Post on 13-May-2015
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Chapter 8Chapter 8Using E-mailUsing E-mail
Learning ObjectivesLearning Objectives
Explain how e-mail works.Explain how e-mail works.
Add or edit Windows Mail e-mail accounts and Add or edit Windows Mail e-mail accounts and specify different Windows Mail options.specify different Windows Mail options.
Send and receive e-mail messages.Send and receive e-mail messages.
Print and save e-mail messages.Print and save e-mail messages.
Differentiate between emoticons, acronyms, and Differentiate between emoticons, acronyms, and text shortcuts.text shortcuts.
Learning ObjectivesLearning Objectives
Manage Windows Mail folders.Manage Windows Mail folders.
Explain how to use the Windows Contacts.Explain how to use the Windows Contacts.
Find messages and contacts in Windows Mail.Find messages and contacts in Windows Mail.
Use a Web-based e-mail service (webmail).Use a Web-based e-mail service (webmail).
Chapter FocusChapter Focus
E-mail (Electronic Mail)E-mail (Electronic Mail)
Windows MailWindows Mail
Sending and Receiving E-mailSending and Receiving E-mail
Managing FoldersManaging Folders
Windows ContactsWindows Contacts
Finding Messages and Contact InformationFinding Messages and Contact Information
WebmailWebmail
E-mail (Electronic Mail)E-mail (Electronic Mail)
Users send billions of e-mail messages everydayUsers send billions of e-mail messages everyday
E-mail clientsE-mail clients
E-mail programs are used to compose, send, and E-mail programs are used to compose, send, and receive e-mail messagesreceive e-mail messages
Simple Mail Transfer Protocol (SMTP)Simple Mail Transfer Protocol (SMTP)
When message is sent, SMTP server will contact When message is sent, SMTP server will contact a DNS server to find the IP address for the a DNS server to find the IP address for the domain and route the message accordinglydomain and route the message accordingly
E-mail E-mail Message Message RoutingRouting
E-mail (Electronic Mail)E-mail (Electronic Mail)
E-mail (Electronic Mail)E-mail (Electronic Mail)
If originating SMTP server cannot connect with If originating SMTP server cannot connect with the destination mail-server, message goes into the destination mail-server, message goes into a queue or waiting list from and is resent a queue or waiting list from and is resent periodically. If underliverable, sender receives periodically. If underliverable, sender receives a messagea message
E-mail (Electronic Mail)E-mail (Electronic Mail)
Two main protocols for handling incoming e-mail Two main protocols for handling incoming e-mail messagesmessages
Post Office Protocol 3 (POP3)Post Office Protocol 3 (POP3)
Messages are downloaded to the user’s local Messages are downloaded to the user’s local computercomputer
Messages are generally erased from server Messages are generally erased from server after downloadingafter downloading
Internet Message Access Protocol (IMAP)Internet Message Access Protocol (IMAP)
User can read and manipulate messages User can read and manipulate messages without downloading to local machinewithout downloading to local machine
Users can access from different computersUsers can access from different computers
E-mail (Electronic Mail)E-mail (Electronic Mail)
Aside from POP3 and IMAP, some mail providers – Aside from POP3 and IMAP, some mail providers – such as Hotmail – let users receive mail through a such as Hotmail – let users receive mail through a standard e-mail client using the HTTP protocolstandard e-mail client using the HTTP protocol
Multipurpose Internet Mail Extensions (MIME) Multipurpose Internet Mail Extensions (MIME) protocolprotocol
Handles e-mail message attachmentsHandles e-mail message attachments
E-mail (Electronic Mail)E-mail (Electronic Mail)ReviewReview
What is the process by which an e-mail message What is the process by which an e-mail message travels from sender to recipient?travels from sender to recipient?
What is the difference in the way that POP3 and What is the difference in the way that POP3 and IMAP incoming mail servers work?IMAP incoming mail servers work?
What happens if an SMTP server cannot find a What happens if an SMTP server cannot find a destination POP3 or SMTP server right away?destination POP3 or SMTP server right away?
Windows MailWindows Mail
Included as part of the default Windows Vista Included as part of the default Windows Vista installationinstallation
Replaces older Outlook Express included with Replaces older Outlook Express included with previous Windows versionsprevious Windows versions
Includes new features not present in Outlook Includes new features not present in Outlook ExpressExpress
Spam filtersSpam filters
Pfishing filtersPfishing filters
Needs to be configured before useNeeds to be configured before use
Offers a number of preference settings users can Offers a number of preference settings users can choosechoose
Windows MailWindows Mail
Setting up a Windows Mail E-mail AccountSetting up a Windows Mail E-mail AccountTo configure Windows Mail for e-mail, clickthe Add button and thenclick Mail in the menu.
Windows Mail Internet Accounts Windows Mail Internet Accounts Dialog BoxDialog Box
Windows MailWindows Mail
Setting up a Windows Mail E-mail AccountSetting up a Windows Mail E-mail Account
First time Windows Mail is started, a wizard will First time Windows Mail is started, a wizard will guide users through the set-up processguide users through the set-up process
Before setting up Windows Mail the first time, Before setting up Windows Mail the first time, users should obtain the following information from users should obtain the following information from their ISPtheir ISP
Account name and passwordAccount name and password
Type of e-mail server (POP3, IMAP, HTTP)Type of e-mail server (POP3, IMAP, HTTP)
Name of incoming and outgoing e-mail server Name of incoming and outgoing e-mail server to be usedto be used
Whether or not ISP requires Secure Password Whether or not ISP requires Secure Password Authentication (SPA)Authentication (SPA)
Windows MailWindows Mail
E-mail Account WizardE-mail Account Wizard
Windows MailWindows Mail
Once an e-mail account has been added to Once an e-mail account has been added to Windows Mail, new accounts can be added or Windows Mail, new accounts can be added or existing accounts changed by clicking Tools on existing accounts changed by clicking Tools on the menu bar and then clicking Accountsthe menu bar and then clicking Accounts
Check set up byCheck set up byselecting theselecting theaccount in theaccount in theMail category ofMail category ofthe Internetthe InternetAccounts dialogAccounts dialogbox and clickbox and clickPropertiesProperties
Enter theappropriateinformationon the Serverstab to configurean e-mailaccount.
Windows MailWindows Mail
Setting Windows Mail OptionsSetting Windows Mail Options
Default Windows Mail options can be changed Default Windows Mail options can be changed by clicking Tools on the menu bar and then by clicking Tools on the menu bar and then clicking Optionsclicking Options
Options dialog box contains the following tabs Options dialog box contains the following tabs which user can choose to set various optionswhich user can choose to set various options
GeneralGeneral
ReadRead
ReceiptsReceipts
SendSend
ComposeCompose
Windows MailWindows Mail
Setting Windows Mail OptionsSetting Windows Mail Options
SignaturesSignatures
SpellingSpelling
SecuritySecurity
ConnectionConnection
AdvancedAdvanced
Windows Mail Windows Mail Options Dialog BoxOptions Dialog Box
Windows MailWindows Mail
Setting Windows Mail OptionsSetting Windows Mail Options
Windows Mail Window Layout Properties Windows Mail Window Layout Properties dialog box can be used to change the default dialog box can be used to change the default Windows Mail layoutWindows Mail layout
Window Layout Window Layout Properties Properties Dialog BoxDialog Box
Windows Mail Windows Mail ReviewReview
What information is needed to set up a Windows What information is needed to set up a Windows Mail e-mail account?Mail e-mail account?
How can a Windows Mail e-mail account be added How can a Windows Mail e-mail account be added or changed?or changed?
How can Windows Mail default options be changed?How can Windows Mail default options be changed?
Sending and Receiving E-mailSending and Receiving E-mail
Windows Mail menu bar and toolbar offer Windows Mail menu bar and toolbar offer commands necessary to send and receive e-mail commands necessary to send and receive e-mail messagesmessagesBy default, Windows Mail opens with the Inbox By default, Windows Mail opens with the Inbox selected in the Folders listselected in the Folders list
Message list displays mail that has been Message list displays mail that has been downloaded from the mail serverdownloaded from the mail serverChronological order can be changed by clicking Chronological order can be changed by clicking the Received column headingthe Received column headingMessages can be listed by sender in ascending Messages can be listed by sender in ascending or descending alphabetical orderor descending alphabetical orderPreview pane displays the contents of the Preview pane displays the contents of the message selected in the message listmessage selected in the message list
Sending and Receiving E-mailSending and Receiving E-mail
Create and Send a MessageCreate and Send a Message
Message HeadersMessage Headers
To – recipient addressTo – recipient address
Cc – carbon copyCc – carbon copy
Bcc – blind carbon copyBcc – blind carbon copy
Subject – courtesy to recipient who will see Subject – courtesy to recipient who will see subject in inbox without having to open subject in inbox without having to open messagemessage
Sending and Receiving E-mailSending and Receiving E-mail
Status bar
Folder list
toolbar
Menu bar
Priority attachment Flag
Active folder Selected message
Message list
Preview pane
New Message WindowNew Message Window
Sending and Receiving E-mailSending and Receiving E-mail
Formattingtoolbar
messageheader
toolbar
Messagewindowmenu bar
messagebody
Sending and Receiving E-mailSending and Receiving E-mail
Sending and Receiving E-mailSending and Receiving E-mail
Create and Send a MessageCreate and Send a Message
Message PrioritiesMessage Priorities
Low, Normal, or High priority can be chosenLow, Normal, or High priority can be chosen
High Priority notification – exclamation point High Priority notification – exclamation point added to the messageadded to the message
Low Priority notification – down-pointing arrow Low Priority notification – down-pointing arrow added to the messageadded to the message
Sending and Receiving E-mailSending and Receiving E-mail
Create and Send a MessageCreate and Send a Message
Read receiptRead receipt
If enabled, this option means sender requests If enabled, this option means sender requests confirmation that the recipient received and confirmation that the recipient received and read the messageread the message
Recipient will receive a read receipt dialog box Recipient will receive a read receipt dialog box to which yes or no can be clickedto which yes or no can be clicked
Sending and Receiving E-mailSending and Receiving E-mail
Create and Send a MessageCreate and Send a Message
SignatureSignature
Can be created and then automatically added Can be created and then automatically added to new messages in the body text boxto new messages in the body text box
Sent MessagesSent Messages
Will be stored in the Windows Mail Sent Items Will be stored in the Windows Mail Sent Items folderfolder
Drafts folderDrafts folder
Can be used toCan be used tosave messagessave messagesnot yet sentnot yet sent
Sending and Receiving E-mailSending and Receiving E-mail
Receiving MessagesReceiving Messages
User can set up Windows Mail to receive User can set up Windows Mail to receive messages at a regular time intervalmessages at a regular time interval
Clicking the Send/Receive button tells Clicking the Send/Receive button tells Windows Mail to check the mail server Windows Mail to check the mail server between the regularly scheduled intervalbetween the regularly scheduled interval
When Send/Receive button is clicked, any unsent When Send/Receive button is clicked, any unsent mail in the Outbox folder will be sent as wellmail in the Outbox folder will be sent as well
Sending and Receiving E-mailSending and Receiving E-mail
Replying to and Forwarding MessagesReplying to and Forwarding Messages
Clicking Reply buttonClicking Reply button
Opens a reply message text boxOpens a reply message text box
Sender’s address now in Sender’s address now in ToTo text box text box
Recipient’s address now in Recipient’s address now in FromFrom text box text box
Clicking Reply All buttonClicking Reply All button
Adds all address in the Adds all address in the ToTo, , CcCc, and , and BccBcc from from original message to the To text box in the new original message to the To text box in the new messagemessage
Sending and Receiving E-mailSending and Receiving E-mail
Replying to and Forwarding MessagesReplying to and Forwarding Messages
All messages created by clicking ReplyAll messages created by clicking Replyor Reply Allor Reply All
Prefix of Prefix of ReRe: will be added to the Subject field: will be added to the Subject field
Contents of original message will still be Contents of original message will still be contained in the message body – user can contained in the message body – user can leave or deleteleave or delete
Sending and Receiving E-mailSending and Receiving E-mail
Replying to and Forwarding MessagesReplying to and Forwarding MessagesClicking Forward buttonClicking Forward button
ToTo text box will be empty text box will be emptyOriginal message contents in the message body Original message contents in the message body text boxtext boxFwFw: prefix appears before subject: prefix appears before subject
Deleting MessagesDeleting MessagesMessages can be deleted by selecting a message Messages can be deleted by selecting a message in the message list and clicking Delete button or in the message list and clicking Delete button or choosing Delete from the Edit menuchoosing Delete from the Edit menuWindows Mail stores deleted messages in the Windows Mail stores deleted messages in the Deleted Items folderDeleted Items folderDeleted Items folder can be emptiedDeleted Items folder can be emptied
Reply MessageReply Message
Sending and Receiving E-mailSending and Receiving E-mail
replymessage
originalmessage
Sending and Receiving E-mailSending and Receiving E-mail
Printing MessagesPrinting Messages
User can choose printing parameters in Print User can choose printing parameters in Print dialog box and then print the messagedialog box and then print the message
Adding AttachmentsAdding Attachments
Insert, File Attachment or click the Attach buttonInsert, File Attachment or click the Attach button
Messages from Reply or Reply All actions does Messages from Reply or Reply All actions does not include attachments from original messagenot include attachments from original message
Messages from Forward actions do include Messages from Forward actions do include attachments from original messageattachments from original message
Message AttachmentMessage Attachment
Sending and Receiving E-mailSending and Receiving E-mail
attacheddocument
Sending and Receiving E-mailSending and Receiving E-mail
Netiquette - Netiquette - Internet etiquetteInternet etiquette
Remember that once a message has been sent it Remember that once a message has been sent it cannot be retrievedcannot be retrieved
Realize that messages can be forwardedRealize that messages can be forwarded
Do not write using uppercase letters, it is Do not write using uppercase letters, it is considered SHOUTINGconsidered SHOUTING
Always include descriptive Subject as a courtesyAlways include descriptive Subject as a courtesy
Sending and Receiving E-mailSending and Receiving E-mail
Netiquette - Internet etiquetteNetiquette - Internet etiquetteUse Use BccBcc text box when sending a message to text box when sending a message to several people so the message will not start with several people so the message will not start with a long list of e-mail addressesa long list of e-mail addressesAsk permission before forwarding a message to Ask permission before forwarding a message to someone else, particularly if the massage someone else, particularly if the massage contains information that might be regarded as contains information that might be regarded as privateprivateDo not forward chain lettersDo not forward chain lettersCheck for spelling errors and other mistakesCheck for spelling errors and other mistakesBefore forwarding a warning about a virus or Before forwarding a warning about a virus or scam, verify the legitimacy of the warning by scam, verify the legitimacy of the warning by checking on a site like checking on a site like www.snopes.www.snopes.comcom
Sending and Receiving E-mailSending and Receiving E-mail
EmoticonsEmoticons
Symbols that are used to express emotionSymbols that are used to express emotion
A smile represented by :-)A smile represented by :-)
A frown represented by :-(A frown represented by :-(
AcronymsAcronyms
Often used as a shortcut to typing a common Often used as a shortcut to typing a common phrase in fullphrase in full
LOL for “laughing out loud”LOL for “laughing out loud”
Appropriate for informal messages and instant Appropriate for informal messages and instant e-maile-mail
Sending and Receiving E-mailSending and Receiving E-mail
Text ShortcutsText Shortcuts
Use letters and sometimes numbers to imitate the Use letters and sometimes numbers to imitate the sound of a phrasesound of a phrase
CUCU for for see yousee you or or L8RL8R for for laterlater
Sending and Receiving E-mail Sending and Receiving E-mail ReviewReview
What does the header portion of an e-mail message What does the header portion of an e-mail message window contain?window contain?
What is the difference between a carbon copy (What is the difference between a carbon copy (CcCc) ) and a blind carbon copy (and a blind carbon copy (BccBcc)?)?
What are some basic netiquette rules for e-mail?What are some basic netiquette rules for e-mail?
What are emoticons, acronyms, and text shortcuts, What are emoticons, acronyms, and text shortcuts, and what are they used for?and what are they used for?
Managing FoldersManaging Folders
Windows Mail comes configured with foldersWindows Mail comes configured with folders
Inbox, Outbox, Sent Items, Deleted Items, and Inbox, Outbox, Sent Items, Deleted Items, and DraftsDrafts
Cannot be deleted or changedCannot be deleted or changed
User can create additional folders which can be User can create additional folders which can be deleted or modifieddeleted or modified
Messages can be moved into different foldersMessages can be moved into different folders
Message RulesMessage Rules
Automate process of directing incoming Automate process of directing incoming messages to specified foldersmessages to specified folders
Work only for POP3 mail server accountsWork only for POP3 mail server accounts
Windows Mail FoldersWindows Mail Folders
Managing FoldersManaging Folders
number ofmessages
expanded folder(click – to collapse)
collapsed folder(click + to expand)
Managing FoldersManaging Folders
Message RuleMessage Rule
Create Folder Create Folder Dialog BoxDialog Box
Managing FoldersManaging FoldersReviewReview
What are the default folders created in Windows What are the default folders created in Windows Mail?Mail?
How can you create a new folder?How can you create a new folder?
What can message rules be used for?What can message rules be used for?
Windows ContactsWindows Contacts
Stores contact information, including e-mail Stores contact information, including e-mail addresses that can be used in Windows Mail addresses that can be used in Windows Mail messagesmessages
Windows Mail can automatically add a message Windows Mail can automatically add a message sender’s e-mail addresses to the Windows Contacts sender’s e-mail addresses to the Windows Contacts when the recipient replies to a messagewhen the recipient replies to a message
Groups can be created by clicking the New Contact Groups can be created by clicking the New Contact Group buttonGroup button
Windows ContactsWindows Contacts
A saved group identifies a collection of relatedA saved group identifies a collection of relatede-mail addresses that can save time when e-mail addresses that can save time when addressing e-mail messagesaddressing e-mail messages
Deleting an individual contact simultaneously Deleting an individual contact simultaneously deletes it from any groups that it might be indeletes it from any groups that it might be in
Deleting a group does not delete the individual Deleting a group does not delete the individual contact addresses that comprise the groupcontact addresses that comprise the group
Windows ContactsWindows Contacts
Windows ContactsWindows Contacts
Windows Mail Contact List Automatic Windows Mail Contact List Automatic E-mail Address Saving OptionE-mail Address Saving Option
Windows ContactsWindows Contacts
Properties Dialog Properties Dialog Box for a ContactBox for a Contact
Windows ContactsWindows Contacts
Properties Dialog Properties Dialog Box for a GroupBox for a Group
Print Dialog BoxPrint Dialog Box
Windows ContactsWindows Contacts
Choose an optionfor printing contactinformation.
Windows ContactsWindows ContactsReviewReview
How can you save e-mail addresses to the Windows How can you save e-mail addresses to the Windows Contacts?Contacts?
What is a group contact?What is a group contact?
What options are available for printing Windows What options are available for printing Windows Contacts contact and group information?Contacts contact and group information?
Finding Messages and Contact Finding Messages and Contact InformationInformation
Search function that offers a variety of different Search function that offers a variety of different methods for finding e-mail messages and contactsmethods for finding e-mail messages and contacts
Can be used to search for specified data located in Can be used to search for specified data located in the message header area and/or the message bodythe message header area and/or the message body
Windows Contacts can be searched by clicking Edit Windows Contacts can be searched by clicking Edit on the menu bar, pointing to Find, and then clicking on the menu bar, pointing to Find, and then clicking PeoplePeople
Right-clicking a name in the search results, Right-clicking a name in the search results, pointing to Action, and then clicking Send E-mail pointing to Action, and then clicking Send E-mail opens a New Message windowopens a New Message window
Find Message WindowFind Message Window
Finding Messages and Contact Finding Messages and Contact InformationInformation
currentfolder
WindowsContacts willsearch Inboxmessagesfor test results.
searchresults
Find People Dialog BoxFind People Dialog Box
Finding Messages and Contact Finding Messages and Contact InformationInformation
search forinformationby name
contact
searchresults
Finding Messages and Contact Finding Messages and Contact Information ReviewInformation Review
How do you open the Find Message window?How do you open the Find Message window?
What parts of a message can Windows Mail search What parts of a message can Windows Mail search within?within?
How can a Find People dialog box search result How can a Find People dialog box search result listing be used to create a new e-mail message?listing be used to create a new e-mail message?
WebmailWebmail
Provides e-mail accounts accessible through any Provides e-mail accounts accessible through any Web browser from any computerWeb browser from any computer
Contents usually remain on the webmail provider’s Contents usually remain on the webmail provider’s server and are not downloaded to a local computerserver and are not downloaded to a local computer
Underwrite free e-mail accounts through the Underwrite free e-mail accounts through the advertising they carryadvertising they carry
Users may have to put up with annoyance of Users may have to put up with annoyance of banner ads and pop-up windowsbanner ads and pop-up windows
Yahoo!Mail and Hotmail are examplesYahoo!Mail and Hotmail are examples
Google Gmail InboxGoogle Gmail Inbox
WebmailWebmail
WebmailWebmailReviewReview
What is webmail?What is webmail?
How can webmail providers offer free e-mail How can webmail providers offer free e-mail service?service?