The InternetIllustrated Introductory, Fourth Edition

1
The InternetIllustrated Introductory, Fourth
Edition

• Unit C
• Using E-Mail

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U n i t O b j e c t i v e s

• Understand e-mail
• Start Outlook Express and explore the mail window
• Connect to your Hotmail account and explore the
  mail window
• Send an e-mail message
• Check incoming e-mail

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U n i t O b j e c t i v e s

• Attach a file to an e-mail message
• Save an e-mail attachment in Outlook Express
• Save an e-mail attachment in Hotmail
• Reply to an e-mail message
• Forward an e-mail message

4
U n i t O b j e c t i v e s

• Organize e-mail messages
• Delete e-mail messages
• Maintain an Address Book in Outlook Express
• Maintain a Contacts list in Hotmail
• Create a group in Outlook Express
• Create a group in Hotmail

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Understand E-Mail

• E-mail
• one of the most prevalent forms of business
  communication
• one of the most popular way individuals use the
  Internet.

Many people view the Internet as simply an
electronic highway that transports e-mail messages
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What is E-Mail andHow Does It Work?

• A form of communication in which electronic
  messages are created and transferred between two
  or more computers connected to a network.
• One of the most popular forms of business
  communication.
• Fast and inexpensive.
• It can be sent and received at anytime.

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E-Mail How Does It Work?

• Mail Server a hardware and software system that
  determines from the recipients address one of
  several electronic routes on which to send the
  message.
• Protocols rules that determine how the Internet
  handles message packets.
• SMTP (Simple Mail Transfer Protocol) decides
  which paths an e-mail takes on Internet.
• POP (Post Office Protocol) handles incoming
  messages.

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E-Mail How Does It Work?

• IMAP (Internet Message Access Protocol)
  protocol for retrieving mail messages from a
  server.
• MIME (Multipurpose Internet Mail Extensions) a
  protocol that specifies how to encode non-text
  data, such as graphics and sound.
• Mail Client Software or E-Mail Program software
  that requests mail from the mail server to PC.

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Understand E-Mail

• E-mail address
• uniquely identifies an individual or organization
  that is connected to the Internet
• includes the user name, the at sign (_at_), and the
  host name

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Understand E-Mail
chrisbreed_at_kikukawaair.com
_at_ sign
user name
host name
11
Understand E-Mail
E-mail message components
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Common Features ofan E-Mail Message

• Message Header contains all the information
  about the message.
• Message Body contains the actual message.
• Signature appears at the bottom of your e-mail
  messages and contains standard information about
  yourself that the recipient can use to contact
  you in a variety of ways.

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Understand E-Mail
E-mail message components (cont.)
14
Common Features of anE-Mail Message
New Perspectives on the Internet, 5e Tutorial 3
14
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Common Features of E-Mail

• You type the recipients full e-mail address in
  the To line of an e-mail header.
• Use the courtesy copy (Cc) and the blind courtesy
  copy (Bcc) lines to send mail to people who
  should be aware of the e-mail message, but are
  not the messages main recipients.
• No recipient can view the Bcc recipients.
• From line includes the senders name.
• mailing list, a single e-mail address can
  represent several or individual e-mail addresses.

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Common Features ofan E-Mail Message

• The Subject line should indicate the messages
  content and importance.
• An e-mail attachment provides a simple and
  convenient way of transmitting electronic
  documents to one or more people.
• Attachments can contain viruses, malicious
  programs that can harm your computer and its
  files.

17
Internet Etiquette (Netiquette)

• Netiquette a 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.

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Internet Etiquette (Netiquette)

• Netiquette (cont.)
• Avoid sending unsolicited messages, especially
  those with attachments.
• 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.

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Understand E-Mail

• Mail server
• a server that runs special software for handling
  e-mail tasks
• determines which electronic route on which to
  send e-mail messages
• e-mail messages pass through several mail servers
  before reaching the recipient

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Understand E-Mail

• Junk e-mail or Spam
• unsolicited e-mails usually selling an item or
  service
• Junk E-Mail or Spam folder
• Some e-mail programs automatically file suspected
  junk e-mail in this folder
• Some e-mail programs allow you to block mail from
  specific people or domains, or with certain words
  in the subject
• Some Webmail services and ISPs block suspected
  junk e-mail before it ever reaches your Inbox.

21
E-Mail Programs

• There are many choices for managing e-mail
  messages.
• When you install a browser such as Microsoft
  Internet Explorer or Netscape Navigator, or
  e-mail program.
• Some e-mail programs, such as Eudora, are not
  associated with a particular browser..

22
Web-Based E-Mail Services

• Many Internet Web sites provide free e-mail
  addresses and accounts for registered users. They
  may be used with any Web browser with Internet
  access to send and receive e-mail messages.
• They may be used as your primary e-mail address
  or to set up a separate, personal address when
  the use of personal e-mail is restricted at work
  or school.
• Popular choices for free Web-based e-mail
  services are Yahoo! Mail, ExciteMail, and
  Hotmail.

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Web-Based E-Mail Services

• Companies can provide free e-mail because of
  advertising
• Links to other available services may also be
  offered on the website
• E-mail messages sent from Web-based mail accounts
  might also contain some sort of advertisement,
  such as a promotional message or a link to the
  Web-based mail service.

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Common Features of an E-Mail Program

• Sending Messages
• Receiving and Storing Messages
• Printing a Message
• Filing a Message
• Forwarding a Message
• Replying to a Message

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Common Features of anE-Mail Program

• A message can be queued, or temporarily held with
  other messages, and then sent when you either
  exit the program or check to see if you received
  any new e-mail.
• When you receive e-mail, it is stored on the mail
  server until you use your e-mail program to ask
  the server to retrieve your mail.
• Most e-mail programs let you print a message
• Some programs let you define and use a filter to
  move incoming mail useful for moving junk mail.

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Start Outlook Express/Hotmail and Explore the
Mail Window

• Message list
• displays the message header summaries of the
  messages stored in the selected folder

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Start Outlook Express and Explore the Mail Window
Outlook Express mail window
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Start Hotmail and Explore the Mail Window
Hotmail mail window
message list
message header summary
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Start Outlook Express/Hotmail and Explore the
Mail Window

• Folders in both programs
• Inbox folder
• Sent Items/Sent Messages folder
• Deleted Items/Trash Can folder
• Drafts folder

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Start Outlook Express/Hotmail and Explore the
Mail Window

• Folders in Outlook Express only
• Outbox folder
• Folders in Hotmail only
• Junk E-Mail folder

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Start Outlook Express and Explore the Mail Window

• Elements only in Outlook Express
• Contacts pane
• Preview pane

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Start Hotmail and Explore the Mail Window

• Page Tabs in Hotmail only
• Today page
• Mail page
• Calendar page
• Contacts page

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Send an E-Mail Message

• Message header text boxes
• To
• Cc
• Bcc
• From
• Subject

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Send an E-Mail Message

• To create a new e-mail message
• If you are using Outlook Express, click the
  Create Mail button on the toolbar
• if you are using Hotmail, click the New button on
  the toolbar at the top of the mail window

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Check Incoming Mail

• Incoming e-mail messages arrive in the Inbox
• Unread messages are indicated by
• the word Inbox in bold
• a closed envelope icon next to the message header
  summary in the message list
• the message header summary in the message list is
  bold
• Read messages are indicated by
• an open envelope icon next to the message header
  summary in the message list
• the message header summary in the message list is
  not bold

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Attach a File to an E-Mail Message

• Attachment
• a file linked to an e-mail message

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Attach a File to an E-Mail Message

• To attach a file to an e-mail message
• Click the Attach button on the message window
  toolbar
• Hotmail users click File on the menu that opens
• Double-click the file you want to attach
• Hotmail users click OK in the Attach File window

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Save an E-Mail Attachment in Outlook Express

• Click the paperclip in the Preview pane
• Click Save Attachments on the menu that appears
• You cannot change the filename of the attachment
  as you are saving it

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Save an E-Mail Attachment in Hotmail

• Click the attachment filename link in the open
  message window
• Hotmail scans the attachment for viruses
• Click the Download File button on the toolbar
• Internet Explorer users click Close in the
  Download complete dialog box
• Click the Cancel button on the Hotmail toolbar

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Clues to Use

• E-mail messages can have viruses, worms, and
  Trojan horses in attached files
• Dont open attachments from people you dont know
• If you know the sender, make sure the message
  makes sense and is specific to you
• some worms reproduce by sending themselves out as
  attachments to everyone in a victims Address
  Book or Contacts list
• Install anti-virus software that protects your
  computer from malicious programs
• Hotmail checks for viruses in attachments
  automatically

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Reply to an E-Mail Message

• Click the Reply button on the toolbar to send a
  reply to the sender
• Click the Reply All button to send a reply to all
  the recipients of the original message

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Reply to an E-Mail Message

• Original message is indicated by
• a vertical line in Outlook Express
• greater than signs (gt) in Hotmail
• Re or RE appears before original subject in
  Subject text box
• Senders e-mail address automatically added to To
  text box

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Clues to Use
Netiquette

• Dont use all capital letters
• Keep messages simple, short, and focused
• Make subject descriptive
• Avoid sending unsolicited messages, especially
  those with attachments

• Include a signature
• Use a spell checker
• Proofread your message
• Use common courtesy, politeness, and respect

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Forward an E-Mail Message

• Click the Forward button on the toolbar to
  forward the message to someone

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Forward an E-Mail Message

• Original message is indicated by
• a heading above it in Outlook Express
• greater than signs (gt) in Hotmail
• Fw or FW appears before original subject in
  Subject text box
• You need to enter the recipients e-mail address
  in the To text box

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Clues to Use
Emoticons

• Use emoticons to express emotion
• To see the emotion the writer is expressing, tilt
  your head to the left

• Examples
• -) (the smiley)
• -( (frown)
• -) (winking)
• -o (fear or surprise)
• gt-( (anger)
• D (laughing)
• - (mistake)

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Organize E-Mail Messages

• Use e-mail folders to file your messages by
  category
• To file a message, drag it from the Inbox to
  another folder

If you are using Outlook Express, you can also
make copies of a message to store it in multiple
folders.
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Organize E-Mail Messages
New folder in Outlook Express
New folder
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Organize E-Mail Messages
New folder in Hotmail
New folder
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Delete E-Mail Messages

• To delete a message
• Drag it to the Deleted Items folder in Outlook
  Express
• Drag it to the Trash Can folder in Hotmail
• Messages remain in the Deleted Items or Trash Can
  folder until you permanently delete them

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Delete E-Mail Messages

• To permanently delete items
• In Outlook Express, right-click the Deleted Items
  folder, then click Empty Deleted Items Folder
• In Hotmail, open the Trash Can folder, then click
  the Empty button on the toolbar

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Maintain an Address Book in Outlook Express

• Open the Address Book
• Click the Address Book button on the toolbar
• Create a new contact card
• Click the New button on the Address Book toolbar
• Click New Contact
• Nicknames are optional

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Maintain a Contacts List in Hotmail

• Open the Contacts list
• Click the Contacts tab
• Create a new contact card
• Click the New button on the toolbar
• Quicknames are mandatory

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Create a Group in Outlook Express/Hotmail

• Group or mailing list
• a group of two or more e-mail addresses
• Create and name the group, then assign e-mail
  addresses to the named group
• To send a message to a group, insert the groups
  name in the To text box

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Common Features of E-Mail

• 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
  senders knowledge.
• When you reply to a message that you received,
  the e-mail program creates a new message and
  automatically addresses it to the original
  sender. It is a quick way of sending a response
  to someone who sent a message to you.
• In most e-mail programs, deleting a message is a
  two-step process to prevent you from accidentally
  deleting important messages.

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Maintaining an Address Book

• You use an address book to save e-mail addresses
  and to associate those addresses with nicknames.
• Nicknames are special names that are easy to
  remember. Use a nickname for a person or a
  group.
• You can usually organize contact information
  about individuals and groups
• You can refer to entries in your address book at
  any point while you are composing, replying to or
  forwarding a message.

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Microsoft Outlook Express
Inbox Window
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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.
• Deleted Items folder stores messages you have
  deleted.

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Microsoft Outlook Express

• Drafts folder stores messages that you have
  written but have not sent.
• Your copy of Outlook Express may also contain
  folders you have created, such as a folder in
  which you store all messages from a certain
  recipient.
• Contacts list information about the addresses
  stored in your address book.
• Message list summary information for each
  message that you receive.

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Configuring E-Mail

• You must configure Outlook Express so it will
  retrieve your mail from your ISP

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Sending a Message UsingOutlook Express

• Click the Create Mail button on the toolbar.
• Type the recipients e-mail address in the To
  box.
• Type the e-mail address of any Cc or Bcc
  recipients in the appropriate boxes.
• In the message body, type your message.
• Check your message for spelling and grammatical
  errors, then click the Send button.

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Sending a Message UsingOutlook Express
Message Header
Toolbar
New Message Window
63
Receiving and Readinga Message

• If necessary, connect to your ISP.
• Click the Send/Recv button on the toolbar.
• When you receive new mail, messages that you
  havent opened yet are displayed with a closed
  envelope icon next to them in the message list.
• Messages that you have opened are displayed with
  an open envelope next to them.

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Viewing and Saving anAttached File

• Click the message that contains the attached file
  in the message list to display its contents in
  the preview pane.
• Click the paperclip icon in the preview pane to
  open attached files.
• 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 Save button.

65
Replying to andForwarding Messages

• You can forward any message you receive to one or
  more e-mail addresses.
• You can respond to the sender of a message
  quickly and efficiently by replying to a
  message.
• When you forward a message, you are sending a
  copy of your message to one or more recipients
  who were not included in the original message.

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Filing and Printing anE-Mail Message

• You can use Outlook Express mail folders to file
  your e-mail 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 transfer messages from one folder to
  another.
• You can print a message at any timewhen you
  receive it, before you send it, or after you file
  it.

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Deleting an E-MailMessage and Folder

• When you no longer need a message, it is a good
  idea to delete it.
• Select the message and then click the Delete
  button.
• You can select multiple messages by pressing and
  holding the Ctrl key, clicking each message in
  the message list, and then releasing the Ctrl
  key.
• You can 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.

68
Maintaining an Address Book

• You might want to save the addresses of your
  business associates and friends in an address
  book to make it easier to enter addresses into
  the header of your e-mail messages.
• To add a contact to the Address Book click on the
  Addresses button on the toolbar. Click on the
  New button and then click New Contact. Enter the
  correct information and click OK.
• If you enter a short name in the Nickname text
  box, then you can type the nickname instead of a
  persons full name when you address a new message.

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Adding a Group of Contactsto the Address Book

• You can use Outlook Express to create a group of
  contacts, or a mailing list, which is an address
  book entry consisting of a group of two or more
  e-mail addresses.
• You create a group of contacts when you regularly
  send messages to a group of people.

70
Deleting an E-MailMessage and Folder

• When you no longer need a message it is a good
  idea to delete it.
• Select the message in the message list and then
  click the Delete button on the toolbar.
• You can select multiple messages by pressing and
  holding the Ctrl key, clicking each message in
  the message list, and then releasing the Ctrl
  key.
• You can select folders and delete them using the
  same process.
• When you delete a message or folder, you are
  really moving it to the Trash folder. To remove
  items permanently, you need to empty the Trash
  folder.

71
Maintaining an Address Book

• You might want to save the addresses of your
  business associates and friends in an address
  book to make it easier to enter addresses into
  the header of your e-mail messages.
• To create a new address, you open the address
  book, click the New Card button on the toolbar,
  and then enter information into the New Card
  dialog box that opens. You can enter a persons
  name, e-mail address, and various phone numbers.
• If you type a short name in the Nickname text
  box, then you can type the nickname instead of a
  persons full name when you address a new
  message.

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Creating a Mail List

• You can use Mail to create a mailing list, which
  is an address entry consisting of two or more
  e-mail addresses.
• You create a mailing list when you regularly send
  messages to a group of people.

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Hotmail

• Hotmail is a Web-based e-mail service powered by
  MSN.com that you use to send and receive e-mail.
• To use Hotmail, you must use a Web browser, such
  as Microsoft Internet Explorer or Netscape
  Navigator, to make a connection to the Internet.
• No matter where you are in the world, if you can
  connect to the Internet, you can access your
  Hotmail account.
• Portability makes Web-based e-mail a valuable
  resource for people who travel or do not have a
  computer or other device on which to use e-mail.

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Creating a Hotmail User Account
See instructions on pp. 156 - 163 for setting up
a Hotmail user account.
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Creating a Hotmail User Account

• The Hotmail homepage displays the Today, Mail,
  Calendar, and Contacts tabs.
• The Today tab is the page that first opens when
  you log on to your Hotmail account. It includes
  the latest information about the days current
  events, your mailbox, and appointments.
• The Mail tab displays a list of messages that you
  have received and provides options for working
  with email messages.

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Creating a Hotmail User Account

• The Calendar tab contains options for organizing
  your scheduled appointments and daily calendar.
  
• The Contacts tab contains options for managing
  your address book.
• You can click the Options and Help links to open
  pages containing program options and help for
  Hotmail users.

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Sending a Message Using Hotmail

• Open the Hotmail home page, log on to your
  account, and then click the Compose tab.
• In the To text box, type the recipients e-mail
  address.
• Type the e-mail address of any Cc or Bcc
  recipients in the appropriate text boxes.
• Type your message in the message body.
• Check your message for spelling and grammatical
  errors, then click the Send button.

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Sending a Message Using Hotmail
79
Receiving and Reading a Message

• When you receive new mail, messages that you have
  not opened are displayed with closed envelope
  icons.
• Messages that you have opened are displayed with
  open envelope icons.
• When you receive a message with one or more
  attachments, you can open the attachment or save
  it.
• When you detach a file from an e-mail message and
  save it on a disk or drive, it is just like any
  other file that you save.

80
Viewing and Saving anAttached File

• Click the senders name for the message that
  contains the attachment.
• To open the file using a program on your
  computer, click the attached files name in the
  Attachment section to scan the file for viruses,
  click the Download file button, and then click
  the Open button in the File Download dialog box.
  Close the program window that opens.
• To save the file to a disk or drive, follow the
  steps above, except click the Save button instead
  of the Open button. Use the Save in list arrow to
  change to the drive and folder in which to save
  the attached file, click the Save button, and
  then click the Close button.
• Click the Cancel button.

81
Replying to andForwarding Messages

• You can forward any message you receive to one or
  more e-mail addresses.
• You can respond to the sender of a message
  quickly and efficiently by replying to a
  message.
• Most programs, including Hotmail, will copy the
  original message and place it in the response
  windows. The gt symbol appears to the left of the
  response to indicate the text of the original
  message.
• When you forward a message, you are sending a
  copy of your message to one or more recipients
  who were not included in the original message.

82
Filing and Printing an E-Mail Message

• You can use the Hotmail folders to file your
  e-mail messages by category.
• When you file a message, you move it to another
  folder.
• You can transfer messages from one folder to
  another.
• You can print a message at any timewhen you
  receive it, before you send it, or after you file
  it.

83
Deleting an E-MailMessage and Folder

• 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 its check
  box on the Manage Folders page and then clicking
  the Delete button.
• When you delete a message or folder, you are
  simply moving it to the Trash Can folder.
• To remove items permanently, you must also delete
  them from the Trash Can folder.

84
Maintaining an Address Book

• You might want to save the addresses of your
  business associates and friends in an address
  book to make it easier to address your messages.
• To add a contact, you click the Contacts tab to
  open the List View ALL page. Click the list
  arrow for the New button, and then click Contact
  to open the New Contact page.
• Enter the persons quickname (nickname), first
  and last name, and e-mail address. The rest of
  the information is optional. Click the Save
  button.

85
Adding a Group to the Address Book

• You can use Hotmail to create a group, or a
  mailing list, which is an address book entry
  consisting of two or more e-mail addresses.
• You create a group when you regularly send
  messages to a group of people.

86
Terms to Use

• Mail client software
• a program that lets you send and receive e-mail
• allows you to store e-mail on your computer
• you can read e-mail that youve received even
  after disconnecting from the Internet
• Web-based e-mail service (Webmail)
• allows you to send and receive e-mail by using a
  Web browser and the services Web site
• lets you read your stored e-mail messages from
  different computers
• you can only access your stored e-mail messages
  when youre connected to the Internet

87
Terms to Use

• User name
• in an e-mail address, the name your ISP uses to
  identify you
• Host name
• in an e-mail address, the computer that stores
  the e-mail

88
Terms to Use

• Address Book
• in Outlook Express
• Contacts list
• in Hotmail
• Both store peoples names and e-mail addresses,
  as well as other contact information

89
Terms to Use

• Nicknames
• in Outlook Express, shortened names for e-mail
  addresses
• Quicknames
• in Hotmail, shortened names for e-mail address
• Contact
• each person added to an Address Book or Contacts
  list
• Contact card
• the collected information about a contact