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Using Email

Using Email

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Using Email

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  1. Using Email Cyberspace Explorations Class BOLLI - Spring 2005

  2. How Does the Internet Work

  3. How Does Email Work

  4. Types of Email Servers • SMTP – Simple Mail Transfer Protocol Server • Accepts outgoing messages from a user’s email system. • Immediately routes the messages to recipient’s POP3 server. • POP3 – Post Office ProtocolServer • Receives incoming messages from other email systems and holds them for recipient to “pickup”. • On request, sends messages to user’s email program. When you setup an email program you need to know specific addresses to communicate with these servers.

  5. Exercise: Configure Outlook Express for Your Email Account

  6. Exercise: Configure Outlook Express for Your Email Account • Open Outlook Express • Type your full name • Click “Next” • Enter your full email address • Click “Next”

  7. Exercise: Configure Outlook Express for Your Email Account • Make sure “POP3” appears • Enter your POP3 server name • Enter your SMTP server name • Click “Next” • Enter your email name • Enter your email password • Click “Next”

  8. Exercise: Configure Outlook Express for Your Email Account • If everything seems OK, click “Next” • Your email account will appear with the name of your POP3 mail server • Click on “Close” to finish

  9. Exercise: Re-configure Outlook Express for Your Email Account • At any time, you can reconfigure your email settings • Click “Tools”, Accounts”, “Email” • Highlight account & click “Properties” “General” tab

  10. Exercise: Re-configure Outlook Express for Your Email Account “Advanced” tab “Servers” tab

  11. Types of Internet Communications • Synchronous • Senders and receivers communicate in “real time”. • Examples: Instant Messaging, Chat Rooms. • Asynchronous • Senders and receivers communicate at different times. • Examples: Email, Discussion Groups

  12. Demo: Instant Messaging with AOL Instant Messenger

  13. Demo: Instant Messaging with AOL Instant Messenger (to another computer)

  14. Demo: Instant Messaging with AOL Instant Messenger (to a cell phone)

  15. Types of Email Accounts • PC-Based • Outlook, Outlook Express, Netscape Mail • Uses PC program • Connection to Internet not needed except when sending & receiving • All messages stored on PC • Unsent messages can be viewed using Web • Web-Based • Hotmail, Yahoo Mail, Google Mail, many others • Uses browser • Must be connected to Internet • All messages stored on Web • Hybrid (AOL Mail)

  16. PC-Based Email - Outlook Express

  17. PC-Based Email – Microsoft Outlook

  18. PC-Based Email – Add’l Outlook Features Personal Calendar Data can be “replicated with PDAs & cell phones Contact List

  19. Web-Based Email – Yahoo Mail

  20. Web-Based Email – Google GMail

  21. Hybrid Email – AOL Mail

  22. Principal Email Functions • Send Message • Reply to Message • Original message retained – can be altered • Goes to originator only – unless addressee changed • Attachments are removed • Reply to All Message • Same as Reply to • Sent to all original recipients – unless changed • Forward Message • Sent to newly specified recipients • Original message retained WITH attachments – unless altered

  23. What’s in an Email Address? • Specific Address Format required. • “user-name”@“domain-name” • “User-name” is typically your email login name. • “Domain-name” is frequently defined by your ISP. • Format Rules • Cannot contain: spaces or special characters except “-”, “_” and “.” • Must contain “@” sign • Sample Addresses • lheier@rcn.com • len@heier.us • lenheier@yahoo.com • l.heier.1@alumni.nyu.edu(Note dots in user-name) • leonard_heier@abc.com(Note underscore character between first and last names)

  24. Principal Components of an Email Message • Header • Body • Signature (optional) • Attachments (optional)

  25. Components of an Outgoing Email Message Header Attachments Message Body Signature

  26. Components of an Incoming Email Message Header Attachment Message Body Signature

  27. Email Message Header Components • To: Primary recipient(s) – REQUIRED • One or more names separated by commas. • CC: Secondary recipient(s) – OPTIONAL • One or more names separated by commas. • BCC: Blind copies – OPTIONAL • One or more names separated by commas. • Primary and secondary recipients will not see these addressees. • Subject: Descriptive heading – HIGHLY RECOMMENDED • Optional – but should ALWAYS be used. • From: Sender’s email address automatically appended by email program. • Date/Time: Appended automatically by email program.

  28. Email Message Body • Can be any length. • Good email protocol suggests a limit of a single screen. If longer messages are desired, use a word processing document as an attachment. • Can be mixture of text and/or graphical objects (e.g., photos) or even a Web page. • Typically, a short salutation and informal signature are included.

  29. Email Message Signature • Should include all necessary information for your recipient to contact you. • Can be manually typed for each message or setup once and automatically appended by email program. • Example: ------------------------------------------------- Len Heier Synaxis Corporation 50 Gould Road Waban, MA  02468 Phone: (617) 332-2155 Fax: (508) 526-8930 Email: l.heier.1@alumni.nyu.edu lheier@rcn.com AOL I/M: lenheier

  30. Email Message Attachments • ANY file(s) on your computer can be included with an email message. • Examples • Text (i.e., Word documents, • Photographs (JPG or GIF files), • Adobe files (PDF), computer programs. • Limiting factors • Total size of email message permitted by ISPs (typically 5-10 MB). • Speed of Internet connection lines for sender and/or recipient.

  31. Exercise:Receive Email Attachments via Webmail Access

  32. Exercise: Use Webmail Access to Read Your Email Tip 1: Don’t leave home without trying out this procedure and becoming completely comfortable with using the facility. Tip 2: Setup the Webmail page beforehand with all of your important email addresses.

  33. Exercise: Use Webmail Access to Read Your Email • Startup Internet Explorer. • Go to following Web sites: • Comcast: http://www.comcast.net • RCN: http://webmail.rcn.com • Verizon: http://netmail.verizon.net • Yahoo: http://mail.yahoo.com • All Other: http://www.mail2web.com • Login to your account with your email name and password. • Go to your “inbox” and open message from lheier@rcn.com.

  34. Comcast RCN Verizon Any Email

  35. Exercise: Use Webmail Access to Read Your Email • Locate the Microsoft Word file attached to the message. • Save the attachment to your “My Documents folder”. • Open the document to edit using Microsoft Word. • Fill in requested data and re-save the changed document.

  36. Exercise: Use Microsoft Word to Send an Email

  37. Exercise: Use Microsoft Word to Send an Email • Re-open the save Microsoft Word document used in the prior exercise. • Click on “File”, “Send To” and then select “Mail Recipient” or “Mail Recipient (as Attachment)”. • As prompted, enter email header fields and optional message. • See Example

  38. Example

  39. Exercise: Use Internet Explorer to Email a Web Page

  40. Exercise: Use Internet Explorer to Email a Web Page • Go to desired Web page with Internet Explorer • Click on “File”, “Send”, “Page by E-Mail” • See Example

  41. Using The Email Address Book (Outlook Express) • Purpose of Address Book • Avoids memorizing, tedious re-entry, and probability of error when selecting frequently-used addresses. • Addresses can be entered automatically from a recipient’s email message. • Provides a facility for collecting additional information about an individual. • Purpose of Distribution Lists • Organize selected email addresses into a common group • Simplifies communications with a group of correspondents.

  42. Exercise: Create Entries in the Address Book (Outlook Express)

  43. Exercise: Enter New Addresses in the Address Book (Outlook Express) • Open Outlook Express • Select “Tools”, “Address Book”

  44. Exercise: Enter New Addresses in the Address Book (Outlook Express) • Select “File”, “New Contact” to open form • Enter First Name, Last Name and Email Address

  45. Exercise: Enter New Addresses in the Address Book (Outlook Express) • Click “Add” and “OK” • Repeat from Step 3 to make additional entries

  46. Exercise: Create New Email Group in the Address Book (Outlook Express) • Open Outlook Express • Select “Tools”, “Address Book”

  47. Exercise: Create New Email Group in the Address Book (Outlook Express) • Select “File”, “New Group” to open form • Enter a Group Name and click on “Select Members”

  48. Exercise: Create New Email Group in the Address Book (Outlook Express) • Highlight a member name and click “Select” • Repeat as often as necessary to complete the group

  49. Exercise: Create New Email Group in the Address Book (Outlook Express) • When done, click “OK” on Select Group Members form • Then, click “OK” on ‘Group’ Properties form