UNDERSTANDING E-MAIL

1. UNDERSTANDING E-MAIL January 2013

2. TERMINOLOGY • There is some confusion about the different “parts” used in e-mail • Apologies up front to those for whom this is already clear • We all need to be on the same page

3. OPERATING SYSTEM • The software that runs your computer • This will be WINDOWS XXX [XP, Vista, 7, 8] unless anybody from the dark side is here today! • Windows does not directly affect e-mail operation although it does determine certain choices as we will see

4. BROWSER • The software that lets you use the Web • May be Internet Explorer X, Chrome, Firefox or one of several others. • You can use more than one • Which one you use does NOT affect e-mail operation in any way

5. INTERNET SERVICE PROVIDER • Your ISP is the company that provides – at a cost – your connection to the Internet • This may be Nextcom, Bell, Rogers, Telus etc. • Your ISP may or may not have any effect on your e-mail as we will see next

6. “ACCOUNT MANAGER” • To use e-mail, you must have an account & e-mail address – e.g. JohnSmith@nextcom.ca • This is offered by most ISP’s but is also available independently of the ISP • The most common independent Account Managers are Microsoft & Google • May be some confusion as names used are not always clear

7. ACCOUNT MANAGER [2] • In all cases, the Account Manager operates special computers called Servers to manage your e-mail • Where these are and how they work is not important to you • You will need certain information from them to get started

8. E-MAIL PROGRAM • This is the software that you use to actually send & receive e-mail • There are three types: • Server Based • Client Based • Hybrid

9. SERVER BASED • Have to use your Browser • With server based e-mail, your computer is really working just as a screen & keyboard • The e-mail program is on another computer “somewhere” • Your e-mails are kept on that other computer • Hotmail [Microsoft] & G-mail [Google] are the best known

10. SERVER BASED [2] • This is where some of the confusion can happen • Microsoft is the “Account Manager” but do not use their name as part of the address • Use “Hotmail” as both the e-mail program and as part of the address • Google are the same

11. SERVER BASED [3] • It may come as a surprise but Nextcom, Bell etc. are Server Based! • You can also use them with your Browser just like Hotmail. • Good if you are travelling – but will need log-in and password

12. CLIENT BASED • Do NOT have to use your Browser • The e-mail program is on your computer • Your e-mails are on your computer • E-mail programs include Outlook Express, Outlook, Windows Mail, Windows Live Mail, Thunderbird, Eudora & many others • Your Operating System may define which you can use

13. HYBRID • Windows Live Mail is an “HYBRID” e-mail program • What this means is that e-mail programs like Hotmail that are ONLY offered as Server Based can be used in a Client Based manner: • Better Facilities • Manage Multiple accounts • Everything stored on YOUR computer

17. CREATING YOUR E-MAIL

18. WINDOWS LIVE MAIL

19. HOTMAIL

20. G-MAIL

21. THE ADRESSEE[S] • The “To” line contains the addressee's e-mail address • There can be multiple addressees • There are three ways to do this

22. TYPE THE ADRESS • Type the persons address – must be exact including spaces and symbols if any • If there are multiple addresses, type a semi-colon immediately after the last address character • Do not type a space before the next address

23. TYPE THE NAME Typing the persons name will access the Contacts/Address Book If the name appears, click on it Note that names will be prompted even for a partial entry Repeat if multiple persons

24. DIRECTLY ACCESS CONTACTS/ADDRESS BOOK • Click on the word “To” • Contacts/Address Book will appear • Click all required addresses. Note: • In WLM, double click names • In Hotmail, click names then click “close” • In G-mail, click names then click “select”

28. Cc & Bcc • Cc – Carbon Copy • Bcc – Blind Carbon Copy • Both Cc & Bcc can have multiple addresses and both can be used exactly as in “To” • In WLM, all three can be addressed in one operation • For the others, must be done in separate operations

29. Cc & Bcc • Names in Cc will be visible to all addressees • Names in Bcc will NOT be visible to other addressees • Implications for replying: • “Reply: will send a response ONLY to the sender • “Reply All” will the response to the original sender, all Cc addresses AND all Bcc addresses

30. DANGER IN REPLY ALL • Care should be taken that “Reply All is not clicked by mistake • Remember that you can not know who will see your reply if Bcc has been used by the sender • Even if it was Cc – you may not wish everyone to see your response • USE “REPLY ALL” ONLY IF THAT IS REALLY WHAT YOU WANT

31. BUILDING YOUR CONTACTS The e-mail itself may suggest adding an unknown contact

32. BUILDING YOUR CONTACTS Click on Contacts – or Contact icon

33. BUILDING YOUR CONTACTS Add as much information as you want Can be a complete address book and be used in other apps like mailings

34. BUILDING YOUR CONTACTS • Different programs will vary slightly

35. BUILDING YOUR CONTACTS

36. GROUP CONTACT • This is a way that multiple addressees can be used with one “name • This is a facility in most e-mail programs but is given different names

37. IN WINDOWS LIVE MAIL Click contacts - category

38. WLM calls it “category Type a name – click the check box for each address wanted for the group Click Save

39. Typing in the “to: box shows the group – note the group symbol – click it

40. May need to click the + sign before sending. This displays all the addresses. Can click on a given name and press delete if a name not wanted this time

41. IN HOTMAIL Click contacts

42. Click Manage groups

43. Click + Group, type group name in blank box – click apply

44. Check the names wanted in group

45. Click Groups – check the name given – click apply

46. IN G-MAIL Click as shown

47. Click New group

49. Click the group name and “add to’ as shown below

50. Type the name – click as suggestions appear – click add – repeat for each name