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Creating and Using Email

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Carol Kirkland

on 3 March 2014

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Transcript of Creating and Using Email

Uses and Benefits
Email Systems
Email Clients
Web-Based Email
Anatomy of an Email
Most email services provide the same basic message window features:
To, Cc, Bcc, Subject, and Attach lines
Message body
All Email Clients have a similar set of features that allow you to to the same work including check your email.
If you are not using Gmail, Yahoo!, or another online email service, you are probably using a stand-alone program to check your email. These are called Email Clients. They include:
MS Outlook (and Outlook Express)
Mozilla Thunderbird
Windows Live Mail
Opera Mail
Email Addresses
An email address has 3 parts:
The User ID (or Username)
The @ symbol
The Host Name
What is Email?
Electronic Mail
Creating and Using Email
noun: email

messages distributed by electronic means from one computer user to one or more recipients via a network.
"reading e-mail has become the first task of the morning"
the system of sending messages by electronic means from one computer to another.
"a contract communicated by e-mail"
a message sent by e-mail.
"I got three e-mails from my mother today"

verb: email

send an e-mail to (someone).
"you can e-mail me at my normal address"
send (a message) by e-mail.
"employees can e-mail the results back"
Email is used by individuals to keep in contact with friends and family. It also helps individuals contact schools, future employers and financial contacts without delay of postal services.
Email is used by corporations and educational institutions to provide for information among the staff and allow communication with clients.
Ease of Management
Unique User Name
chosen by the email account owner
“At” sign
Domain Name
providing the email service
Email Client Tools
Create and send messages
Read, save and print messages
Sort and Archive (Store) messages offline
Create Folders to organize messages
RSS reader
Shared mail folders in network groups
Google, Yahoo!, Netzero and other companies have offered free email services with different features.
Web-Based Email Features
Create and Send email
Read, Save, and Print emails
Store emails online
Organize emails using labels or folders
Access to email anywhere you access the internet
Calendar is a common feature
Send attachments
How Does Email Get There?
Simple Mail Transfer Protocol – delivery system only – establishes the address and sends messages through internet routers.
Post Office Protocol – pulls email off server and places it on your computer, does NOT leave a copy on server

Internet Message Access Protocol - pulls email off server and places it on your computer, - leaves a copy on the server
Using an Email Client
When you're composing a message,
Write a meaningful Subject line
Add a greeting and a signature, just like a regular letter
Write a brief, clear message
Instead of typing or retyping information, use hyperlinks to link to a Web site or network folder you are referencing in your e-mail
When replying to an e-mail, you should leave the message to which you are replying at the bottom of your message
You can use a signature file on your emails, which would leave the same signature on your emails for every email. This would ensure that you have "signed" your name at the bottom.
Email Etiquette
Don’t use all caps which indicates SHOUTING
Do not respond with strong language or insults
Use emoticons sparingly
Emoticons are rarely appropriate for business e-mail
At the bottom of the message there will be a box with the instructions “Click here to Reply or Forward.” Use these links to Reply to the sender or to forward the email to another person.
If you wish to Reply to everyone in the email list, use the down arrow at the top right corner of the message and select “Reply to All.” Do not do this for every message!
Replying/Forwarding Messages
Gmail Automatically checks your email when you Log in, you can set it to check it to your desired interval in Email Clients but not on web-based access.
If you need to Check now, you can Click the Inbox link and it will refresh your messages.
Select a message in order to read it.
Receiving Emails
Attached Documents
At the bottom of an email message (esp. Gmail) with an attachment, you will see the option to View or Download the attachment. To save the attachment to your computer, you need to select Download.

Signature Files
Signature Files allow you to set a Name at the bottom of your email the same way every time you send an email. If you are sending an email in a business setting or want your emails to look more professional, look for the signature file setting in your email client.
Gmail's Signature Files
Click on the Tool Gear
Select Settings
Type the appropriate Signature in the box towards the middle of the settings options.
Choose Save Changes at the bottom of the page
Attaching Files
After typing in who the email goes to and the subject, SELECT ATTACH FILE.
(This will help ensure you do not forget to attach the file you want to send.)
Browse to the file location
Select the file and select Attach (or Okay or Open or the correct command for continuing at the bottom of your box)
Type your email explaining the attachment and sign the email.
Select Send
Email Viruses, Worms, Trojan Horses
Virus attach to programs and documents
Worms are self-replicating and can create its own email
Trojan horses are programs or emails that appear to be useful but create ways for hackers to breach network security
Spyware can be downloaded as a script (program) attached to your email that is formatted as HTML

Email is a primary method of spreading worms, viruses, and Trojan Horses
Junk Email Options
Spam can be used for
Stock-manipulation schemes
“Nigerian Sting” operations
Gmail has an auto-filter for Spam. You need to occasionally watch your Spam folder for actual mail that was misfiled.
Full transcript