1. Unit 2—Using the Computer Lesson 14 E-Mail and Electronic Communication

2. Computer Concepts BASICS - 2 Objectives Understand and use e-mail features in Outlook. Send and receive e-mail. Organize and manage e-mail you receive. Write effective and professional e-mail messages.

3. Computer Concepts BASICS - 3 Objectives (cont.) Manage an address book. Explain other types of electronic communication.

4. Computer Concepts BASICS - 4 Electronic Mail Transmission of files and data using a network Message broken down into packets Messages can travel thousands of miles in less than a minute.

5. Computer Concepts BASICS - 5 Electronic Mail (cont.) E-mail access Internet service providers Wireless Cell phones/handheld computers

6. Computer Concepts BASICS - 6 Microsoft Outlook Provides the following tasks: Mail Calendar Contacts The default task is Mail.

7. Computer Concepts BASICS - 7 Microsoft Outlook Screen

8. Computer Concepts BASICS - 8 Setting up an E-Mail Account Free e-mail accounts http://mail.yahoo.com/ http://hotmail.com Use Outlook’s Inbox to receive mail.

9. Computer Concepts BASICS - 9 E-Mail Addresses E-mail addresses consist of three parts User name of the individual “@” symbol User’s domain name Example dedwards@msn.com

10. Computer Concepts BASICS - 10 Starting Outlook Checking for and reading mail Outlook sends a request to the mail server to check for new mail. The number of new messages display in parentheses in the Mail pane. Click the message header to display the message.

11. Computer Concepts BASICS - 11 Creating and Sending a Message Click New to display the Untitled Message dialog box. Enter e-mail or e-mail addresses. Type a subject in the Subject text box. Type your message. Click the Send button.

12. Computer Concepts BASICS - 12 Message Dialog Box

13. Computer Concepts BASICS - 13 Receiving, Opening, and Saving a Message Click the Send/Receive button. Message is received in the Inbox Click the message header to read the message. Click File on the menu bar and then select the Save As command to save as a text file, HTML document, or template.

14. Computer Concepts BASICS - 14 Replying to and Formatting a Message Select the message. Click the Reply or Reply to All button. Format the message. Change font type, font size, and text color Add bold, italics, and underline Center

15. Computer Concepts BASICS - 15 Attach a File to an E-Mail Message Attachments Documents, figures, and other files Click File on the menu bar. Click Insert. Locate the file on your computer. Click the Insert button.

16. Computer Concepts BASICS - 16 E-Mail Troubleshooting Return message indicates mail cannot be sent Attachment size may be limited E-mail address incorrect Mail server down Other technical problems

17. Computer Concepts BASICS - 17 Organizing and Managing E-Mail Managing the Inbox Forwarding a message Saving a message Deleting a message Message icons Provide clues about the message A sealed envelope indicates the message has not been opened. A paperclip indicates an attachment.

18. Computer Concepts BASICS - 18 Special E-Mail Features Most e-mail programs contain a variety of features. Automatic “out of office” response Forwarding Block Senders List Save Senders List

19. Computer Concepts BASICS - 19 Adding Signature and Stationery You can change backgrounds through the Options dialog box. You can create a signature that automatically is added to the end of your messages.

20. Computer Concepts BASICS - 20 Options Dialog Box Message format Stationery Picker

21. Computer Concepts BASICS - 21 Flagging Flag Status column Located to the right of the message heading Six different colors Use flags for reminder notices or other indicators.

22. Computer Concepts BASICS - 22 Sorting Sort messages by any of the following methods: Flag color Date Type Subject

23. Computer Concepts BASICS - 23 Encoding or Encrypting E-Mail Scrambling the message Requires certificates for digital signing and encryption

24. Computer Concepts BASICS - 24 Address Book The address book is available through Outlook’s Contact feature. Outlook creates an Address card for each contact. Cards are arranged in alphabetical order. To add a new contact, click the New button. To delete a contact, right click the name and select Delete from the shortcut menu.

25. Computer Concepts BASICS - 25 Contact Information

26. Computer Concepts BASICS - 26 Professional Communication Proofread your message. Limit your use of emoticons. Keep your message short and to the point. Limit each message to a single subject. Double-check the address. E-mail sent through company networks is not private. Use an appropriate mail format.

27. Computer Concepts BASICS - 27 Other Features Calendar Used to track appointments Tasks Used to organize task information

28. Computer Concepts BASICS - 28 Other Forms of Electronic Communications Instant messaging Send messages in real time Set up through the Options dialog box

29. Computer Concepts BASICS - 29 Summary Microsoft Outlook includes features to manage appointments, tasks, and e-mail. The Outlook bar displays shortcuts that give you quick access to each of the Outlook folders. Electronic mail is similar to regular mail because it requires an address, a message, and a carrier to get it from the sender to the receiver.

30. Computer Concepts BASICS - 30 Summary (cont.) E-mail messages are broken into smaller portions of electronic data called packets, which are sent independently and then reorganized into the original message. Wireless communications makes it possible to send and receive e-mail using a handheld computer or cell phone with e-mail capabilities.

31. Computer Concepts BASICS - 31 Summary (cont.) You can access e-mail on a computer using a program like Microsoft Outlook, or you can send and receive e-mail messages using a Web site with a built-in e-mail program, such as America Online or Hotmail. E-mail addresses consist of three parts: the user name, the “@” symbol, and the domain name.

32. Computer Concepts BASICS - 32 Summary (cont.) An e-mail message header includes the address of the recipient, the subject of the message, and information about to whom the message is sent as a copy. You can use the Inbox folder in Outlook to send and receive e-mail messages. An attachment is a file that is sent with an e-mail message and can be opened by the recipient.

33. Computer Concepts BASICS - 33 Summary (cont.) You can reply to an e-mail message, forward a message to a new recipient, delete a message, or save a message. Spam, or junk e-mail, consists of unsolicited messages that take up space in your Inbox unnecessarily.

34. Computer Concepts BASICS - 34 Summary (cont.) E-mail messages are organized in folders of incoming messages, sent messages, deleted messages, and junk e-mail. You also can create additional folders to organize your own e-mail.

35. Computer Concepts BASICS - 35 Summary (cont.) Special e-mail features let you add an automatic signature to messages, block messages from certain addresses, create personalized stationery for your messages, and set up an automatic response or forward your messages to another address. Professional electronic communication requires courtesy and brevity.

36. Computer Concepts BASICS - 36 Summary (cont.) Always check that the spelling and grammar is correct and that the message is being sent to the intended recipient(s). The Contacts folder is designed to store information about business and personal contacts with whom you often communicate.

37. Computer Concepts BASICS - 37 Summary (cont.) You can create address cards that hold information such as name, address, phone number, e-mail address, and so on. Address cards are listed in alphabetical order in the Contacts folder. Other forms of electronic communication are available, such as instant messaging, which allow you to send messages in real time.