Summary – Chapter 5
Communicating with Email
Natalie Ford
Access the Internet (2005)
2007 Chapter 5 - Comm. with Email 1
Understanding Email Accounts
Email is one method of communicating via
the Internet. It allows the user to send
messages and files and to broadcast
information to a wide audience.
Every email address is unique and
generally bears some relationship to the
domain name associated with the email
address.
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Understanding Email Accounts
When you open an account with an ISP,
you may be given a username and
password or choose your own.
If you work for an organisation, you are
provided with a work email account where
the email address will depend on your
employer’s domain name, e.g.
karen.gordon@det.nsw.edu.au
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Getting started
To communicate with email you need email
software installed on your computer. For
example, MS Outlook Express, Eudora, cc-Mail,
etc.
For web-based email e.g. Hotmail and Yahoo,
email software and service is accessed through a
website.
MS Outlook Express - email software used to
demonstrate functions and features, which are
common to other email programs.
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Sending and receiving email
To send and receive emails, you need to
be connected to the Internet, or online.
Like any form of communication, email
needs to be used thoughtfully to ensure
that it achieves its purpose.
Overuse of email – problem distinguishing
what is important and what is trivial
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Sending and receiving email
Emails full of spelling and grammatical
errors may diminish impact of message.
Composing email – components; To: -
where you enter email address of your
recipient; Cc: - carbon copy enables you
to send a copy of the email to another
person or group; Subject: - what the email
is about, make it concise and informative.
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Sending and receiving email
Message box: - enter the details of your
message, use tools if available to add
formatting to your message.
Working offline – compose and manage
your emails offline, particularly if you are
paying for Internet connection time.
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Sending and receiving email
When mail is sent to you, it is stored in a
location known as a post office. The post office
is your ISP’s mail server.
Viruses – to reduce the risk of downloading a
virus; do not open attachments from unknown
sources, install virus scanning software and set
it up to scan email messages and attachments,
regularly download latest updates of software.
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Sending and receiving email
Spam – unwanted and unsolicited junk
mail, such as advertising material that can
cause endless frustration.
To avoid receiving spam, only register
your email on websites that guarantee
security and privacy.
Sending unsolicited or offensive material
may lead to severe penalties!
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Managing your emails
It is essential that you implement good email
management techniques to prevent your inbox
becoming clogged and disorganised.
Once you’ve read your messages you can:-
Print – only if necessary, avoid cutting down more
trees.
Delete – frees up space in your inbox
Save – to a folder for later reference, need to create
folders
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Managing your emails
Reply – sender and receiver can maintain a
history of correspondence with respect to a
given subject. Reply All – reply to all the
recipients who was sent the message.
Forward – passing email to another person or
group of people.
Finally, search for and sort messages.
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Working with attachments
Types of Files – Word document,
spreadsheet, sound, video clip, etc.
Considerations when sending
attachments: -
File size – large files take longer to send and
download by the receiver. Use file
compression software.
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Working with attachments
File compatibility – recipient may not have the
correct version of software or the actual
software required to open the file.
File content – Don’t send inappropriate
material, may result in a warning, loss of
account privileges or even dismissal from
workplace.
Before opening or sending an attachment,
check file for viruses.
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File Compression
Large files can take a long time to
download which may become costly if you
are paying for Internet access time.
Two popular utilities – Winzip (Windows)
and StuffIt (Mac).
Recipient must have the appropriate tools
to decompress (extract) the file when it is
received.
Read page 62 in your text on file
compression.
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Additional Email Features
Spell checking
Priority setting
Address management (e.g. create
distribution list)
Signature files
Return receipts
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Thanks for your attention
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