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

Tutorial 2

Basic Communication on the Internet: Email

New Perspectives on The Internet, Seventh Edition

XPXPXPObjectives• Learn about email and how it works

• Learn about different email clients

• Explore Web-based email services

New Perspectives on The Internet, Seventh Edition 2

XPXPXPObjectives• 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


XPXPXPWhat 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


XPXPXPWhat 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


XPXPXPWhat 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


XPXPXPWhat 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

(@)


XPXPXPWhat 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


XPXPXPCommon 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


XPXPXPCommon Features of anEmail Message


XPXPXPCommon 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


XPXPXPCommon 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


XPXPXPCommon 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


XPXPXPInternet 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

XPXPXPInternet Etiquette (Netiquette)


Commonly used email acronyms

XPXPXPCommon 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


XPXPXPCommon 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


XPXPXPCommon 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


XPXPXPMaintaining 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


XPXPXPEmail 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


XPXPXPMozilla 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


XPXPXPThunderbird Inbox Window


XPXPXPOpera 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


XPXPXPOpera Mail Panel


XPXPXPWebmail 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


XPXPXPWeb-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


XPXPXPGoogle 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


XPXPXPGmail Inbox Window


XPXPXP“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


XPXPXP“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


XPXPXPReducing 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


XPXPXPCAN-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


XPXPXPCAN-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


XPXPXPCAN-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


XPXPXPMicrosoft Outlook Express Inbox Window

• Outlook Express is the email program installed with Internet Explorer

XPXPXPMicrosoft 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


XPXPXPMicrosoft 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


XPXPXPConfiguring Email


• You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp 106-107)

XPXPXPSending 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 message body, type your message• Check your message for spelling and grammatical errors,

and then click the Send button


XPXPXPSending a Message UsingOutlook Express


XPXPXPReceiving 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


XPXPXPViewing 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 Save Attachments

• Click the file to save or click the Select All 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 buttonNew Perspectives on The Internet, Seventh Edition 42

XPXPXPReplying 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


XPXPXPForwarding 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



XPXPXPFiling 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


XPXPXPDeleting 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

Deleted items folder


XPXPXPMaintaining 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


XPXPXPAdding 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

XPXPXPMicrosoft 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


XPXPXPWindows Mail Inbox Window


XPXPXPCreating an Email Account (Windows Mail)


• You must configure Windows Mail so it will retrieve your mail from your ISP (see instructions on pp 125-126)

XPXPXPSending a Message (Windows Mail)• Click the Create Mail button• Type the recipient’s email address in the To: text box• Type the email address of any Cc or Bcc recipients• If necessary, click the Attach File To Message button to

attach a file• Type the message body• Check your message for spelling and grammatical errors• Click the Send button on the toolbar


XPXPXPReceiving and Reading a Message (Windows Mail)• If necessary, connect to your ISP• Click the Send/Receive button on the toolbar


XPXPXPReceiving an Email Message (Windows Mail)


XPXPXPViewing and Saving an Attached File (Windows Mail)• Click the message containing the attached file• Click the paperclip icon in the Preview pane to open the

shortcut menu, and then click the attached file’s name. Click the Open button to open the file

• To save a file, click the paperclip icon in the Preview pane to open the shortcut menu, and then click Save Attachments

• Click the file to save, and then select the location in which to save

• Click the Save button


XPXPXPReplying to Messages (Windows Mail)• 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

– Type other recipients’ email addresses as needed– Change the text in the Subject text box as necessary– Edit the message body as necessary– Click the Send button


XPXPXPForwarding Messages (Windows Mail)• 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– The original message is copied in the message body– Click the To text box, and then type one or more email

addresses– Type your message above the quoted message in the message



XPXPXPFiling and Printing an Email Message (Windows Mail)• You can use Windows 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



XPXPXPDeleting an Email Message and Folder (Windows Mail)• 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

Deleted items folder


XPXPXPMaintaining Your Windows Contacts• To add a contact to Windows Contacts:– Click the Contacts button on the toolbar – Click the New Contact button on the toolbar– 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


XPXPXPAdding a Group of Contacts to Windows Contacts


• You can use Windows Mail to create a group, which is a single contact consisting of two or more email addresses

XPXPXPWindows Live Hotmail• Windows Live Hotmail is a Webmail provider from Microsoft that

you use to send and receive email• To use Windows Live Hotmail, you must use a Web browser to

connect to the Windows Live Hotmail Web site• No matter where you are in the world, if you can connect to the

Internet, you can access your Windows Live Hotmail account• Portability makes Webmail a valuable resource for people who

travel or do not have a computer or other device on which to use email


XPXPXPCreating a Windows Live ID and Hotmail Account• You must set up a Windows Live ID before you

can use Hotmail (see instructions on pp 143 – 148)


XPXPXPWindows Live Hotmail Inbox


XPXPXPWindows Live Hotmail• The Windows Live Hotmail Web site contains the

Today, Mail, Calendar, and Contacts pages

• The Today page opens when you log in to your Windows Live Hotmail account and includes information about the day’s current events, your mailbox, and appointments

• The Mail page displays a list of messages that you have received and provides options for working with email messages


XPXPXPWindows Live Hotmail• The Contacts page contains options for

managing information about your contact

• The Calendar page contains options for organizing your scheduled appointments and daily calendar


XPXPXPSending a Message Using Windows Live Hotmail• Open the Windows Live Hotmail home page, log on to

your account, click Inbox folder, click the New button

• In the To text box, type the recipient’s email address

• Type the email address of any Cc or Bcc recipients in the appropriate text boxes

• Click the Attach button, and then click File to attach a file

• Type your message in the message body

• Check your message for spelling and grammatical errors, and then click the Send button


XPXPXPSending a Message Using Windows Live Hotmail


XPXPXPReceiving and Reading a Message (Windows Live Hotmail)• Log on to your Hotmail account• Click the Inbox• Message headers of messages you haven’t

opened yet have a closed envelope icon next to them

• Click the message to open it• Messages that you have opened are displayed

with open envelope icons


XPXPXPViewing and Saving anAttached File (Windows Live Hotmail)• Click the message that contains the attachment to open

the message• To open the file using a program on your computer,

click the attached file’s name in the message header, and then click the Open button in the File Download dialog box

• To save the file, click the attached file’s name in the message header, click the Save button in the File Download dialog box, browse to the drive and folder in which to save the attached file, click the Save button, and then click the Close button


XPXPXPReplying to Messages (Windows Live Hotmail)• To reply to a message:– Open the message 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

– Type other recipients’ email addresses in the message header as needed

– Change the text in the Subject text box if necessary– Edit the message body as necessary– Click the Send button


XPXPXPForwarding Messages (Windows Live Hotmail)• To forward a message (send a copy of the original

message to recipients who were not included in the original message):– Open the message that you want to forward– Click the Forward button– Click the To text box, and then type one or more email

addresses, separated by commas– Add Cc and Bcc email addresses as necessary– Click the blank line above the quoted message, and then type

an optional message to add a context for the recipient(s)– Click the Send button


XPXPXPFiling and Printing an Email Message (Windows Live Hotmail)• You can use the Windows Live Hotmail folders to file

your email messages by category

• When you file a message, you move it to another folder



XPXPXPDeleting an Email Message and Folder (Windows Live Hotmail)• When you no longer need a message, you can

delete it by opening the message and clicking the Delete button

• You can delete a folder by selecting it and then clicking the Delete button

• When you delete a message or folder, you are simply moving it to the Deleted folder

• To remove items permanently, you must also delete them from the Deleted folder


XPXPXPMaintaining Windows Live Contacts• To add a contact to Windows Live Contacts:– Click the Contacts link– Click the New button– Enter the contact’s information in the appropriate

text boxes on the Edit contact details page– Click the Save button


XPXPXPAdding a Group to Windows Live Contacts


• You can use Windows Live Hotmail to create a group, which is an address book entry consisting of two or more email addresses

XPXPXPSummary• In this tutorial, you learned:– How to send and receive email messages

– How to print, file, save, delete, respond to, and forward email messages

– How to create an address book into which to stored the name, email address, and other important details about a person or a group of people

– How to use your email program’s Help system to explore the many other features that it includes to expand your skills


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

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