1. Prepared by: Ms Melinda Chung Chapter 3: Basic Communication on the Internet: E-Mail

2. Objectives Learn about e-mail and how it works. Configure and use Outlook Express to send, receive, and print e-mail messages. Create and maintain an address book.

3. Objectives Configure and use Netscape Mail to send, receive, and print e-mail messages. Create and maintain an address book. Configure and use Hotmail to send, receive, and print e-mail messages. Create and maintain an address book.

4. What is E-Mail and How 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.

5. What is E-Mail and How Does It Work? Mail Server: a h/w & s/w system that determines from the recipient’s address one of several electronic routes 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.

6. What is E-Mail 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 E-Mail Program: software that requests mail delivery from the mail server to your PC.

7. E-Mail Addresses 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. Host name – specifies the computer to which the email is to be delivered. Separated by an “at” sign(@)

8. Common Features of an 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 the sender.

9. Common Features of an E-Mail Message New Perspectives on the Internet, 5e Tutorial 3 9

10. Common Features of an E-Mail Message To line of an e-mail header - to type the recipient’s full e-mail address. courtesy copy (Cc) and the blind courtesy copy (Bcc) - send mail to people who should be aware of the e-mail message, but are not the message’s main recipients. No recipient can view the list of Bcc recipients. From line - the sender’s name. A mailing list - a single e-mail address can represent several individual e-mail addresses.

11. Common Features of an E-Mail Message Subject line - indicate the message’s content and importance. An e-mail attachment - electronic documents to be transmitted to recipients. Attachments can contain viruses, malicious programs that can harm your computer and its files.

12. 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.

13. Internet Etiquette (Netiquette) Netiquette (cont.): Avoid sending unsolicited messages, especially those with attachments. Use a spell checker and read your message for any spelling or grammatical errors before sending it. Use common courtesy, politeness, and respect in all of your written correspondence.

14. Web-Based E-Mail Services Can be installed & configured together with a browser such as Microsoft Internet Explorer or Netscape Navigator. Some e-mail programs, such as Eudora, are not associated with a particular browser. free e-mail addresses and accounts - provided by Internet Web sites for registered users. E.g. free Web-based e-mail services: Yahoo! Mail, ExciteMail, and Hotmail, Gmail.

15. Companies provides free e-mail because of advertising messages displayed on their websites. Links to other available services may also be offered on the website of a Web-based E-mail service. E-mail messages sent from Web-based mail accounts might also contain some advertisement, such as a promotional message or a link to the Web-based mail service. Web-Based E-Mail Services

16. Common Features of an E-Mail Program Sending Messages Receiving and Storing Messages Printing a Message Filing a Message Forwarding a Message Replying to a Message

17. Common Features of an E-Mail Program A message can be queued, and then sent when you either exit the program or check to see if you received any new e- mail. 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. Print a message you are composing or that you have received. Filter to move incoming mail into one or several folders automatically based on the content of the message. Useful for moving junk mail.

18. Common Features of an E-Mail Program Forward - a copy of the original message is sent to another new recipient you specify without the original sender’s knowledge. Reply - the e-mail program creates a new message and automatically addresses it to the original sender. A quick way of replying a response. Deleting a message - a two-step process to prevent you from accidentally deleting important messages.

19. Maintaining an Address Book address book - save e-mail addresses with nicknames. Nicknames - special names to represent a person or a group. Orgainize - organize contact information about individuals and groups in an address book. Refer - to entries in your address book at any point while you are composing, replying to or forwarding a message.

20. Microsoft Outlook Express Inbox Window

21. 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. Deleted Items folder: stores messages you have deleted.

22. Microsoft Outlook Express Drafts folder: stores messages that you have written but have not sent. Your copy of Outlook Express may also contain folders you have created, such as a folder in which you store all messages from a certain recipient. Contacts list: contains information about the addresses stored in your address book. Message list: contains summary information for each message that you receive.

23. Configuring E-Mail You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp. 120-122).

24. Sending a Message Using Outlook Express Click the Create Mail button on the toolbar. Type the recipient’s e-mail address in the To box. Type the e-mail address of any Cc or Bcc recipients in the appropriate boxes. In the message body, type your message. Check your message for spelling and grammatical errors, then click the Send button.

25. Sending a Message Using Outlook Express Message Display Area Message Header New Message Window Toolbar

26. Receiving and Reading a Message Click the Send/Recv button on the toolbar. When you receive new mail, messages that you haven’t opened yet are displayed with a closed envelope icon next to them in the message list. Messages that you have opened are displayed with an open envelope next to them. You can forward any message You can reply to a message You can forward a message

27. Viewing and Saving an Attached File Click the message that contains the attached file in the message list to display its contents in the preview pane. Click the paperclip icon in the preview pane to open the shortcut menu, and then click the attached file’s name. Close the program window that opens after viewing 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.

28. Filing and Printing an E-Mail Message You can use Outlook Express mail folders to file your e-mail messages by topic or category. You move message 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 transfer messages from one folder to another. You can print a message at any time—when you receive it, before you send it, or after you file it.

29. Deleting an E-Mail Message and Folder delete unwanted messages - reduce the size of messages Select the message and then click the Delete button. Multiple message selection - press and hold the Ctrl key, click each message in the message list, and then releasing the Ctrl key. You can 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.

30. Maintaining an Address Book Save the addresses of your business associates and friends in an address book to make it easier to enter addresses into the header of your e-mail messages. To add a contact to the Address Book click on the Addresses button on the toolbar. Click on the New button and then click New Contact. Enter the correct information and click OK. Nickname text box - type the nickname instead of a person’s full name when you address a new message.

31. Adding a Group of Contacts to the Address Book Outlook Express mailing list - an address book entry consisting of a group of two or more e-mail addresses. Use a group contacts when you regularly send messages to a group of people.

32. 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, such as Microsoft Internet Explorer or Netscape Navigator, to make a connection to the Internet. 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.

33. Creating a Hotmail User Account See instructions on pp. 156 - 163 for setting up a Hotmail user account.

34. Creating a Hotmail User Account The Hotmail homepage displays the Today, Mail, Calendar, and Contacts tabs. The Today tab is the page that first opens when you log on to your Hotmail account. It includes the latest information about the day’s 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.

35. 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.

36. Sending a Message Using Hotmail Open the Hotmail home page, log on to your account, and then click the Compose tab. In the To text box, type the recipient’s e-mail address. Type the e-mail address of any Cc or Bcc recipients in the appropriate text boxes. Type your message in the message body. Check your message for spelling and grammatical errors, then click the Send button.

37. Sending a Message Using Hotmail

38. Receiving and Reading a Message When you receive new mail, messages that you have not opened are displayed with closed envelope icons. Messages that you have opened are displayed with open envelope icons. When you receive a message with one or more attachments, you can open the attachment or save it. 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.

39. Viewing and Saving an Attached File Click the sender’s name for the message that contains the attachment. To open the file using a program on your computer, click the attached file’s 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. To save the file to a disk or drive, 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.

40. Replying to and Forwarding Messages You can forward any message you receive to one or more e-mail addresses. You can respond to the sender of a message quickly and efficiently by replying to a message. Most programs, including Hotmail, will copy the original message and place it in the response windows. The > symbol appears to the left of the response to indicate the text of the original message. When you forward a message, you are sending a copy of your message to one or more recipients who were not included in the original message.

41. Filing and Printing an E-Mail Message 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 transfer messages from one folder to another. You can print a message at any time—when you receive it, before you send it, or after you file it.

42. Deleting an E-Mail Message and Folder 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.

43. Maintaining an Address Book You might want to save the addresses of your business associates and friends in an address book to make it easier to address your messages. To add a contact, you click the Contacts tab to open the List View – ALL page. Click the list arrow for the New button, and then click Contact to open the New Contact page. Enter the person’s quickname (nickname), first and last name, and e-mail address. The rest of the information is optional. Click the Save button.

44. Adding a Group to the Address Book You can use Hotmail to create a group, or a mailing list, which is an address book entry consisting of two or more e-mail addresses. You create a group when you regularly send messages to a group of people.

45. 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 the e-mail program of your choice to send and receive your own e-mail messages. You can use your e-mail program’s Help system to explore the many other features that it includes to expand your skills.