Using Different Forms of Email

Basic Knowledge of the 3 Different Platform:Outlook, AOL and HTML

Prepared by Mitch

Outlook Overview

You may use Outlook Express to sort incoming messages into different folders, automatically reply to messages, and do much more. Outlook is the predominant email application for companies throughout the world. To be able to use Outlook, you need to subscribe to an Internet service that is compatible with the program, such as ATT.NET. Outlook will not work with AOL email. But through AOL you may subscribe to an email Service that can be compatible with Outlook, such as SOFTHOME.NET, which is free of charge (their premium services cost). When you have large volumes of incoming e-mail, Outlook and Outlook Express can help you process it efficiently.

This is where text from an email may be previewed when selected above.

• Outlook and Outlook Express are not the only email programs but because they are Microsoft products, they are the ones widely used.

• Once email is opened with Outlook, it is saved on user’s computer automatically. AOL and HTML do not save email on the user’s computer automatically.

• User does not have to go on line to read email again and prepare answer.

• Must be on line when sending email. If you forget to go on line and click the “Send & Receive” (1) button, your email may not be sent.

• You may set Outlook to send and receive email each time you go on line.

(1)

• To write email, click on the “New” button. If a pull down menu opens, one of the options will be for a new email. Select it.

• To attach a file such as a picture, click on the paper clip symbol. A new window opens.

Outlook Overview

• Look in: You can use the field to navigate through a computer’s folders.

• Underneath it, you can see the files and the directories stored in the area of your computer you select.

• “To:” is where you type the email address of the recipient. You may enter multiple recipients, as long as their addresses are separated by semicolons.

• “Cc:” You may want to send a copy to another of your email accounts, particularly if you want proof you sent the email.

• Underneath it, type a “Subject” for your email. Avoid punctuation and weird characters in the “Subject.” May cause your email to be deleted as junk.

• Next you see the attachment to the email.

AOL Mail

AOL’s email has 3 folders, saved remotely. It does not save mail on a PC automatically.

AOL is the biggest Internet Service provider for homes but not for business. AOL's email service has one major advantage: it allows sending and receiving video or audio attachments which take more storage than text messages. Up to about 4 megabytes of attachments per email can be sent. AOL can email high-quality pictures. Users can receive unlimited amount of emails through AOL's servers.CATCH: Recipient account must also accommodate size of AOL email. Most free-of-charge services will not accommodate sizable attachments sent from AOL.

You can select a message and click here to save on a location you specify in your computers. You can save the same message repeatedly in different locations and computers.

• Keep As New: As soon as you read an email, AOL moves it to the “Old Mail” folder and within a short time, deletes it. If you want it saved for a longer period of time, but not for good, after you read it, select the message and click this button.

• Delete: Highly recommended button for email that you suspect carries viruses or may be inappropriate.

• Status: only works for email for and from other AOL members. Tells you whether and when your email was first read by a recipient, or when you read an email for the first time.

To access an email just double click on it.

AOL Mail

• To write email, click on the “Mail” or “Write” button. If a pull down menu opens, one of the options will be “Write Mail.” Select it.

• “Send To:” is where you type the email address of the recipient. You may enter multiple recipients, as long as their addresses are separated by comas.

• “Copy To:” You may want to send a copy to another of your email accounts, particularly if you want proof you sent the email.

• Underneath it, type a “subject” for your email.

• AOL mail offers a way to insert a picture in your text. However, unless the recipients email service is compatible with AOL’s feature, the picture will not be seen.

• Instead you can use the “Attachments” feature.

AOL Mail

• Look in: You can use the field to navigate through a computer’s folders.

• Underneath it, you can see the files and the directories stored in the area of your computer you select.

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Initial welcome screen for hotmail email accounts. Enter your email address in the E-mail address box and your password if you have an account.

Click New Account Sign up to get a new email address.

HTML email has two advantages: • It does not use any special special software to access access the web. It is accessible through any web

browser such as Internet Explorer from Microsoft or Netscape, and• All Outlook email services available to the public and AOL mail are also accessible and almost 100%

compatible with HTML.

HTML Mail

Hotmail also has folders. To see your Inbox or other folders click here.

Hotmail is a Microsoft service. The free-of-charge Hotmail service is very limited in size (2 megabytes total). Such memory can fill up very fast. Your email may be lost if you do not pay attention to your storage capacity. You may also buy more space for your Hotmail account.

HTML Mail

Click the text in the From column to open a message.

HTML Mail

To create an email, click on Compose.

When you sign in to Hotmail, the number of new messages is listed in the Message Summary box on the left of the Hotmail Home page.

• On the Compose page you can create a new email message.

• “To:” is where you type the email address of the recipient. You may enter multiple recipients, as long as their addresses are separated by commas.

• “Cc:” You may want to send a copy to another of your email accounts, particularly if you want proof you sent the email.

• Underneath it, type a “Subject” for your email. Avoid punctuation and weird characters in the “Subject.” May cause your email to be deleted as junk.

• Next you see the “Add/Edit Attachment” to the email button.

HTML Mail

• By clicking here, the Insert Attachment window appears. It is actually the same window in all 3 platforms.

• Look in: You can use the field to navigate through a computer’s folders.

• Underneath it, you can see the files and the directories stored in the area of your computer you select.

HTML Mail

Advantages / Disadvantages of each type

PLATFORM AOL OUTLOOK HTML

Software Availability

Proprietary, free of charge for a month, have to become AOL subscriber

Outlook Express included with all Windows computers, since the 95 version. Some free of charge or shareware programs will do as well. Macintosh has similar programs. Must be installed on some computers

Email can be read from any computer with a web browser like Internet Explorer or Netscape (program that displays web pages)

Size Up to about 4 megabytes (great); can forward high-quality pictures. Unlimited amount of emails, unlimited amount of memory on AOL’s servers.CATCH: RECIPIENT MUST HAVE ACCOUNT THAT CAN ACCOMMODATE EMAIL SIZE. MOST FREE-OF-CHARGE SERVICES WILL NOT ACCOMMODATE SIZABLE ATTACHMENTS

If user has a free of charge service, such as a basic Hotmail account, size of email is restricted

Does not apply because HTML is an alternative way of reading email, available to AOL and most other email services

Web Browser Compatible Compatible, free of charge services are Compatible

Email File Location

Saved on AOL’s servers, unless user saves it through AOL locally. Users tend to have difficulty finding where they saved AOL emails. AOL is not compatible with Outlook type programs

Once email is opened with Outlook, it is saved on user’s computer; user does not have to be on line to read again and prepare answer. Must be on line when sending email.

Saved remotely; may be difficult to save locally

Cost Mandatory subscription plans to maintain same address for more than a month

Free of charge services available. Softhome.net is a good one but has lowered emails sizes and amounts

Does not apply

Attachments Very good for sending high quality pictures, digital video and audio clips

Hotmail rejects certain files Does not apply

Virus protection None Automatically scans; not 100% safe Does not apply

ADVICE NEVER CLICK YOUR MOUSE INSIDE AN EMAIL UNLESS, YOU KNOW THE PERSON SENDING ITNEVER CLICK YOUR MOUSE INSIDE AN EMAIL UNLESS, YOU KNOW THE PERSON SENDING IT

ALWAYS REMEMBER

• IF YOU ARE NOT CERTAIN ABOUT WHO SENT YOU AN EMAIL, OR YOU THINK IT MAY HARM YOUR COMPUTER, OR SIMPLY, YOU FIND THE EMAIL OBJECTIONALBE, DELETE IT!

• NEVER CLICK ON A LINK INSIDE AN EMAIL. THERE HAD BEEN CASES WHERE LINKS WERE MALICIOUS AND CAUSE HARM TO COMPUTERS!

• IF YOU HAVE ANY QUESTIONS ABOUT EMAIL, YOU CAN ALWAYS FIND HELP AT YOUR LOCAL Y.M.C.A.