the heart of the system is an e-mail server that runs e-mail server software – To access an e-mail system, user must have an account on an e-mail server and the PC must have software that helps user read, compose, and send messages Practical PC, 7th Edition3

4. How does e-mail work? Two types of e-mail systems – Webmail User connects to the Web to read and compose e-mail messages using Web browser software such as Internet Explorer, Chrome, or Firefox Incoming mail remains on the server, not on the local computer Accessible from any computer that has an Internet connection Practical PC, 7th Edition4

5. How does e-mail work? – Local e-mail Runs on the hard disk Allows user to compose and read mail while offline Is based on store-and-forward technology meaning that incoming e-mail is stored on an e-mail server until the client computer connects and requests them Also called POP mail based on the Post Office Protocol software used on the e-mail server Practical PC, 7th Edition5

6. How does e-mail work? Practical PC, 7th Edition6 Figure 9-1

7. How do I set up local e-mail? To set up an e-mail account: – Obtain an e-mail address and password on a POP server – Have local e-mail client software, such as Microsoft Outlook, or Mozilla Thunderbird To read e-mail messages: – Start your e-mail client, connect to mail server, and download messages to your inbox – The Send/Receive button usually initiates download Practical PC, 7th Edition7

8. How do I set up local e-mail? To compose a new message: – Fill in the e-mail header – Type text of the message – Use the Send/Receive button to send the message Since local e-mail is stored on your hard disk, it is your responsibility to back up your mail Practical PC, 7th Edition8

9. How do I set up local e-mail? Practical PC, 7th Edition9 Figure 9-2

10. What should I know about Webmail? To obtain a Webmail account: – Connect to a provider’s Web site and enter required information to obtain an e-mail address, a user ID, and a password Popular providers include Google Gmail, Outlook.com and Yahoo! Mail – Use a browser to connect to the Webmail site – You can write, read, reply to, and delete e-mail messages Practical PC, 7th Edition10

11. What should I know about Webmail? Benefit of Webmail – Your e-mail will be available from any computer with an Internet connection Remember to log off so others don’t access your account Disadvantages of Webmail – Inability to access mail during a power outage – Potential privacy risk of storing emails on a remote server Practical PC, 7th Edition11

12. What should I know about Webmail? Practical PC, 7th Edition12 Figure 9-3

13. How can I organize messages and contacts? Organizational tools offered by e-mail clients – Mark as read or unread – Prioritize – Group – Label – Work with threads – Sort Practical PC, 7th Edition13

14. How can I organize messages and contacts? Practical PC, 7th Edition14 Figure 9-4

15. What should I know about sending email attachments? An e-mail attachment is a file that travels along with an e-mail message – Files with executable extensions, such as.exe.,.com,.bat, and.app, are blocked by most e-mail servers To send these types of files, zip them first – To help assure recipients that an attachment is legitimate, refer to it in the body of the message Can also indicate the software used to create the attachment Practical PC, 7th Edition15

16. What should I know about sending email attachments? Practical PC, 7th Edition16

17. What should I know about receiving attachments? Most e-mail software indicates an attachment with an icon, such as a paper clip – Double-click the icon to open the message Use caution when opening attachments; some contain viruses Make sure antivirus software is set to automatically scan emails as they are delivered to the inbox Practical PC, 7th Edition17

18. What should I know about receiving attachments? E-mail clients handle attachments in different ways – Gmail automatically displays attachments containing photos; Outlook does not – Neither automatically displays attachments containing documents, PDFs, and other types of files Look for Preview or View button to display the contents If no such option is available, save the attachment and then open it Practical PC, 7th Edition18

19. What should I know about receiving attachments? Practical PC, 7th Edition19 Figure 9-6

20. How should I deal with spam? Spam is unwanted electronic junk mail – Was once a mere annoyance; now it is a major hacking took for cybercriminals – Phishing is an e-mail based scam that is designed to persuade you to reveal confidential information – Use a spam filter Utility software that captures unsolicited e-mail before it reaches your Inbox Can also use a disposable e-mail address Practical PC, 7th Edition20

21. How should I deal with spam? Practical PC, 7th Edition21 Figure 9-7

22. Technology: Compression Compression – Any technique that recodes the data in a file so that it contains fewer bits – Smaller files produced as a result of compression require less storage space and can be transmitted more rapidly – Used routinely before sending images and other large files as attachments Practical PC, 7th Edition22

23. Technology: Compression Lossy Compression – Discards some of the original data during the compression process – Moderate levels of compression make the information loss unnoticeable Applying too much compression can produce fuzzy images and low–quality audio Most techniques have adjustable compression levels – Can be used for image, video, and music files Practical PC, 7th Edition23

24. Technology: Compression Lossless Compression – Compresses a file and then reconstitutes all its data into its original state – Used for text and numeric data files Can also be used for images, videos, and music Ways to compress files – Software compression Automatically compresses data, i.e., camera saving a picture in JPEG format rather than in RAW format Practical PC, 7th Edition24

25. Technology: Compression – Compression utilities Apply lossless compression to shrink file size Used to shrink files containing text and numbers as well as image and music files stored in RAW, WAV and other non-compressed formats – Compressing files is often referred to as zipping Compression utilities can be used to zip multiple files into one package Windows supplies a compression utility that produces compressed folders Practical PC, 7th Edition25

26. Technology: Compression Unzipping a folder extracts the files and folders and reconstitutes them to their original state Folders that display a zipper contain compressed files Practical PC, 7th Edition26

27. Technology: Compression Practical PC, 7th Edition27