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AIA - New York Chapter

AIA - New York Chapter. March 12, 2002. Information Technology Committee. EMAIL Charrette, Pin-up and Crit!. Can we communicate more effectively?. Really the ‘killer app’ of the internet: Universal Convenient Useful Can we conduct our lives today without email?

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AIA - New York Chapter

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  1. AIA - New York Chapter March 12, 2002 Information Technology Committee EMAIL Charrette, Pin-up and Crit!

  2. Can we communicate more effectively? • Really the ‘killer app’ of the internet: • Universal • Convenient • Useful • Can we conduct our lives today without email? • How long have we all been using this technology? • Over 10 years? • Over 5 years? • Are we in control of our email? (or is it in control of us!)

  3. What the Chapter is looking to do: • The AIA NY Chapter is like any other organization or business in regard to service delivery and customer satisfaction: • It is looking to: • Reduce costs • Improve quality of communication • Improve timeliness of information • Respond to customer demands

  4. Agenda • RECEIVING MAIL: • Manage incoming mail • Comprehend error message and correct them • Remotely access mail • Manage multiple identities • SENDING MAIL: • Be a ‘push publisher’ (like ArchNewsNow) • Use newer technologies, like html • Integrate with other applications, faxes, telephone • GENERAL: • Communicate Safely (virus) Securely (privately)

  5. What’s in an email? • Headers (and Text), <keyword> and value • To, cc, bcc, • From • Reply-To • Subject • Date • Message-ID • In-Reply-To • Sender • MIME-version & Content- (unstructured text) • x- extensions (x-priority, x-sender, x-cetera)

  6. RECEIVING MAIL: • Manage incoming mail • Too much mail? Why? What are the sources? • Email becoming a FILING CABINET • Analyze sources of clutter : • 1. Mailing list traffic? MANAGE/ROUTE2. Unsolicited commercial mail (spam) STOP3. Large (Huge) attachments EDUCATE4. Error reports DE-CODE, CHANGE

  7. Mangage/Route Mailing List Traffic • Use filters, robots within mail client • Learn how to sign-on, sign-off email lists • What to do when you move/change addresses • EXAMPLES: • New York New Visions • ArchNewsNow

  8. Stop, opt-out of SPAM • Get rid of your AOL account! (hotmail, Yahoo, etc.) • Never place your email address on a web page JOHNdelete-this.HOWELL@ATTGLOBAL.NET • Junk Email Registration Serivces: • nothankyou.com, junkmail.com, others • forward email to: abuse@examle.com • forward email to: postmaster@spammer’sISP.com • block senders • Corporate Solutions (see Jacobs example) and backfire

  9. HUGE attachments! • Understand email file sizes • Use the “size” column in email client • Educate senders • Detach, file, purge • Other tips?

  10. Understand Headers, Error Reports • RFC-822 standard headers can be helpful • Error codes 4xx - temporary errors; 5xx - permanent failuresSMTP 550 - mailbox not foundSMTP 550 - mailbox fullSMTP 550 - relaying deniedSMTP 550 - delivery not authorized550 series = something wrong with address551 series = error in routing, recipient isn’t local552 series = insufficient storage553 series = mailbox ‘unavailable’ or locked554 series = miscellaneous undeliverable

  11. VIRUS awareness - can I get infected from: • Web-based email ? YES • Yahoo!, Hotmail, AOL, etc. • Attachments? YES • Word Documents? • Excel Files? • Zip Files? • Self Extracting .EXE files? • HTML EMAIL? YES • Plain text email? NO!

  12. Alternative email clients • Alternatives to Outlook Express: • Netscape Communicator • Entourage (macintosh) • Eudora (PC & Mac) • Pegasus • The Bat! • SweetMail • Allegro • Pine • dozens of others • (also, Instant Messaging applications)

  13. Alternative email devices • Alternatives to receiving mail on a desktop/laptop LAN: • Modem • Wireless modem w/Laptop • Wireless LAN w/Laptop • Palm w/modem or phone • Wireless Palm device • Blackberry • Cellphone (1G, or G3) • 2-way paging

  14. Sending - Addressing • QUIZ: Which are properly addressed? • John.Howell@attglobal.net • John.howell@attglobal.com • John Howell <john.howell@attglobal.net> • Bill Clinton <john.howell@attglobal.net> • John M. Howell <john.howell@attglobal.net> • “Howell, John” <john.howell@attglobal.net> • “John Howell” <john.howell@attglobal.net> • “John howell <john.howell@atttglobal.net>” • <John Howell “john.howell@attglobal.net”>

  15. Sending - Identity • QUIZ: Whom would you hire? • John.Howell@attglobal.net • “John Howell” <john.howell@attglobal.net> • johnh45@attglobal.net • Prettyboy7@attglobal.net • Numbknob@attglobal.net • webstud@attglobal.net • Spoofing identities - identity theft • Fooling outbound (SMTP) servers • Verifying and authenticating • Any Verizon users here?

  16. Sending / Publishing HTML • Advantages: • Great new possibilities of rich communication • Like sending web pages! • Can imbed unique response items • Able to track • Effective advertising • Disadvantages: • Larger file size • Not 100% readable • More staff labor to produce quality product • Virus Risk!

  17. Sending to lists- “Listserv”, bulk mail agents • A variety of listserv products available • iMail by IPSWITCH • Listserv by L-soft • Lyris List Server by Shelby Group • ListSTAR by StarNine Technologies (mac) • LetterRip by Fog City (Macintosh) • Mailing Services (marketing, newsletters) • MessageReach (by Xpedite) • bCentral (bought by MicroSoft)

  18. Service Deployment: In-house or outsource? Some points to consider In House deployment Outsourced • Can be customized to exact specifications and security requirements • Multiple HW vendors • Costs decrease - features increase • Can design back-up system • Need staff to manage • Must manage/support Client deployment • YOU’RE RESPONSIBLE • Trend is to outsource communications services • Reduces total cost of ownership • Staff time for RAS admin • Equipment • Can then take in-house management • Do not have to upgrade equipment as technology improves • Global connectivity • THEY’RE RESPONSIBLE From PC Magazine (see resources page)

  19. Communication trends • Instant Messaging • WebLogs • Cell Devices, 3G • Devices using paging network (i.e. BlackBerry) • Other

  20. Sources & Resources • Internet Messaging: From the Desktop to the Enterprise, by Marshall T. Rose and David Strom; Prentice Hall 1998 (O.P.) • About.com EMAIL forum, edited by Heinz Tschabitscher http://email.about.com • Everything EMAIL, edited by Mary Houten-Kemphttp://www.everythingemail.net • TechRepublichttp://www.techrepublic.com • Internet Engineering Task Forcehttp://www.ietf.org (RFCs) • Electronic Messaging Associationhttp://www.ema.org

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