Chapter 20
Working with E-Mail
1
What’s Inside and on the CD?
• In this chapter you will learn basics of e-mail, including:
– How to use electronic address book
– How to organize e-mail messages
– Maintain tight e-mail security
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What is e-mail?
• E-mail is an electronic version of postal system
• An e-mail message is an electronic document
transmitted over a computer network
– Arrives in your electronic Inbox
– Stored in outbox until you are ready to send them
• An e-mail header contains the sender’s e-mail address,
recipient’s address, one-line summary of the message,
and the data and time the message was written
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What is e-mail?
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What is e-mail?
• An e-mail system is computers and software that
provide e-mail services
• An e-mail server is a computer that acts as central post
office
• Large organizations often use internal mail servers for
security and special uses
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What is e-mail?
• To send and receive e-mail, you need:
– Internet connection
– E-mail account
– E-mail software
• E-mail client software
• Local e-mail
• Webmail
• An e-mail account has unique e-mail address
– Typically consists of user ID, followed by @ sign and
server name
– Example: john_smith@mtc.com
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How does local e-mail work?
• An e-mail server stores your incoming messages until you
launch your e-mail client and get your mail
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How do I set up local e-mail?
• Select a local e-mail client
– Microsoft Outlook is one of the most popular
– Proprietary e-mail clients
• Configure it with the following information
– E-mail user ID
– E-mail password
– Address for outgoing (SMTP) server
– Address for incoming (POP3) server
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How do I set up local e-mail?
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How does Webmail work?
• Typically a free service accessed using a browser
– Sometimes can be accessed using a local e-mail
client
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How do I get a Webmail account?
• Automated process you can complete online
• Access a Webmail site
– Gmail
– Hotmail
– Yahoo Mail
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How do I get a Webmail account?
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How do I write an e-mail message?
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How do I write an e-mail message?
• As you enter text:
– Use the mouse or arrow keys to move insertion point
– Use the Backspace key to delete to left of point
– Use the Delete key to delete to right of point
• When using word processing software, press the Enter
key at end of paragraph
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How do I write an e-mail message?
• To send messages to more than one address, enter
additional addresses in the To: box
– Use the Cc: box to send message to interested
parties not needing to act
– Header included that lists all other recipients
• To hide additional recipients, enter in Bcc: box
• Most e-mail clients support formatted text such as bold
and italics
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How do I read and apply to an e-mail
message?
• To read a message, click the message in your Inbox list
• To respond, click Reply button or link, type response
• To respond to all who received message, click Reply All
button or link, type response
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How do I forward an e-mail message?
• When the forwarding process is initiated, the original
message is copied into new window complete with
sender’s address
– Enter address of person to whom message is
forwarded
– Add text to forwarded message to explain why it is
being passed on
– Some software allows original message to be altered
• To forward a message in Gmail:
– Click message
– Click Forward link
– Enter address of person to whom it is forwarded
– Click Send
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How do I use the address book?
• An e-mail address book contains a list of addresses for
individuals and groups
• When addressing mail, simply type the first few
characters of any address in the address book, and your
e-mail software will complete the entry
• A mail group is a list of e-mail addresses stored under a
unique title
• Most address books include fields for expanded contact
information
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How do I use the address book?
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How do I send e-mail attachments?
• An E-mail attachment is a file attached to and sent
along with e-mail message
– The files used for e-mail attachments can be stored on
your computer’s hard disk or another storage device
– Consider zipping large files before you attach them
– As an alternative to attachments, you can use Web
links
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How do I view, save, and delete e-mail
attachments?
• You can save an attachment on your hard disk for later
use
• You can delete an e-mail attachment but leave text
• You should save suspicious attachments on disk before
opening. Use antivirus software to check
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How do I manage my e-mail
messages?
• E-mail software includes tools for organizing messages
– Unread mail is usually displayed in bold
– Your e-mail client might provide a way to prioritize
messages
– A more targeted way to find messages is by
searching for a word or phrase
– Delete mail that you don’t need to keep
– Use predefined folders in the e-mail client
– Create additional folders or subfolders to group
messages
– Use folders for archiving mail
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How do I manage my e-mail
messages?
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What other e-mail features come in
handy?
•
•
•
•
•
•
•
•
Autoforward
Autoreply
E-mail tracking
Multiple accounts
Synchronization
Encryption
Signatures
Backup
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Is e-mail safe?
• To protect your computer and data from spam and other
risks, consider the following precautions:
– Never reply to spam
– Never open suspicious attachments or click links in
dubious e-mail messages
– Report spam
– Use spam filters
– Change your e-mail account if spam gets out of hand
– Use an e-mail provider that filters spam
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Is e-mail safe?
– Make sure your antivirus software is configured to
scan incoming mail and attachments
– Provide your e-mail address only to those people
from whom you want to receive e-mail
– Be cautious when sending sensitive data
– Understand policies relating to message storage and
access
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How does netiquette apply to
e-mail?
• Netiquette is a series of customs or guidelines for
avoiding misunderstanding, maintaining civilized
discourse, or carrying on effective communication
• The most important rules are:
– Consider the purpose of the correspondence
– Avoid using abbreviations, slang, smileys, and shorthand
– Review messages before sending them
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How does netiquette apply to
e-mail?
– Be cautious when using sarcasm and humor
– Be polite
– Try to respond promptly to messages and make your reply
concise and accurate
– Avoid replying to all recipients
– Don’t send huge attachments
– Put a meaningful title on the subject line
– Be careful when embedding Web links
– Make sure you follow school and company guidelines
– Legal documents requiring a signature should be sent
through traditional delivery
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How do I troubleshoot common e-mail
problems?
• Problems sometimes prevent e-mail messages from
being sent, delivered, or read:
– Blocked by antivirus software
– No connection
– Internet outages
– Blocked for abuse
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How do I troubleshoot common e-mail
problems?
–
–
–
–
–
–
Invalid address
Disk full
Inbox overflow
Attachment won’t open
Garbled messages
Lost formatting
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