chapter 8 e-mail

Chapter 8Chapter 8Using E-mailUsing E-mail

Learning ObjectivesLearning Objectives

Explain how e-mail works.Explain how e-mail works.

Add or edit Windows Mail e-mail accounts and Add or edit Windows Mail e-mail accounts and specify different Windows Mail options.specify different Windows Mail options.

Send and receive e-mail messages.Send and receive e-mail messages.

Print and save e-mail messages.Print and save e-mail messages.

Differentiate between emoticons, acronyms, and Differentiate between emoticons, acronyms, and text shortcuts.text shortcuts.

Learning ObjectivesLearning Objectives

Manage Windows Mail folders.Manage Windows Mail folders.

Explain how to use the Windows Contacts.Explain how to use the Windows Contacts.

Find messages and contacts in Windows Mail.Find messages and contacts in Windows Mail.

Use a Web-based e-mail service (webmail).Use a Web-based e-mail service (webmail).

Chapter FocusChapter Focus

E-mail (Electronic Mail)E-mail (Electronic Mail)

Windows MailWindows Mail

Sending and Receiving E-mailSending and Receiving E-mail

Managing FoldersManaging Folders

Windows ContactsWindows Contacts

Finding Messages and Contact InformationFinding Messages and Contact Information

WebmailWebmail


Users send billions of e-mail messages everydayUsers send billions of e-mail messages everyday

E-mail clientsE-mail clients

E-mail programs are used to compose, send, and E-mail programs are used to compose, send, and receive e-mail messagesreceive e-mail messages

Simple Mail Transfer Protocol (SMTP)Simple Mail Transfer Protocol (SMTP)

When message is sent, SMTP server will contact When message is sent, SMTP server will contact a DNS server to find the IP address for the a DNS server to find the IP address for the domain and route the message accordinglydomain and route the message accordingly

E-mail E-mail Message Message RoutingRouting



If originating SMTP server cannot connect with If originating SMTP server cannot connect with the destination mail-server, message goes into the destination mail-server, message goes into a queue or waiting list from and is resent a queue or waiting list from and is resent periodically. If underliverable, sender receives periodically. If underliverable, sender receives a messagea message


Two main protocols for handling incoming e-mail Two main protocols for handling incoming e-mail messagesmessages

Post Office Protocol 3 (POP3)Post Office Protocol 3 (POP3)

Messages are downloaded to the user’s local Messages are downloaded to the user’s local computercomputer

Messages are generally erased from server Messages are generally erased from server after downloadingafter downloading

Internet Message Access Protocol (IMAP)Internet Message Access Protocol (IMAP)

User can read and manipulate messages User can read and manipulate messages without downloading to local machinewithout downloading to local machine

Users can access from different computersUsers can access from different computers


Aside from POP3 and IMAP, some mail providers – Aside from POP3 and IMAP, some mail providers – such as Hotmail – let users receive mail through a such as Hotmail – let users receive mail through a standard e-mail client using the HTTP protocolstandard e-mail client using the HTTP protocol

Multipurpose Internet Mail Extensions (MIME) Multipurpose Internet Mail Extensions (MIME) protocolprotocol

Handles e-mail message attachmentsHandles e-mail message attachments

E-mail (Electronic Mail)E-mail (Electronic Mail)ReviewReview

What is the process by which an e-mail message What is the process by which an e-mail message travels from sender to recipient?travels from sender to recipient?

What is the difference in the way that POP3 and What is the difference in the way that POP3 and IMAP incoming mail servers work?IMAP incoming mail servers work?

What happens if an SMTP server cannot find a What happens if an SMTP server cannot find a destination POP3 or SMTP server right away?destination POP3 or SMTP server right away?


Included as part of the default Windows Vista Included as part of the default Windows Vista installationinstallation

Replaces older Outlook Express included with Replaces older Outlook Express included with previous Windows versionsprevious Windows versions

Includes new features not present in Outlook Includes new features not present in Outlook ExpressExpress

Spam filtersSpam filters

Pfishing filtersPfishing filters

Needs to be configured before useNeeds to be configured before use

Offers a number of preference settings users can Offers a number of preference settings users can choosechoose


Setting up a Windows Mail E-mail AccountSetting up a Windows Mail E-mail AccountTo configure Windows Mail for e-mail, clickthe Add button and thenclick Mail in the menu.

Windows Mail Internet Accounts Windows Mail Internet Accounts Dialog BoxDialog Box


Setting up a Windows Mail E-mail AccountSetting up a Windows Mail E-mail Account

First time Windows Mail is started, a wizard will First time Windows Mail is started, a wizard will guide users through the set-up processguide users through the set-up process

Before setting up Windows Mail the first time, Before setting up Windows Mail the first time, users should obtain the following information from users should obtain the following information from their ISPtheir ISP

Account name and passwordAccount name and password

Type of e-mail server (POP3, IMAP, HTTP)Type of e-mail server (POP3, IMAP, HTTP)

Name of incoming and outgoing e-mail server Name of incoming and outgoing e-mail server to be usedto be used

Whether or not ISP requires Secure Password Whether or not ISP requires Secure Password Authentication (SPA)Authentication (SPA)


E-mail Account WizardE-mail Account Wizard


Once an e-mail account has been added to Once an e-mail account has been added to Windows Mail, new accounts can be added or Windows Mail, new accounts can be added or existing accounts changed by clicking Tools on existing accounts changed by clicking Tools on the menu bar and then clicking Accountsthe menu bar and then clicking Accounts

Check set up byCheck set up byselecting theselecting theaccount in theaccount in theMail category ofMail category ofthe Internetthe InternetAccounts dialogAccounts dialogbox and clickbox and clickPropertiesProperties

Enter theappropriateinformationon the Serverstab to configurean e-mailaccount.


Setting Windows Mail OptionsSetting Windows Mail Options

Default Windows Mail options can be changed Default Windows Mail options can be changed by clicking Tools on the menu bar and then by clicking Tools on the menu bar and then clicking Optionsclicking Options

Options dialog box contains the following tabs Options dialog box contains the following tabs which user can choose to set various optionswhich user can choose to set various options

GeneralGeneral

ReadRead

ReceiptsReceipts

SendSend

ComposeCompose



SignaturesSignatures

SpellingSpelling

SecuritySecurity

ConnectionConnection

AdvancedAdvanced

Windows Mail Windows Mail Options Dialog BoxOptions Dialog Box



Windows Mail Window Layout Properties Windows Mail Window Layout Properties dialog box can be used to change the default dialog box can be used to change the default Windows Mail layoutWindows Mail layout

Window Layout Window Layout Properties Properties Dialog BoxDialog Box

Windows Mail Windows Mail ReviewReview

What information is needed to set up a Windows What information is needed to set up a Windows Mail e-mail account?Mail e-mail account?

How can a Windows Mail e-mail account be added How can a Windows Mail e-mail account be added or changed?or changed?

How can Windows Mail default options be changed?How can Windows Mail default options be changed?


Windows Mail menu bar and toolbar offer Windows Mail menu bar and toolbar offer commands necessary to send and receive e-mail commands necessary to send and receive e-mail messagesmessagesBy default, Windows Mail opens with the Inbox By default, Windows Mail opens with the Inbox selected in the Folders listselected in the Folders list

Message list displays mail that has been Message list displays mail that has been downloaded from the mail serverdownloaded from the mail serverChronological order can be changed by clicking Chronological order can be changed by clicking the Received column headingthe Received column headingMessages can be listed by sender in ascending Messages can be listed by sender in ascending or descending alphabetical orderor descending alphabetical orderPreview pane displays the contents of the Preview pane displays the contents of the message selected in the message listmessage selected in the message list


Create and Send a MessageCreate and Send a Message

Message HeadersMessage Headers

To – recipient addressTo – recipient address

Cc – carbon copyCc – carbon copy

Bcc – blind carbon copyBcc – blind carbon copy

Subject – courtesy to recipient who will see Subject – courtesy to recipient who will see subject in inbox without having to open subject in inbox without having to open messagemessage


Status bar

Folder list

toolbar

Menu bar

Priority attachment Flag

Active folder Selected message

Message list

Preview pane

New Message WindowNew Message Window


Formattingtoolbar

messageheader

toolbar

Messagewindowmenu bar

messagebody



Message PrioritiesMessage Priorities

Low, Normal, or High priority can be chosenLow, Normal, or High priority can be chosen

High Priority notification – exclamation point High Priority notification – exclamation point added to the messageadded to the message

Low Priority notification – down-pointing arrow Low Priority notification – down-pointing arrow added to the messageadded to the message



Read receiptRead receipt

If enabled, this option means sender requests If enabled, this option means sender requests confirmation that the recipient received and confirmation that the recipient received and read the messageread the message

Recipient will receive a read receipt dialog box Recipient will receive a read receipt dialog box to which yes or no can be clickedto which yes or no can be clicked



SignatureSignature

Can be created and then automatically added Can be created and then automatically added to new messages in the body text boxto new messages in the body text box

Sent MessagesSent Messages

Will be stored in the Windows Mail Sent Items Will be stored in the Windows Mail Sent Items folderfolder

Drafts folderDrafts folder

Can be used toCan be used tosave messagessave messagesnot yet sentnot yet sent


Receiving MessagesReceiving Messages

User can set up Windows Mail to receive User can set up Windows Mail to receive messages at a regular time intervalmessages at a regular time interval

Clicking the Send/Receive button tells Clicking the Send/Receive button tells Windows Mail to check the mail server Windows Mail to check the mail server between the regularly scheduled intervalbetween the regularly scheduled interval

When Send/Receive button is clicked, any unsent When Send/Receive button is clicked, any unsent mail in the Outbox folder will be sent as wellmail in the Outbox folder will be sent as well


Replying to and Forwarding MessagesReplying to and Forwarding Messages

Clicking Reply buttonClicking Reply button

Opens a reply message text boxOpens a reply message text box

Sender’s address now in Sender’s address now in ToTo text box text box

Recipient’s address now in Recipient’s address now in FromFrom text box text box

Clicking Reply All buttonClicking Reply All button

Adds all address in the Adds all address in the ToTo, , CcCc, and , and BccBcc from from original message to the To text box in the new original message to the To text box in the new messagemessage


Replying to and Forwarding MessagesReplying to and Forwarding Messages

All messages created by clicking ReplyAll messages created by clicking Replyor Reply Allor Reply All

Prefix of Prefix of ReRe: will be added to the Subject field: will be added to the Subject field

Contents of original message will still be Contents of original message will still be contained in the message body – user can contained in the message body – user can leave or deleteleave or delete


Replying to and Forwarding MessagesReplying to and Forwarding MessagesClicking Forward buttonClicking Forward button

ToTo text box will be empty text box will be emptyOriginal message contents in the message body Original message contents in the message body text boxtext boxFwFw: prefix appears before subject: prefix appears before subject

Deleting MessagesDeleting MessagesMessages can be deleted by selecting a message Messages can be deleted by selecting a message in the message list and clicking Delete button or in the message list and clicking Delete button or choosing Delete from the Edit menuchoosing Delete from the Edit menuWindows Mail stores deleted messages in the Windows Mail stores deleted messages in the Deleted Items folderDeleted Items folderDeleted Items folder can be emptiedDeleted Items folder can be emptied

Reply MessageReply Message


replymessage

originalmessage


Printing MessagesPrinting Messages

User can choose printing parameters in Print User can choose printing parameters in Print dialog box and then print the messagedialog box and then print the message

Adding AttachmentsAdding Attachments

Insert, File Attachment or click the Attach buttonInsert, File Attachment or click the Attach button

Messages from Reply or Reply All actions does Messages from Reply or Reply All actions does not include attachments from original messagenot include attachments from original message

Messages from Forward actions do include Messages from Forward actions do include attachments from original messageattachments from original message

Message AttachmentMessage Attachment


attacheddocument


Netiquette - Netiquette - Internet etiquetteInternet etiquette

Remember that once a message has been sent it Remember that once a message has been sent it cannot be retrievedcannot be retrieved

Realize that messages can be forwardedRealize that messages can be forwarded

Do not write using uppercase letters, it is Do not write using uppercase letters, it is considered SHOUTINGconsidered SHOUTING

Always include descriptive Subject as a courtesyAlways include descriptive Subject as a courtesy


Netiquette - Internet etiquetteNetiquette - Internet etiquetteUse Use BccBcc text box when sending a message to text box when sending a message to several people so the message will not start with several people so the message will not start with a long list of e-mail addressesa long list of e-mail addressesAsk permission before forwarding a message to Ask permission before forwarding a message to someone else, particularly if the massage someone else, particularly if the massage contains information that might be regarded as contains information that might be regarded as privateprivateDo not forward chain lettersDo not forward chain lettersCheck for spelling errors and other mistakesCheck for spelling errors and other mistakesBefore forwarding a warning about a virus or Before forwarding a warning about a virus or scam, verify the legitimacy of the warning by scam, verify the legitimacy of the warning by checking on a site like checking on a site like www.snopes.www.snopes.comcom

http://www.snopes.com/

http://www.snopes.com/


EmoticonsEmoticons

Symbols that are used to express emotionSymbols that are used to express emotion

A smile represented by :-)A smile represented by :-)

A frown represented by :-(A frown represented by :-(

AcronymsAcronyms

Often used as a shortcut to typing a common Often used as a shortcut to typing a common phrase in fullphrase in full

LOL for “laughing out loud”LOL for “laughing out loud”

Appropriate for informal messages and instant Appropriate for informal messages and instant e-maile-mail


Text ShortcutsText Shortcuts

Use letters and sometimes numbers to imitate the Use letters and sometimes numbers to imitate the sound of a phrasesound of a phrase

CUCU for for see yousee you or or L8RL8R for for laterlater

Sending and Receiving E-mail Sending and Receiving E-mail ReviewReview

What does the header portion of an e-mail message What does the header portion of an e-mail message window contain?window contain?

What is the difference between a carbon copy (What is the difference between a carbon copy (CcCc) ) and a blind carbon copy (and a blind carbon copy (BccBcc)?)?

What are some basic netiquette rules for e-mail?What are some basic netiquette rules for e-mail?

What are emoticons, acronyms, and text shortcuts, What are emoticons, acronyms, and text shortcuts, and what are they used for?and what are they used for?


Windows Mail comes configured with foldersWindows Mail comes configured with folders

Inbox, Outbox, Sent Items, Deleted Items, and Inbox, Outbox, Sent Items, Deleted Items, and DraftsDrafts

Cannot be deleted or changedCannot be deleted or changed

User can create additional folders which can be User can create additional folders which can be deleted or modifieddeleted or modified

Messages can be moved into different foldersMessages can be moved into different folders

Message RulesMessage Rules

Automate process of directing incoming Automate process of directing incoming messages to specified foldersmessages to specified folders

Work only for POP3 mail server accountsWork only for POP3 mail server accounts

Windows Mail FoldersWindows Mail Folders


number ofmessages

expanded folder(click – to collapse)

collapsed folder(click + to expand)


Message RuleMessage Rule

Create Folder Create Folder Dialog BoxDialog Box

Managing FoldersManaging FoldersReviewReview

What are the default folders created in Windows What are the default folders created in Windows Mail?Mail?

How can you create a new folder?How can you create a new folder?

What can message rules be used for?What can message rules be used for?


Stores contact information, including e-mail Stores contact information, including e-mail addresses that can be used in Windows Mail addresses that can be used in Windows Mail messagesmessages

Windows Mail can automatically add a message Windows Mail can automatically add a message sender’s e-mail addresses to the Windows Contacts sender’s e-mail addresses to the Windows Contacts when the recipient replies to a messagewhen the recipient replies to a message

Groups can be created by clicking the New Contact Groups can be created by clicking the New Contact Group buttonGroup button


A saved group identifies a collection of relatedA saved group identifies a collection of relatede-mail addresses that can save time when e-mail addresses that can save time when addressing e-mail messagesaddressing e-mail messages

Deleting an individual contact simultaneously Deleting an individual contact simultaneously deletes it from any groups that it might be indeletes it from any groups that it might be in

Deleting a group does not delete the individual Deleting a group does not delete the individual contact addresses that comprise the groupcontact addresses that comprise the group

Windows Mail Contact List Automatic Windows Mail Contact List Automatic E-mail Address Saving OptionE-mail Address Saving Option


Properties Dialog Properties Dialog Box for a ContactBox for a Contact


Properties Dialog Properties Dialog Box for a GroupBox for a Group

Print Dialog BoxPrint Dialog Box


Choose an optionfor printing contactinformation.

Windows ContactsWindows ContactsReviewReview

How can you save e-mail addresses to the Windows How can you save e-mail addresses to the Windows Contacts?Contacts?

What is a group contact?What is a group contact?

What options are available for printing Windows What options are available for printing Windows Contacts contact and group information?Contacts contact and group information?

Finding Messages and Contact Finding Messages and Contact InformationInformation

Search function that offers a variety of different Search function that offers a variety of different methods for finding e-mail messages and contactsmethods for finding e-mail messages and contacts

Can be used to search for specified data located in Can be used to search for specified data located in the message header area and/or the message bodythe message header area and/or the message body

Windows Contacts can be searched by clicking Edit Windows Contacts can be searched by clicking Edit on the menu bar, pointing to Find, and then clicking on the menu bar, pointing to Find, and then clicking PeoplePeople

Right-clicking a name in the search results, Right-clicking a name in the search results, pointing to Action, and then clicking Send E-mail pointing to Action, and then clicking Send E-mail opens a New Message windowopens a New Message window

Find Message WindowFind Message Window


currentfolder

WindowsContacts willsearch Inboxmessagesfor test results.

searchresults

Find People Dialog BoxFind People Dialog Box


search forinformationby name

contact

searchresults

Finding Messages and Contact Finding Messages and Contact Information ReviewInformation Review

How do you open the Find Message window?How do you open the Find Message window?

What parts of a message can Windows Mail search What parts of a message can Windows Mail search within?within?

How can a Find People dialog box search result How can a Find People dialog box search result listing be used to create a new e-mail message?listing be used to create a new e-mail message?

WebmailWebmail

Provides e-mail accounts accessible through any Provides e-mail accounts accessible through any Web browser from any computerWeb browser from any computer

Contents usually remain on the webmail provider’s Contents usually remain on the webmail provider’s server and are not downloaded to a local computerserver and are not downloaded to a local computer

Underwrite free e-mail accounts through the Underwrite free e-mail accounts through the advertising they carryadvertising they carry

Users may have to put up with annoyance of Users may have to put up with annoyance of banner ads and pop-up windowsbanner ads and pop-up windows

Yahoo!Mail and Hotmail are examplesYahoo!Mail and Hotmail are examples

Google Gmail InboxGoogle Gmail Inbox

WebmailWebmail

WebmailWebmailReviewReview

What is webmail?What is webmail?

How can webmail providers offer free e-mail How can webmail providers offer free e-mail service?service?

chapter 8 e-mail

Technology

windows mail email accounts

windows mail folders

time windows mail

email windows mail menu

windows mail default

email electronic mail

mail category

mail providers