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Hints for Organizing Emails for Genealogy


Title: River Dance Web Committee Meeting Author: Currie Colket Last modified by: Currie Created Date: 2/11/2008 1:57:32 AM Document presentation format – PowerPoint PPT presentation

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Title: Hints for Organizing Emails for Genealogy

Hints for Organizing Emails for Genealogy
1 October 2013 Manatee Genealogical Society-
Computer Special Interest Group Currie
Colket Slides at http//www.colket.org/genealogy/
  • email versus Traditional Postal Mail
  • Typical email Functions
  • History of emails
  • POP (Post Office Protocol)
  • IMAP (Internet Message Access Protocol)
  • Free email Accounts
  • Internet Service Provider (ISP) Email Accounts
  • Hosted Email Accounts
  • Example Email Services
  • Yahoo.com
  • Gmail.com
  • Hosted (Network Solutions gt colket_at_colket.org)

Emails Versus Traditional Postal Mail
  • email message - Instead of using a pen to write a
    letter on paper, you use your keyboard to type an
    email message in an email program on your
  • Sending the email - When the email is finished
    and has been addressed to the recipient's email
    address, press the Send button in the email
    program. A stamp is not needed.
  • email transport - Like postal services transport
    letters and parcel, email servers transmit email
    messages from sender to recipient. Usually,
    emails are not delivered to the recipient
    directly, though, but waiting at the "nearest"
    mail server to be picked up by their Internet
    Service Provider (ISP)
  • Fetching new mail - If you've got new snail mail
    in your mailbox, you go and fetch it. Similarly,
    your email program can check for new email
    messages at your email server and download them
    for you to read.

Typical Email Functions
  • Populate inbox with new messages
  • Functions to Save, Download, Delete, Reply, Reply
    All, or Forward email
  • Functions to attach documents for outgoing email
  • Functions to download/save attachments for
    incoming mail
  • Functions to manage email folders (directories)
  • Functions to manage email addresses (contacts)

Many More Specialized Functions, especially for
Social Networking Skype type of video
History of Emails - 1
  • In early 1960s computers were standalone with
  • Different operating systems for different
  • Different commands to perform similar functions
    (e.g., login, search)
  • No communication between computers
  • Intergalactic Computer Network concept by J.C.R
    Lickider of Bolt, Beranek, and Newman (BBN) in
    August 1962
  • Concept contained almost everything the Internet
    is today.
  • DOD Advanced Research Project Agency (ARPA)
    adopted research concepts as ARPAnet as a means
    to share defense information between labs during
    the cold war.
  • Contract awarded to BBN on 7 April 1969.
  • Allowed communication between users of computers
    via packets of information.
  • First demonstration message sent on 29 October
    1969 from a computer at UCLA to a computer at
  • - The message was received correctly, but caused
    the Stanford computer to crash?

Man on Moon 20 July 1969
History of the Internet - 2
  • By September 1971, 23 nodes at DOD research
    centers and universities.
  • In 1971, the first network-to-network email was
  • By 1973, 75 of ARPAnet traffic was email
  • By 1973, the file transfer protocol (ftp) was
    developed to allow file transfers over the
  • By 1981, there were 213 hosts with a new host
    added every 20 days
  • Typically use an email protocol 2 Most Popular
  • POP (Post Office Protocol)
  • IMAP (Internet Message Access Protocol)

My first email address in 1979 was colket at OSU
while working on Masters It was local and could
only send and receive email from that OSU
My first internet address in 1982 was
colket_at_nadc.navy.mil The extra nadc.navy.mil is
called the Domain Name each host had a unique
Domain Name
POP(Post Office Protocol)
  • email sent gt
  • It usually cannot be delivered directly to your
  • Message has to be stored somewhere by your ISP
    which is online 24 hours on 7 days of the week
  • As your ISP's mail server receives email from the
    internet it will look at each message and store
    it in your inbox
  • ISP receives the message for you and keeps it
    until you download it.
  • This folder is where the message is kept until
    either you retrieve it or one of your ISP's
    administrators finds your account has been filled
    and decides to delete all the mail in it
  • Things that can be done via POP include
  • Retrieve mail from an ISP and delete it on the
  • Retrieve mail from an ISP but not delete it on
    the server.

Problems With POPMultiple Computers Offline
  • In a typical POP session, you will download all
    (new) messages and delete them from the server
    immediately. This procedure works perfectly fine
    as long as you access your email from only one
    computer (and only one email program).
  • As soon as you try to work on your email from
    more than one machine (a desktop at work and a
    laptop at home, for example), things get clumsy
    and complicated. Soon enough, you'll start
    forwarding and redirecting messages to yourself
    or set up two independent email accounts that
    forward to each other.
  • At the root of your problem lies POP's concept of
    offline email access. Email messages are
    delivered to the server. Your email program
    downloads them to your computer and deletes all
    messages from the server immediately. This means
    they are all local to that computer, where you
    operate on them.

IMAP - 1(Internet Message Access Protocol)
  • IMAP attempts to help remedy this unfortunate
  • Basically, you operate on the mailbox that
    resides on the server as if it were local to your
    computer. Messages are not downloaded and deleted
    immediately, but reside on the server. There,
    they can be marked with several flags, for
    example "seen", "deleted", "answered", "flagged",
    or other, user-defined flags.
  • What else do you do with messages in your email
    client? You would file them in different folders,
    and you would search the folders for specific
    messages. You can set up mail folders and file
    messages there, and you can tell the server to
    search its repository as you wish

IMAP 2(Internet Message Access Protocol)
  • IMAP also allows access to shared mailboxes. This
    is an easy means of sharing information, or to
    make sure an email inquiry (to a support mailbox,
    for example), is dealt with. All support staff
    can access the IMAP mailbox, and they will
    instantly see which messages have been answered
    and which are still pending.
  • IMAP was designed for online email access. You
    operate on the mailbox on the server as if it was
    on your computer. This allows for using multiple
    computers to access the same email account
  • I really like IMAP and highly recommend it
  • POP is better for off-line library research
  • Where access to emails is required.

POP versus IMAP
  • Most email services support POP and/or IMAP
  • This means you can download your messages to any
    email program (such as Windows Live Mail,
    Outlook, Mozilla Thunderbird, Mac OS X Mail or
    iOS Mail).
  • POP Notes
  • Mail is always downloaded to computer and hence
    available whether on-line or off-line
  • Possible to process emails while on travel
  • Possible to reference emails while in library
  • IMAP Notes
  • Only access to email when online
  • Can access email and folders anywhere in the
    world with internet access

  • email versus Traditional Postal Mail
  • Typical email Functions
  • History of emails
  • POP (Post Office Protocol)
  • IMAP (Internet Message Access Protocol)
  • Free email Accounts
  • Internet Service Provider (ISP) Email Accounts
  • Hosted Email Accounts
  • Example Email Services
  • Yahoo.com
  • Gmail.com
  • Hosted (Network Solutions gt colket_at_colket.org)

Free Email Accountshttp//email.about.com/od/free
  • Top 8 Free Email Services (as of Jan 2013)
    Ranked by preference
  • yourname_at_gmail.com Googles approach to email
    chat almost unlimited message storage simple,
    but very smart interface Supports POP and IMAP.
  • Zoho is a solid email service with ample storage,
    POP and IMAP access, some integration with
    instant messaging and online office suites. Aimed
    at professional users
  • yourname_at_aol.com America On-Line (AOL)'s shines
    with unlimited online storage, very good spam
    protection and a rich, easy to use
    interface.yourname_at_iCloud free email service
    from Apple with ample storage, IMAP access and an
    elegantly functional web application. Limited
    productivity tools. No POP Interface
  • yourname_at_Outlook.com serves free email with
    practically unlimited storage accessible on the
    web with a rich and helpful interface for using
    POP no IMAP
  • yourname_at_hotmail Windows Live Hotmail is a free
    email servicyahoo.com - e that gives you
    unlimited storage, fast search, solid security,
    POP access - no IMAP access.
  • yourname_at_yahoo.com Yahoo Mail is your
    ubiquitous email program on the web, Windows 8
    and mobile devices with unlimited storage,
    Supported by most systems.
  • yourname_at_mail,com - Mail.com and GMX Mail are
    reliable email services filtered well of spam and
    viruses whose unlimited online storage you can
    use with a rich web interface and mobile apps.
    POP and iMAP access are available as a paid

Internet Service Provider (ISP) Email Accounts
  • Email account comes free from ISP
  • colket_at_verizon.net
  • colket_at_tampabay.rr.com
  • colket_at_att.net
  • Most have good features.
  • I have a hosted account on verizon.net

Hosted Sites
  • email versus Traditional Postal Mail
  • Typical email Functions
  • History of emails
  • POP (Post Office Protocol)
  • IMAP (Internet Message Access Protocol)
  • Free email Accounts
  • Internet Service Provider (ISP) Email Accounts
  • Hosted Email Accounts
  • Example Email Services
  • Yahoo.com
  • Gmail.com
  • Hosted (Network Solutions gt colket_at_colket.org)

Example of Yahoo 1inbox
Example of Yahoo - 2
Example of Yahoo 3Directory
Example of Yahoo 4Contacts
Gmail 1inbox
Gmail 2Social Networks
Gmail 3Categories / Google
colket_at_colket.org - 1Inbox
colket_at_colket.org - 2Folders
colket_at_colket.org - 3Genealogy
colket_at_colket.org - 4Contacts
Please Ask Questions if you do not Understand
Future PlansSuggestions for FutureMGS Computer
  • Transitioning To Windows 8 Touchscreen
    March 2013
  • Hints for Organizing Emails for Genealogy
    October 2013
  • Genealogy, Using Facebook to Help!" (Vickie
    Hall) November 2013
  • Sharing Research On-Line with Drop Box/Icloud
    Technology December 2013
  • Posting Genealogical Files to Your Home Page
    (Don Campbell)
  • Getting Pictures into Family History (Gay
    Schoenknecht 941-778-8689)
  • Exploring New York Times Archive
  • Exploring First Search
  • Posting Stuff to WWW
  • Explore Infoweb
  • Exploring MyHeritage.com (not to be confused
    with Heritage Quest)
  • Exploring Ancestry.com
  • Beginning Computer Stuff ???
  • Using Iphone for Genealogy (Jim???)
  • Ten Useful Internet Tips for Genealogical
  • Other Useful Programs
  • What else would you like to have addressed at
    future Computer SIG Meetings?????

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