Tutorial 2 Basic Communication on the Internet: Email

1. Tutorial 2Basic Communication on the Internet: Email New Perspectives on The Internet, Seventh Edition

2. Objectives • Learn about email and how it works • Learn about different email clients • Explore Web-based email services New Perspectives on The Internet, Seventh Edition

3. Objectives • Configure and use Outlook Express to send, receive, and print email messages • Create and maintain an address book in Outlook Express • Configure and use Windows Mail to send, receive, and print email messages • Create and maintain contacts using Windows Contacts New Perspectives on The Internet, Seventh Edition

4. What is Email and How Does It Work? • Form of communication in which electronic messages are created and transferred between two or more devices connected to a network • One of the most popular forms of business communication • Fast and inexpensive • It can be sent and received at anytime New Perspectives on The Internet, Seventh Edition

5. What is Email and How Does It Work? • Mail server: hardware and software system that determines from the recipient’s address one of several electronic routes on which to send the message • Protocols: rules that determine how the Internet handles message packets flowing on it • SMTP (Simple Mail Transfer Protocol): decides which paths an email message takes on the Internet • POP (Post Office Protocol): handles incoming messages New Perspectives on The Internet, Seventh Edition

6. What is Email and How Does It Work? • IMAP (Internet Message Access Protocol): protocol for retrieving mail messages from a server • MIME (Multipurpose Internet Mail Extensions): protocol that specifies how to encode non-text data, such as graphics and sound, so it can travel over the Internet • Mail client software or email program: software that requests mail delivery from the mail server to your Internet device New Perspectives on The Internet, Seventh Edition

7. What is Email and How Does It Work? • Email Address: uniquely identifies an individual or organization that is connected to the Internet • Two parts of email address: • User name – identifies person within an organization • Domain name – specifies the server to which the email is to be delivered • Separated from the user name by an “at” sign (@) New Perspectives on The Internet, Seventh Edition

8. What is Email and How Does It Work? • Most people have more than one email address • Primary email address for personal and/or business correspondence • Secondary email addressed for online subscriptions, online purchases, and mailing lists • Being careful about distribution of primary email address may lessen amount of spam and junk email that you receive New Perspectives on The Internet, Seventh Edition

9. Common Features of an Email Message • Message Header: contains information about the message • Message Body: contains the actual message content • Signature: appears at the bottom of your email messages and contains standard information about the sender, which the recipient can use to contact the sender in a variety of ways New Perspectives on The Internet, Seventh Edition

10. Common Features of anEmail Message New Perspectives on The Internet, Seventh Edition

11. Common Features of an Email Message • Type the recipient’s full email address in the To line of a message header • Use the courtesy copy (Cc) and the blind courtesy copy (Bcc) lines to send email to people who should be aware of the email message, but are not the message’s main recipients • No recipient can view the list of Bcc recipients • In a group, a single email address can represent several or many individual email addresses New Perspectives on The Internet, Seventh Edition

12. Common Features of an Email Message • From line of an email message lists the sender’s name, the sender’s email address, or both • Subject line should indicate the message’s content and importance • Attachments provide a simple and convenient way of transmitting files to one or more people • Attachments can contain viruses, malicious programs that can harm your computer and its files New Perspectives on The Internet, Seventh Edition

13. Common Features of Email Programs • Although email messages are less formal than business letters, but you should still follow the rules of formal letter writing • Signature files can contain: • Name • Title • Company name • Contact information • Web site address • Company logo • Nicknames • Graphics • Quotations New Perspectives on The Internet, Seventh Edition

14. Internet Etiquette (Netiquette) • Netiquette: set of commonly accepted rules that represent proper behavior on the Internet • Avoid writing messages in ALL CAPITAL LETTERS BECAUSE IT LOOKS LIKE YOU ARE SHOUTING • Keep your messages simple, short, and focused • Include a descriptive Subject line and a signature • Don’t assume that everyone you know likes to receive jokes or family pictures. Check with the recipients first • Use a spell checker and read your message and correct any spelling or grammatical errors before sending it • Use common courtesy, politeness, and respect in all of your written correspondence

15. Internet Etiquette (Netiquette) Commonly used email acronyms New Perspectives on The Internet, Seventh Edition

16. Common Features of Email Programs • Sending messages • Receiving and storing messages • Printing a message • Filing a message • Forwarding a message • Replying to a message • Deleting a message New Perspectives on The Internet, Seventh Edition

17. Common Features of Email Programs • A message can be queued, or temporarily held with other messages, and then sent when you either exit the program, connect to your ISP or network, or check to see if you received any new email • When you receive email, it is stored on the mail server until you use your email program to ask the server to retrieve your mail • Most email programs let you print a message you are composing or that you have received • Some programs let you define and use a filter to move incoming mail into a specific folder or to delete automatically based on the content of the message. They are especially useful for moving junk mail New Perspectives on The Internet, Seventh Edition

18. Common Features of Email Programs • When you forward a message to another recipient, a copy of the original message is sent to the new recipient you specify without the original sender’s knowledge • When you reply to a message that you received, the email program creates a new message and automatically addresses it to the original sender • In most email programs, deleting a message is a two-step process to prevent you from accidentally deleting important messages New Perspectives on The Internet, Seventh Edition

19. Maintaining an Address Book • You use an address book to save email addresses and to associate those addresses with nicknames • Nicknames are special names that are easy to remember. You can use a nickname to represent a person or a group • You can usually organize contact information about individuals and groups in an address book • You can refer to entries in your address book at any point while you are composing, replying to or forwarding a message New Perspectives on The Internet, Seventh Edition

20. Email Programs • When you install a browser such as Microsoft Internet Explorer, you also install an email program you can configure to send and receive your email messages • You should become familiar with the different email programs available before you decide which one to use New Perspectives on The Internet, Seventh Edition

21. Mozilla Thunderbird • Complements the Firefox Web browser, but must be downloaded separately from the Mozilla Web site • Allows you to import address books and other settings from another email program on your computer • Has a spell checker and allows you to encrypt or digitally sign messages • Powerful feature of Thunderbird is its adaptive spam and junk mail filters • Saved Search folders make it easy to find messages based on criteria that you specify New Perspectives on The Internet, Seventh Edition

22. Thunderbird Inbox Window New Perspectives on The Internet, Seventh Edition

23. Opera Mail • Installed with the Opera Web browser • Allows you to import information from Outlook Express, Netscape Mail, Eudora, and earlier versions of Opera • Includes a spell checker and a Label button to assign messages to categories • Messages are stored in a single database (instead of folders) so that messages are easy to sort, search, and retrieve New Perspectives on The Internet, Seventh Edition

24. Opera Mail Panel New Perspectives on The Internet, Seventh Edition

25. Webmail Providers • A Webmail provider provides free email addresses and accounts for registered users. They may be used with any Web browser with Internet access to send and receive email messages • They may be used as your primary email address or to set up a separate, personal address when the use of personal email is restricted at work or school • Popular choices for free Web-based email services are: Yahoo! Mail, Gmail, and Windows Live Hotmail New Perspectives on The Internet, Seventh Edition

26. Web-Based Email Services • Companies can provide free email because of advertising messages displayed on their Web sites • You will see links to other services offered by Web-based email services on their Web pages • Email messages sent from Webmail providers might also contain some sort of advertisement, such as a promotional message or a link to the Webmail provider New Perspectives on The Internet, Seventh Edition

27. Google Gmail • Gmail promises more than two gigabytes of storage space for every user, causing other Webmail providers to increase their free storage space • Paid for by adding advertisements to email messages based on searches of those messages • Causing concerns about the privacy of email messages • Because Google performs routine maintenance on its servers, such as backups and archives, your messages might be stored forever in these files, making your private messages part of a permanent archive New Perspectives on The Internet, Seventh Edition

28. Gmail Inbox Window New Perspectives on The Internet, Seventh Edition

29. “You’ve Got Spam!” • Spam: unsolicited commercial email (UCE) or bulk mail • Includes unwanted solicitations, advertisements, or email chain letters sent to an email address • Spam wastes people’s time, bandwidth, and disk space • It is estimated that approximately 80% of all email messages sent every day are abusive New Perspectives on The Internet, Seventh Edition

30. “You’ve Got Spam!” • Many grassroots and corporate organizations are fighting spam aggressively • Most companies find it more effective and less costly to eliminate spam before it reaches users • An increasing number of approaches have been devised or proposed to combat spam, such as the passing of laws and technical changes in the mail handling systems of the Internet New Perspectives on The Internet, Seventh Edition

31. Reducing Spam • Reduce the likelihood that a spammer can automatically generate your email address • Control the exposure of your email address so software robots searching the Internet for email addresses cannot easily obtain them. (They search for strings containing “@”) • Use multiple email addresses such as one for your Web site, another to register for access to Web sites, another for shopping accounts, etc New Perspectives on The Internet, Seventh Edition

32. CAN-SPAM Law • Many US jurisdictions have passed laws that provide penalties for sending spam • The CAN-SPAM Law is the first US federal government effort to legislate controls on spam • Regulates all email messages sent for the primary purpose of advertising or promoting a commercial product or service New Perspectives on The Internet, Seventh Edition

33. CAN-SPAM Law • According to the CAN-SPAM law, unsolicited email messages must: • Identify the sender • Contain an accurate message subject and a notice that the message is an advertisement or solicitation • Make it possible for the recipient to “opt out” of future mailings within 10 days of receipt of the request • Include the sender’s physical postal address • Prohibit the sender from selling or transferring an email address with an opt out request to any other entity New Perspectives on The Internet, Seventh Edition

34. CAN-SPAM Law • Each violation is subject to a fine of up to $11,000 • Additional fines are assessed for those who violate one of these provisions and: • Harvest email addresses from Web sites • Send messages to randomly generated addresses • Use automated tools to register for email accounts that are subsequently used to send spam • Relay email messages through a computer or network without the permission of the computer's or network’s owner • Enforcement is a problem because spammers can move their operations from one server to another in minutes New Perspectives on The Internet, Seventh Edition

35. Microsoft Outlook Express Inbox Window • Outlook Express is the email program installed with Internet Explorer

36. Microsoft Outlook Express • Folders list: displays a list of folders for receiving, saving, and deleting mail messages • Inbox folder: stores messages you have received • Outbox folder: stores outgoing messages that have not been sent • Sent Items folder: stores copies of messages you have sent New Perspectives on The Internet, Seventh Edition

37. Microsoft Outlook Express • Deleted Items folder: stores messages you have deleted • Drafts folder: stores messages that you have written but have not sent • Contacts list: contains information about the addresses stored in your address book • Message list: contains summary information for each message that you receive New Perspectives on The Internet, Seventh Edition

38. You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp 106-107) Configuring Email New Perspectives on The Internet, Seventh Edition

39. Sending a Message UsingOutlook Express • Click the Create Mail button on the toolbar • Type the recipient’s email address in the To box • Type the email address of any Cc or Bcc recipients in the appropriate boxes • Click the Attach button to attach a file • In the messagebody, type your message • Check your message for spelling and grammatical errors, and then click the Send button New Perspectives on The Internet, Seventh Edition

40. Sending a Message UsingOutlook Express New Perspectives on The Internet, Seventh Edition

41. Receiving and Reading a Message (Outlook Express) • If necessary, connect to your ISP • Click the Send/Recv button on the toolbar • Message headers of messages you haven’t opened yet are in bold and with a closed envelope icon next to them in the message list • Click a message in the message list to view it in the preview pane • Messages that you have opened are displayed with an open envelope next to them New Perspectives on The Internet, Seventh Edition

42. Viewing and Saving anAttached File (Outlook Express) • Click the message that contains the attached file in the message list to display its contents in the preview pane • To view the file, click the paperclip icon in the preview pane to open the shortcut menu, and then click the attached file’s name. Close the program window that opens after viewing the file • To save the file, click the paperclip icon in the preview pane to open the shortcut menu, and then click SaveAttachments • Click the file to save or click the SelectAll button to save all attached files, click the Browse button, and then change to the drive and folder in which to save the attached file(s) • Click the OK button New Perspectives on The Internet, Seventh Edition

43. Replying to Messages (Outlook Express) • To reply to a message: • Click the message in the message list to which you want to reply • Click the Reply button to reply to the sender; click the Reply All button to reply to the sender and Cc recipients of the original message • “Re:” is added to the Subject in the message window • Original message is copied and placed in the message body • Type your reply above the original message in the message body • Click the Send button New Perspectives on The Internet, Seventh Edition

44. Forwarding Messages (Outlook Express) • To forward a message (send a copy of the original message to recipients who were not included in the original message): • Click the message in the message list that you want to forward • Click the Forward button • “Fw:” is added to the Subject in the new message window • The original message is quoted (copied) in the message body • Type your message above the quoted message in the message body • Click the Send button New Perspectives on The Internet, Seventh Edition

45. Filing and Printing an Email Message (Outlook Express) • You can use Outlook Express mail folders to file your email messages by topic or category • When you file a message, you usually move it from the Inbox to another folder. You can also make a copy of a message in the Inbox and save it in another folder • You can print a message at any time—when you receive it, before you send it, or after you file it New Perspectives on The Internet, Seventh Edition

46. Deleting an Email Message and Folder (Outlook Express) • When you no longer need a message, it is a good idea to delete it • Select the message and then click the Delete button • Select multiple messages by pressing and holding the Ctrl key, clicking each message in the message list, and then releasing the Ctrl key • Select folders and delete them using the same process • When you delete a message or folder, you are really moving it to the Deleted items folder • To remove items permanently, delete them from the Deleteditems folder New Perspectives on The Internet, Seventh Edition

47. Maintaining an Address Book (Outlook Express) • To add a contact to the Address Book: • Click the Addresses button on the toolbar • Click the New button, and then click New Contact • Enter the contact information • Click the OK button • Click the Close button • If you enter a short name in the Nickname text box in the contact’s Properties dialog box, then you can type the nickname instead of a person’s full name when you address a new message New Perspectives on The Internet, Seventh Edition

48. Adding a Group of Contacts to the Address Book (Outlook Express) • You can use Outlook Express to create a group, which is a single address book entry consisting of two or more email addresses New Perspectives on The Internet, Seventh Edition

49. Microsoft Windows Mail • Microsoft Windows Mail, or simply Windows Mail, is an email program that you use to send and receive email • Installed with Internet Explorer on Windows Vista computers • Inbox window contains three panes • Folders list • Message list • Preview pane New Perspectives on The Internet, Seventh Edition

50. Windows Mail Inbox Window New Perspectives on The Internet, Seventh Edition