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					                             DLC: E-mail Basics

Overview/Handouts/Notes
Overview: In this class, you will introduce: the concept of e-mail, what is needed to use e-
mail, choosing an e-mail provider, security issues of viruses and spam. Participants will learn
to use an e-mail account by performing the following: logging in, opening a message, deleting
a message, composing a message and sending it, replying to and forwarding a message, and
logging out. If students proceed quickly, this outline also covers additional topics: viewing and
sending attachments, contacts, e-mail management (deleting, using folders), and an
introduction to Spam tools available. If students would rather use extra time to set up an email
account, this outline also includes step-by-step instructions for creating a yahoo.com account.

Handouts: Yahoo! Email Basics Handout
          Internet vs. Email
          Viewing Attachments
          Sending Attachments
          Using Contacts
          Distribution Groups
          Using Folders
          Spam
          Class Survey

Note: Slides correspond to OPTIONAL PowerPoint presentation.

Class Outline

 I.   Introduction (slide 1)
      A. Introduce yourself and class assistants (if any). Write names on board if possible.
      B. Briefly introduce the DLC program, including future classes, and describe library
         services and classes that may be helpful for job seekers and people seeking to build
         their computer skills.
      C. Point out the phones, restrooms, and drinking fountain. Let students know how long
         the class will run.
      D. Ask if they have an e-mail account already and if they know how to use a mouse.
         Stress the importance of mastering the mouse and keyboard to keep up during class.

II.   What We’ll cover today (slide 2)
      A. Review slide
      B. Emphasize that the purpose of this class is to learn the most basic of email functions.
         If there is time and interest, more advanced functions can be covered.


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 III.   What is E-mail? (slide 3)
        A. E-mail, short for electronic mail, is an application that allows you to send and receive
           messages over the Internet.
        B. Compare e-mail to mailing a letter – you don’t have to know everything about the
           inner workings of the post office in order to mail a letter. (But if anyone is interested,
           here is a site that breaks it down plainly:
           http://content.hccfl.edu/pollock/Unix/EmailNotes.htm)
        C. Email does not equal Internet. (slide 4)

IV.     What You Need to Use E-mail (slide 5)
        A. At home: All the things you would need to get online: a computer with browser
           software, a wired/ wireless connection, and an ISP.
        B. At the Library: Nothing – computers are available at your library where you can set
           up an email account. Remember- even though you may set up your account at the
           library, you can access it from any computer with Internet access.

 V.     Choosing an E-mail Provider (slide 6)
        A. Review slide. Remind students not to get overwhelmed. Choosing an email provider
             is kind of like selecting stationary or an envelope for your letter: your message will
             reach the addressee regardless of what it looks like or what it’s in!
        B. In choosing a web-based e-mail provider, consider:
              Is it an established service?
              How much storage do you get? Most major providers offer a large amount of
                 storage and many offer unlimited storage. Yahoo! offers free, unlimited storage.
        C. If there are students who feel more comfortable emailing in a language other than
            English, the paragraph at the bottom of this page links to email providers in many
            other languages: http://www.emailaddresses.com/guide_types.htm

VI.     Starting an email account with Yahoo (slide 7- 9)
        A. Demonstrate how to connect to Yahoo! Mail. Use power point slides, have students
           follow along at your computer, or talk them through the process; as along as they
           can observe the process to repeat it later.
        B. Point out that most of the screen in filled with advertisements that they can ignore.
           Advertising supports the free e-mail.
        C. Point out “Help” in the upper right corner. Well-done, easy to use information.

VII.    Opening Up an E-mail Message (slide 10)
        A.    Point out the e-mail account menu on the left side as well as different parts of the
             screen.
        B.   Demonstrate the two different ways to open the inbox:
        C.   Click once on any word labeled Inbox.
        D.   Or, click once on the Check Mail button at the top left of screen.
        E.   Note that in Yahoo! and other ESPs, unread mail is in a darker, bolder font, and
             opened e-mail is lighter font.
        G.   Avoiding viruses: Emphasize that viruses can be spread by opening up suspicious e-
             mail and/or e-mail attachments. Don’t open an e-mail message or attachment unless
             you know who the sender is or know the nature of the e-mail. Antivirus software and
             firewalls are effective but not perfect.

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VIII.   Deleting an E-mail Message (slide 11)
        A. Delete unnecessary e-mail to keep things manageable.
        B. Demonstrate: Delete an e-mail (to avoid confusion it is recommended to just show
           one way of deleting a message in this class).
            Click/highlight message you want to delete.
            Click on the Delete button at the upper left of the message area.
            This e-mail should disappear.
        C. Point out the Trash folder and find their deleted e-mails listed.
        D. Note that you can also drag and drop message to Trash to delete. Messages are
           deleted at occasional intervals.

 IX.    Writing an E-mail Message (slide 12)
        A. Indicate the NEW button at left of screen.
        B. New email messages from different ESPs may not look exactly the same, but you
           need to pay attention to the same 3 fields when composing an email.
        C. Describe the three main sections, or fields of a typical e-mail (slide 13)
            To: Enter the e-mail address of the person(s) you’re sending the message to.
               To send to more than one address, separate each e-mail address with a comma
               but no spaces.
            Subject: Word(s) or short phrase describing the topic of the message. Not
               required but strongly encouraged. Many e-mail users won’t open up an e-mail
               message if there is no subject listed because it appears suspicious.
            Body: Box where the message is typed.

  X.    Replying to/Forwarding an E-mail (slide 14)
        A. Reply:
            Click on “Reply” on top of message. Point out similarities to a new e-mail
                message and how the cursor flashes above the original message – typing starts
                here.
            If you want to send it to the same address, click on “Send” after you finish typing.
        B. Forward:
            This is used to send, or forward an e-mail onto someone other than the original
                person who sent it – forwarding the message to a third party.
            Process is very similar except click on “Forward” instead of “Reply”.
            Address box will be empty and must be filled in because message is being sent
                to a new, third party.
            If time, have students forward an e-mail message to their own e-mail account
                being used.

 XI.    SpamGuard
        A. Options (or settings for other ESPs) provides ways to personalize your account.
        B. Explain definition of Spam: any e-mail message that is sent to people who haven’t
           specifically requested it.
            Spam is the electronic equivalent of junk mail.
            For more details, direct students to
               http://email.about.com/od/spamandgettingridofit/a/what_is_spam.htm
            Yahoo! Mail automatically activates SpamGuard when you open your account,
               but you can choose options for blocking certain types of messages.
        C. Briefly point out other options, such as General, Filters, and Signatures.
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        D. Visit the “Help” link at the top right of the screen for additional information on these
           subjects.

XII.    Logging Out (slide 15)
        A. Emphasize that it is very important to log out completely from an e-mail account,
           especially when using a computer in a public setting such as the Library.
        B. At the library, it is a courtesy to click on Home and leave the library’s home page or
           catalog up on the screen before leaving the workstation.

XIII.   Review of basic functions
        A. Check the time. Are the students catching on quickly, and would they like help setting
           up their own email accounts (proceed to section XIV)? Would they rather cover
           intermediate email functions (section XV)? Would it be better to go back over the
           basic material again (return to section VI or earlier; end slide is XXVIII)? Get an idea
           of where the class wants to go, and proceed from there. Beforehand, check if the
           library has signed up for DLC’s Applying for a Job Online; this class will also cover
           topics like attachments and email management.

XIV.    Setting Up a Free Web-Based E-mail Account (slide 16)
     In this section, attendees will be setting up their own Yahoo! E-mail account. Yahoo! will
     be used because it has an established longevity and has a less complicated sign up
     process than many other e-mail providers.
  Demonstration:
     A. Begin by doing a demonstration for the class in setting up an e-mail account, or if
          using PowerPoint, begin with slide 16
     B. The following points should be emphasized by the trainer as he/she sets-up an actual
          e-mail account for demonstration purposes:
           Parts of an e-mail address (slide 17)
           (1) A typical e-mail has four parts: ID, @ symbol, provider name, and domain
           (2) ID: Makes your address unique. Every subscriber to Yahoo! must have a unique
               ID name.
           (3) @ symbol: Only e-mail addresses have the @ symbol, which distinguishes them
               from www addresses.
           (4) Provider’s name: Organization that’s supporting the e-mail service. This class is
               using Yahoo! as the provider.
           (5) Domain: examples are .com .net .org This usually describes the purpose of
               the organization that sent the e-mail.

             ID/User/Login Name (slide 18)
             (1) Located at the beginning of the e-mail address. A collection of words, phrases or
                 numbers which is your unique ID and must be typed in to log into your e-mail
                 every time.
             (2) Yahoo! has hundreds of million users, all with their unique ID/User name so it is
                 often difficult to come up with an ID name that no Yahoo! subscriber has used
                 before.
             (3) If the log-in name is already in use, Yahoo! will prompt you to choose another.

               Password (slide 19)

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        (1) Enter a word that is easy for you to remember but not easy for someone else to
            guess. It cannot be the same as the log-in name.
        (2) Password must be at least 6 characters long and capitalization matters.
        (3) When the password is typed in, it will appear as a string of asterisks.

         “If you forget your Password…”
         (1) Explain that Yahoo! needs to ask these questions to verify your identity.
             Emphasize that the questions need to be answered correctly.

         “Verify your Registration”
        (2) Yahoo! requires this in order to prevent automated registration
        (3) Type in exactly, using capital letters etc.
        (4) Make a guess – if incorrect, Yahoo! will give another code to try.

Hands-On
    C. Have class set up their own e-mail accounts at their own pace. Assist as needed.
    D. Review & wrap up (slide 20)
        Encourage class to ask a librarian for help if they need it.
        Remind students they will progress is they practice using their accounts
        (1) If they don’t practice, they won’t learn no matter how many classes they take.
        (2) Also, if their e-mail accounts are not used, Yahoo! closes the accounts. This
            happens if an account is not logged in for four months. Participants would then
            need to start all over again with a new registration-user name-password, etc.

XV. Intermediate Email Functions (slide 20)
  A. Emphasize this material is at an intermediate level, and we assume the student knows
     how to mouse and key, and use the basic features of an e-mail account.
  B. Explain that this class is based upon using a Yahoo! e-mail account since this is a
     provider that the entire class can access today. Most web-based e-mail accounts work
     in a similar fashion.
  C. What this section will cover:
         Viewing, saving and sending attachments: what they are & how to use them
         Using contacts: how to keep track of e-mail addresses, intro to distribution lists
         E-mail box management tips: deleting e-mails and using folders
         Spam: where Yahoo's Spam management tool is

XVI. E-mail attachments (slide 21)
  A. Briefly explain what an attachment is and why they are used. Examples of attachments
      are sending files of photos, a resume, report or school paper. Attachments can be
      saved in many different formats using various software.
  B. Point out the paper clip icon. For any email provider, this indicates that a file or
      attachment is attached.
  C. Have the class look at the “Viewing & Saving E-mail Attachments” handout.
  D. Caution that in order to open an attachment your computer must have the appropriate
      software loaded that the attachment was originally created in, like word processing.
  E. Emphasize that an attachment from an unknown e-mail account should never be
      opened up. Viruses are often transmitted through attachments. Suggest that students
      send a “Reply” asking for more information if they are not certain if the attachment is
      safe.
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XVII. Viewing the attachment (slide 22)
  A. Refer the class to the Viewing Attachment handout and/ or have them follow along with
     the Powerpoint.
  B. Open message with attachment icon.
  E.    Click on the attachment.
  F.    Note that attachment is scanned for viruses.
  G.    If cleared of viruses, you can click on “Download Attachment” to open it. You have
      the option of Open, to view now, or Save, to save it somewhere on your computer to
      open at a later time. See the handout for directions on saving the attachment to a disk
      or flash drive.

XVIII. Overview on attaching files
  A. Have class look at the handout “Sending an E-mail Attachment.” Or, they can visit
     http://www.gocomputertraining.com/using-yahoo-mail.html and follow the steps
  B. Almost any kind of computerized file can be attached to an e-mail message, as long as it
     meets the size limitations of Yahoo! Mail of 10 MB total attached per e-mail message.
  C. You need to know the name and location of the file you want to attach. Attachments
     may come from a floppy disk, a cd, the computer hard drive, a flash drive or other
     storage device.

XIX.   Attaching files to an e-mail (slide 23)
  A. Click on New to open a new e-mail and fill in the appropriate boxes for a typical e-mail.
  B. Click on Attach.
  C. You need to select the appropriate location of the file:
                  i. “A”: if the file is on a 3 ½ diskette or floppy
                 ii. “C”: if it is stored on your hard drive at home
                iii. “D”: if it is stored on the temporary storage drive at the library
                iv. "F" or "G": if a flash drive
  D. Activity: Pair up the students and have them practice sending documents (for example,
     class handouts) to each other.

XX. Keeping track of e-mail addresses (slide 24)
  A. E-mail addresses can be difficult to remember.
  B. Yahoo! Contacts allows you to keep a file of e-mail addresses frequently used.
  C. Using Contacts reduces mistakes in typing which can cause recipients to not receive
     your e-mail.
  D. Using Contacts
          When the Inbox is open, Contacts is on the left hand menu
          .Point out the different components on the screen, focusing on:
                 i. List of addresses organized by last name
                ii. Click on the circular arrows to sort by first name
               iii. To delete a contact, click on it to select, and then click Delete
  E. Printing your Contacts is possible through Options -> Mail Options -> Contact
     Options -> Contacts -> Printable Contacts. ("Options" is where the SpamGuard is,
     which we'll be covering later. The location for printing your contact list is on the Spam
     handout.)

XXI. Contacts: Add contact (slide 25)
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   A. There are several ways to enter e-mail addresses – we’ll do the most detailed way first.
   B. Have class pull out the handout, “Using Contacts.”
   C. Click on Add Contact, requesting students to follow along.
   D. Note the many fields of information – we’re concentrating on basic information, entering
      name and e-mail address.
   E. Note that you can add a nickname to a contact. If you create a nickname, Yahoo! will
      automatically access the full e-mail address when you enter the nickname in the “To:”
      box – saves typing.
   F. Remember to Save.

XXII. Contacts: Using contacts
   A. Sending e-mail from contacts
       Click on the envelope icon or listed under the contact.
       The New Email screen will open and the e-mail address should be filled in for you.
       Complete the message and send as usual.
   B. Sending e-mail with a nickname
       Click on New and go to the address line and type in a contact. Yahoo! should
        complete the address for you.
   C. Sending e-mail from a new message
       (on slide) Click the ‘To:’ box on the new message. A menu of contacts will open in a
        new window, from which you can select the one(s) you want.
   D. Quick Add and other options for adding names
       Next to Contacts on left is Add.
         Note abbreviated length of form.
         Remember to click on Save after filling in form.
       Open an e-mail from a contact not yet in your Contacts. Click on Add to Contacts
        link to add to your Contacts.
       After sending an e-mail to someone not in your Contacts, Yahoo! will ask you if you
        want to add that person to your contacts.
       Remind students to use handout after class. Point out excellent Help link in upper
        right corner – very readable.

XXIII. Distribution lists
   A. Have Students follow along on Distribution Groups handout.
   B. Lists of names can be used to save time if you repeatedly send emails to the same
      group of people. Examples are activity groups such as book clubs, or family groups.
   C. Click on Add List at the top, enter the name of your list in the first field, and a contact
      from your list OR a new email on the e-mail address on the second line.
   D. Click on Save to save your list.
   E. To edit your list, click on the list name in your contacts and Edit. You can add more
      names or click on an existing name on the list to highlight it, and then click Delete.
      Click on Save to keep your changes.
   F. To send an e-mail to the entire list, click on the envelope under the contact name.

XXIV. Managing your mail Box: Deleting (slide 26)
   A. Deleting e-mails gets rid of e-mails that you don't need to read again -- and makes it
      easier to find the ones you do want to read.
   B. Deleting from the Inbox:
         Click in the box in front of the sender’s name.

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          Click Delete.
        Note the e-mail is gone.
  C. Another method is to delete e-mail after reading it.
        Open an email, then click on the delete button.
  D. Deleted e-mails are moved to the Trash folder. You should “empty” the trash
     occasionally.

XXV. Managing your mail box: Folders (slide 27)
  A. Point out My Folders bar on left side.
  B. Look at the arrow to the left of My Folders. Click on it if the arrow is pointing towards
     the right, to change it to pointing downwards -- now all your folders will be displayed.
  C. Folders allow you to “file” e-mails like filing paper.
  D. You can create your own personal folders to hold your important e-mails.
  E. Referring to the “Using Folders” handout, have class follow along to:
         Create a new folder.
         To move an e-mail to a folder.
  F. To change the name of the folder, click twice SLOWLY on the title of the folder and
     type the new name.
  G. To delete a folder, it must be emptied of its e-mails. Click once on the folder name, and
     press the delete key on your keyboard.

XXVI. Managing your mail box: SpamGuard and other personal preferences
  A. Refer to Spam Handout
  B. Explain definition of Spam: any e-mail message that is sent to people who haven’t
     specifically requested it. Spam is the electronic equivalent of junk mail. Refer to the
     handout “Spam." Yahoo! Mail automatically activates SpamGuard when you open your
     account, but you can choose options for blocking certain types of messages.
  C. Mention other things to do in Preferences, such as General Preferences, Signatures,
     and Printable Address Book.

XXVII. Managing your mail box: Password
  A. Advise that students may want to change their password occasionally for security
     purposes.
  B. Currently there are 7 steps involved in getting to the change password screen; check
     Options or Help in the upper right for assistance.

XXVIII. Conclusion
  A. Review topics taught.
        Viewing, saving and sending attachments: what attachments are and how to use
           them.
        Using contacts: how to keep track of e-mail addresses, intro to distribution lists.
        E-mail box management tips: deleting e-mails and using folders.
        Spam: where Yahoo's Spam management tool is.
  B. Thanks for attending & final questions.
  C. Class survey




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