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Hot Tips for Hotmail and Other Email Programs

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Title: Hot Tips for Hotmail and Other Email Programs


1
Hot Tips for Hotmailand Other Email Programs
  • Suzanne Braun-McGeeInternet Training
    SpecialistINCOLSA

2
The First Email Computer
  • In 1971, the first email was sent between the
    two
  • machines shown in this photograph at BBN
  • Technologies in Cambridge, Massachusetts.

3
Email Basics
  • There are two basic types of email available to
    users of the Internet
  • POP3 If you get online using an Internet
    Service Provider (ISP) via dial-up account, cable
    connection or satellite connection, you are
    provided at least one mail box for email with
    your account. These accounts are called POP3
    accounts. POP3 refers to the protocol or
    language your computer and the mail servers
    located at your ISP use to communicate with each
    other.
  • To access your mail account, you need a mail
  • client (an application or program used
  • entirely to send and receive email).

4
Email Basics (cont.)
  • Both of the most widely used Internet browsers,
    Netscape and Internet Explorer, have mail clients
    included with them.
  • There are also stand alone email clients such as
    Eudora, which can be downloaded free from the
    Internet.
  • The primary advantage of the POP3 email account
    is that it is usually not restrictive of the size
    of files which you can send or receive.
  • Another advantage is that if you encounter a
  • problem with your account, you normally have
  • a live technical support person you can
    contact
  • to help resolve the problem.
  • The primary disadvantage to using POP3 mail
  • is that most viruses are transmitted
    through
  • this type of mail.

5
Email Basics (cont.)
  • Web-based Email This type of account is
    available free from dozens of Internet services,
    such as Hotmail and Yahoo.
  • An advantage of Web-based email is that filters
    are easy to use, cutting down your receipt of
    spam.
  • Another advantage is that you can connect to your
    email account from any Internet connected
    computer anywhere in the world. (With a POP3
    account you usually have to be logged onto your
    ISP and set up the email client on the computer
    you are using to be able to send and receive
    email.)
  • A huge advantage of Web-based email accounts
  • is that many of them automatically prescan
    all
  • your received attachments for viruses
    before you
  • download them onto your computer. The main
  • disadvantage of this type of account is the
    limited
  • space you have in your mail box, and the
    limited
  • size of the files you are allowed to send
    and receive.

6
Email Statistics
  • According to International Data Corporation, by
    2005,
  • 11.5 billion emails will be sent each day on
    average in
  • the U.S. and 26.1 billion worldwide.
  • Web-mail is booming
  • 355 million accounts worldwide at the start of
    2004
  • Two companies dominate the Web-mail market
  • Microsofts MSN Hotmail makes up 37 percent of
    the total
  • (187 million active accounts)
  • Yahoo Mail makes up 30 percent of the total

7
Email Storage Stampede
  • Google caused a stir in the Web mail arena this
    year with its introduction of Gmail Beta. At the
    time of Googles announcement of its new online
    mail service, leading services such as Yahoo Mail
    and MSN Hotmail were offering free e-mail
    accounts with one or two megabytes of storage,
    while Gmail boasted a whopping one gigabyte of
    storage for free.
  • Yahoo was the first to respond to the competition
    by upping the storage maximum for its free
    service to 100 MB. It also increased attachment
    size to 10 MB.
  • Microsoft followed suit by increasing storage in
    its free Hotmail service to 250 MB. It also
    increased attachment size to 10 MB.
  • WallaMail from Israeli Web portal provider Walla
    Communications now offers its own free 1GB email
    service. Users are able to watch video
  • clips in their in-boxes and attach a digital
    image to a
  • message to add personal style.

8
Get More Out of Your Email
  • Tips for taming your in-box and making your email
    life easier
  • Filter the spam. Some Web-based email services
    (like Yahoo Mail and MSN Hotmail) and tools (like
    Microsoft Outlook or Qualcomm Eudora) come with
    spam filters built in. For the rest, you need
    programs like Sunbelt Softwares IHateSpam
    (http//www.sunbeltsoftware.com/product.cfm?id930
    ), Network Associates McAfee SpamKiller
    (http//us.mcafee.com/root/package.asp?pkgid156c
    id9903), or Symantecs Norton AntiSpam
    (http//www.symantec.com/antispam/).
  • Keep your in-box clean. If you leave too many
    messages in your in-box, your email software will
    take forever to load and it may even crash.
    Delete the emails you dont need and save
  • the important messages to folders organized
    by sender
  • or topic. Also, dont forget to empty the
    trash
  • periodically.

9
Get More Out of Your Email (cont.)
  • Use Rules or Filters. Most email clients let you
    create rules or filters that scan messages as
    they come in, move them into folders, send
    automated responses, etc. Search your Help menu
    for instructions.
  • Get Rid of the Pane. Outlook, Outlook Express 6,
    Eudora 6, and Netscape Mail 7 all open a preview
    pane by default, giving you a sneak peak at each
    message. If you preview a message for more than
    a few seconds, your software may mark it as read.
    Also, the message could be a piece
  • of spam containing Web bugs (small bits of
    software code that alert the senders server that
    youve opened the message and are ready to
    receive more spam.)

10
Get More Out of Your Email (cont.)
  • Back it up. If your software doesnt
    periodically archive email or let you save
    folders to a compressed file on your hard drive
    (and you dont want to manually copy them to your
    backup media), purchase a backup utility that
    does it automatically. WinGuides Softwares
    Email Saver Xe (http//www.winguides.com/software/
    display.php/50/) backs up your messages,
    attachments, contacts, message rules, and more.
  • Create a list. If you send messages over and
    over to the same group of friends or co-workers,
    put them into a group or list so you can type
    just one word.

11
Get More Out of Your Email (cont.)
  • Scan for Viruses. Dont open or launch file
    attachments you arent expecting to get (even if
    theyre from people you know). Internet worms
    spread by sending themselves to every address
    inside an email program as an attachment. Set
    your antivirus program to scan incoming and
    outgoing email to ward off infection.
  • Watch the Size of Those Files. Most ISPs limit
    attachment size and will strip off anything too
    large. Store large files on the Web and tell
    people where to find them or pay for
  • additional storage space from your email
    provider.

12
Get More Out of Your Email (cont.)
  • Check the Web. You dont have to be at your PC
    to check your email. Many ISPs offer Web-mail
    options you can access from any Internet
    connected computer. You can also have your email
    forwarded to a paid Hotmail or Yahoo account.
    Also, you can use Mail2Web (http//www.mail2web.co
    m/), a site that serves up your
  • POP or IMAP email for free.

13
Spam, spam, spam, spam
  • The term spam comes from the Monty Python
    comedy sketch in which a group of Vikings in a
    restaurant start singing Spam, spam, spam, spam,
    lovely spam! Wonderful spam! They annoy the
    waiter who tells them to shut up. The meaning of
    the term simply refers to a repetitive act that
    annoys. This annoyance has developed into a
    crisis!
  • 40 of all email is considered spam.
  • 28 of email users reply to spam.
  • Media Matrix predicts that the average American
    will receive at least 1,480 spam messages in
    2006.
  • By 2007, spam will have increased by 63.
  • 26 states have anti-spam laws.

14
Gone Phishin
  • Phishing is when spam is used as a means to
    fish for the credentials that are necessary to
    access and manipulate financial accounts. (The
    email will ask the recipient for an account
    number and password with the explanation that
    their records need updating or a security
    procedure is being changed that requires
    confirming an account.)
  • Like spam, email from phishers usually contains
    spoofed FROM or REPLY TO addresses to make the
    email look as though it came from a legitimate
    company.
  • In addition to the spoofed credentials, the email
    is usually HTML based so the email bears the
    authentic trademarks, logos, graphics, and URLs
    of the spoofed company.
  • Anyone can file a phishing report at
    www.antiphishing.org.

15
Tips for Dealing with Spam
  • No amount of legislation and technology tricks
    can completely stop spamming. The perpetrators
    will only stop when theres no profit in it.
  • Use a service like anonymizer (www.anonymizer.com)
    , which acts as a go-between, enabling you to
    send email without revealing your return address.
  • Set up multiple accounts (use free accounts like
    Hotmail and Yahoo to identify yourself when
    filling out forms at online stores give your
    private email address only to close friends and
    business associates)
  • If possible, do not use your real name in your
  • email address (rather, choose some random
  • combination of letters and numbers).

16
Tips for Dealing with Spam (cont.)
  • 4. Use Web mail (Web-based email applications)
    to take
  • a first look at your mail (from anywhere
    with a browser) and eliminate unwanted messages
    (then you can open
  • email in Outlook, Eudora, etc.).
  • Use Instant Messenger for exchanges with close
    friends and business associates that previously
    you would have done with email.
  • Use a peer-to-peer file sharing service (like
    Kazaa available at http//www.kazaa.com/us/index.h
    tm) for exchanging files that you dont need to
    keep secret (instead of using email attachments).
  • For exchanging files you need to protect, use
  • password protected FTP.

17
Tips for Dealing with Spam (cont.)
  • Use personal Web pages to deliver non-secret
    messages.
  • Use a personal code in the subject line (one
  • that you change each day) so they can know
  • what messages are really from you.
  • 10. Set your email filter so you only receive
    email from
  • known addresses.
  • 11. Switch to an ISP that pre-screens email for
    virus and
  • spam, and that allows you to set your own
    email
  • before the messages arrive at your
    computer.
  • 12. Report spam to SpamCop - http//www.spamcop.ne
    t/ or the National Fraud Information Center -
    http//www.fraud.org/.

18
Humor Break
19
Solving General Email Problems
  • TIP 1
  • Problem The list of email addresses is longer
    than the message.
  • Solution When youre sending an email to more
    than one person, just hide the recipient list
    using your email applications Blind Copy (Bcc)
    feature. You can either address the message to
    yourself or leave the To field blank (if your
    mailer will let you). Then Bcc everyone else.

20
Solving General Email Problems (cont.)
  • TIP 2
  • Problem The forwarded messages you send are
    overloaded with excess baggage - distracting gt
    symbols, extra spaces, carriage returns, and
    bizarre word wrapping.
  • Solution A quick cut and paste into eCleaner (a
    free utility available at http//www.pcworld.com/d
    ownloads/file_description/0,fid,6492,00.asp will
    rid the email of junk before you forward it on).

21
Solving General Email Problems
  • TIP 3
  • Problem You have a file thats too large to
    attach to an email but you need to send it to
    someone.
  • Solution If you need to send and receive large
    files, use znail (http//www.znail.com), a web
    site for file storing and sharing. You upload a
    file to znail using your browser, then send the
    recipient an email with a link for file
    retrieval.

22
Solving General Email Problems
  • TIP 4
  • Problem Youve asked someone to remove you from
    their email list to no avail.
  • Solution Use the Bounce Spam Mail utility to
    deliver a fake bounce message (http//www.pcworld.
    com/downloads/file_description/0,fid,5402,00.asp).
    It looks authentic and the other person will
    think your email address is invalid.

23
Solving General Email Problems
  • TIP 5
  • Problem You reply to email and include all the
    text of the original message which wastes
    bandwidth.
  • Solution Most email clients include the
    original in replies but you can change the
    default by following the instructions in your
    email program. If you prefer to keep the
    original text in your reply by default, you can
    remove it on a case-by-case basis. In any email
    program, press Crtl-A to select all of the
    original text, then start typing your reply. The
    original text will disappear, replaced by your
    response.

24
Solving General Email Problems
  • TIP 6
  • Problem You want to forward a URL to someone
    but the URL is very long.
  • Solution Use SnipURL.com (http//snipurl.com/),
    a free site that trims long URLs to 13
    characters. Add the snipped Url to your email,
    and when the recipient clicks it, the site
    invisibly sends them to the lengthy link.

25
Solving General Email Problems
  • TIP 7
  • Problem You read mail on newsgroups but you want
    to keep prying eyes (bots that scoop up email
    addresses for spammers) from getting a usable
    email address.
  • Solution You can either insert characters that
    legitimate
  • users can remove, or you can physically
    break up your address so a bot cant read it.
    For example, change your email address in the
    Reply to field to something like
    SuzanneREMOVETHIS_at_incolsa.net, or break up
  • your signature line like this
  • Suzanne_at_incolsa.
  • net

26
The Future of Email
  • Voice Recognition (http//dir.yahoo.com/Business_a
    nd_Economy/Shopping_and_Services/Computers/Softwar
    e/Voice_Recognition/)
  • Email retrieval systems from public telephones
    (http//www.tccteleplex.com/services.htm)
  • Incorporation of rich media (http//www.dynamicsdi
    rect.com/profile.asp)
  • Greater personalization (http//www.incredimail.co
    m/english/splash.html)
  • InterPlanetary Internet (http//www.ipnsig.org/hom
    e.htm)
  • Send email to yourself or others at some time in
    the future (http//www.mailtothefuture.com/pub
    lic/logon?http//www.mailtothefuture.com/)
  • FaceMail (email with virtual people)
    (www.lifefx.com/FaceOfTheInternet/introA.html)

27
The Future of Email (cont.)
  • Incredimail http//www.incredimail.com/english/s
    plash.html

28
The Future of Email (cont.)
  • LifeFX www.lifefx.com/FaceOfTheInternet/introA.h
    tml

29
The Future of Email (cont.)
  • TCC Teleplex http//www.tccteleplex.com/services
    .htm

30
Resources
  • The Email Guide -http//emailaddresses.com/email_g
    uide.htm
  • Email Access via the Web - http//www.firstpr.com/
    au/web-mail/
  • Which Free Web-mail Address is the One to Own? -
    http//reviews.cnet.com/4520-9236_7-5148351.html
  • Hassle-Free E-Mail -http//www.pcworld.com/resourc
    e/printable/article/0,aid,114149,00.asp
  • Electronic Mail - http//livinginternet.com/e/e.h
    tm
  • Spam-Proof Your In-Box http//www.pcworld.com/re
    source/printable/article/0,aid,115885,00.asp
  • Bigger Threats, Better Defense
    http//www.pcworld.com/resource/printable/article/
    0,183,115939,00.asp
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