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Using Email. Cyberspace Explorations Class BOLLI - Spring 2005. How Does the Internet Work. How Does Email Work. Types of Email Servers. SMTP – Simple Mail Transfer Protocol Server Accepts outgoing messages from a user’s email system.

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Using email l.jpg

Using Email

Cyberspace Explorations Class

BOLLI - Spring 2005




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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.


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Exercise: Configure Outlook Express for Your Email Account


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Exercise: Configure Outlook Express for Your Email Account

  • Open Outlook Express

  • Type your full name

  • Click “Next”

  • Enter your full email address

  • Click “Next”


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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”


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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


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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


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Exercise: Re-configure Outlook Express for Your Email Account

“Advanced” tab

“Servers” tab


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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


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Demo: Instant Messaging with AOL Instant Messenger


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


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


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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)




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PC-Based Email – Add’l Outlook Features

Personal Calendar

Data can be “replicated with PDAs & cell phones

Contact List





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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


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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


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Principal Components of an Email Message

  • Header

  • Body

  • Signature (optional)

  • Attachments (optional)


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Components of an Outgoing Email Message

Header

Attachments

Message Body

Signature


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Components of an Incoming Email Message

Header

Attachment

Message Body

Signature


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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.


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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.


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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: [email protected]

    [email protected]

    AOL I/M: lenheier


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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.


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Exercise:Receive Email Attachments via Webmail Access


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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.


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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 [email protected]


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Comcast

RCN

Verizon

Any Email


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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.


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Exercise: Use Microsoft Word to Send an Email


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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



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Exercise: Use Internet Explorer to Email a Web Page


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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


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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.


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


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Exercise: Enter New Addresses in the Address Book (Outlook Express)

  • Open Outlook Express

  • Select “Tools”, “Address Book”


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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


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Exercise: Enter New Addresses in the Address Book (Outlook Express)

  • Click “Add” and “OK”

  • Repeat from Step 3 to make additional entries


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Exercise: Create New Email Group in the Address Book (Outlook Express)

  • Open Outlook Express

  • Select “Tools”, “Address Book”


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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”


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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


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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


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Exercise: Create New Email Group in the Address Book (Outlook Express)

  • Note new Group Address entry in the address book


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Exercise: Use New Email Group Address (Outlook Express)

  • Open new email form

  • Click “To” address prompt to expose address book

  • Select new group address and click “To”

  • Click on OK to return to email form


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Become Familiar With Email Folders

  • Overview

    • Email systems typically include four main “folders”: in-box, out-box, sent mail, and deleted mail.

    • Ordinarily messages automatically move from one folder to another as needed.

    • Users can setup unlimited number of special folders which can contain copies of selected incoming and/or outgoing messages.

  • Typical Uses

    • Organize messages by a topic such as “Cyberspace Class”.

    • Organize messages by an individual or group such as “Family”.



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Common Email Risks and Annoyances

  • Spam

  • Email snooping (intercepted messages)

  • Misdirected email messages

  • Attachment containing a virus

  • Attachment containing a Trojan horse

  • Identity theft (a/k/a “Phishing”)









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Email Dos and Don’ts (Etiquette)

  • Be aware of the risks.

  • Take time to consider what you will write.

  • Be careful when using humor, sarcasm, and criticism.

  • Don’t assume the communication is private.

  • Be sure your message is going to the person(s) you want to receive it.

Tip: Go to www.emailreplies.com or www.learnthenet.com for more detailed information.



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Read

Delete

File

Print

Save

Compose

Attachments

Signature

Reply

Reply to all

Forward

Rules

Address book

Preview window

Folders

Able to handle multiple accounts

Common Features of Many Email Systems


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