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									                                                      SeniorNet Course Notes




              Email Course Notes



              How to improve your Email skills.




                Windows Live Mail 2011 and Web Mail




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Email using Windows Live Mail 2011 -- January 2011
                                                                      SeniorNet Course Notes




This booklet shows you how to improve your skills when using Email.



It explains and helps you to be competent in the things you will, or may wish to do with
an email program. There are a number of topics that are quite basic, but also some you
may well not use immediately, but which may be of use later. The topics included are:

        Connection to the Email (internet) system,

        Use of an email program. We concentrate on Windows Live Mail 2011, but also
         show how web mail can be used,

        Use of the main program window for controlling how and what you do and for
         keeping a record of emails sent and received,

        Keeping a list of contacts (email addresses -- like a telephone book),

        Sending emails to a contact,

        Sending emails to a group of contacts,

        Forwarding an email you have received to another contact(s),

        Sending a file with an email (as an attachment),

        Opening a file that you have received as an attachment,

        How to include pictures in your emails,

        Copying the contents of an email into a document and the reverse,

        Making sure that you don’t catch any nasties,

        Using email when away from home – web mail.



        Note:
        Whatever email program you use, you will need all the basic functions.
        So each email program must provide them for you. The differences between
        programs then are basically just the look of the various windows and positions of
        menus.

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Email using Windows Live Mail 2011 -- January 2011
                                                                   SeniorNet Course Notes


Connecting to the Internet



Broadband Systems:
These days many people use broadband connections, a system that gives much faster
communication and leaves the telephone line free for voice calls. Unfortunately
broadband is expensive and hardly cost-effective if you don’t use the internet much.

When you have broadband, a small unit (modem) connects to the telephone line and is
also connected to your computer(s) either by cable(s) or by wireless. Your ordinary
telephones then require filters to filter out the voice signals from the broadband
signals.
When installed, the broadband modem is set so that it is identified permanently by
your service provider (ISP). This type of connection allows your computer to connect to
the Internet whenever the modem and your computer are turned on.




Dialup Systems:
Dialup systems are simpler in that your telephone cable is connected directly to your
computer. To connect to the Internet, your computer must dial the service provider
and make a connection. You are only connected when this happens, otherwise you are
disconnected. The problems with dialup are that it is slow, takes time to make
connection, you can only have one computer connected at a time and the line is not
available for voice calls.




Identifying your Computer:
As mentioned above, with broadband, your modem is always identified in the internet
system.
With dialup, your computer will need to know the telephone number to dial and your
service provider ID and password. These are usually saved in your computer so that you
do not have to re-enter them each time you dial up.

For email, you of course, need your own email address.
It looks like this:   somebody@your ISP           e.g. joe.blow@xtra.co.nz
where somebody is your chosen email name (and is usually also your ID) and the part
after the @ sign is the address of your ISP, such as xtra.co.nz
Your email program will also need protocol settings such as:
       pop3.yourISP       and smtp.yourISP        (e.g. pop3.xtra.co.nz , etc)
Keep a note of your settings for reference.

N.B. If you wish to use web mail, you must know your email ID and password.
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Email using Windows Live Mail 2011 -- January 2011
                                                                     SeniorNet Course Notes


Windows Live Mail 2011


Windows 7, unlike all earlier versions of Windows, was supplied without an email
program. This was probably so that users could install a program of their choice. The
Microsoft solution is to download the Windows Live Mail (free) program from
Microsoft.

Windows Live Mail 2011 is a later and improved version of Windows Live Mail so it is the
program used for most of this course. (Web mail is also included.)
Windows Live Mail 2011 can be installed in Vista if Vista SP2 has been installed.

(If you have the earlier version of Live Mail installed, you should not need to uninstall
that before installing the 2011 version.)

Downloading Windows Live Mail 2011:

    1. Go to:    www.microsoft.com and hover your pointer over the Downloads and
       Trials button.

    2. Choose the Windows Live Essential
       option. The window illustrated will
       open. Scroll down to see all the
       eleven programs that come with
       Windows Live.

    3. Click on the Download Now button.
       You will be asked to choose to Run
       or Save the program. Choose Run
       and agree to Allow the program to
       make changes to your computer.

    4.   Choose the option that allows you to choose the programs you want to install.
    5.   Choose the programs you want to install. It is probably best to choose just Mail.
    6.   Click Install and the program will be installed.
    7.   Close the window when installation is complete.




Opening Windows Live Mail 2011:

The program can be opened in the same way as any other program. Perhaps the simplest
way is to click on the start button and type “mail” in the search box at the bottom.



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Email using Windows Live Mail 2011 -- January 2011
                                                                     SeniorNet Course Notes


The Windows Live Mail 2011 Window:


The illustration shows the main Live Mail 2011 window (with the Mail view option
selected). It is this window that you can use to control how and what you do, and view a
record of emails sent and received.

Across the top is the main menu.

Below that is the Toolbar.
The toolbar changes when the various items in the main menu are selected.




On the left is a pane that displays three or more groups of items.

In the lowest group of the left hand pane there are five options;
    1. Mail: when selected the main window shows the mail functions (as in the
       illustration).
    2. Calendar: When selected the main window shows a calendar.
    3. Contacts: When selected the main window shows options related to your
       contacts.
    4. Feeds and
    5. Newsgroups are related to internet connections.

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Email using Windows Live Mail 2011 -- January 2011
                                                                    SeniorNet Course Notes


The other groups in the left hand pane allow you to see folders for windows that
contain unread mail, etc, inwards mail, etc.

The illustration shows that the user this illustration is taken from also has a Hotmail
account (i.e. Hotmail email address), with the same list of options as for the main
account. That is, there are five folders for each account:
    Inbox
    Drafts
    Sent items
    Junk email
    Deleted items

If you add any other addresses, a further five folders the same as these, will be
added.

       N.B. : The arrows to the left of the main headings in the left hand pane
       collapse or expand the lists of folders.




Message Listing:
In the centre is the area where the list of messages appears in the top section.
Depending on whether you have selected the In box, or Sent items box, etc, the list
will be those in the folder you have selected.

The listing has a number of columns:
Importance, Attachments, Flags, From (or To, etc), Subject, Date.
It is possible to display more information about each message by adding more columns.
To do this, right click on any column heading, choose Columns... and make your choice.




The Reading Pane:
A preview of any selected message appears in the lower pane (called the Reading Pane).
When you open the program for the first time, this pane probably appears on the right
hand side of the list pane. The Reading Pane can be shifted to the bottom by using View
in the main menu and then clicking on the Reading Pane button.



The right hand pane has a calendar and beneath that, an area for Events. Any events
you enter in the Calendar will be displayed here.



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Email using Windows Live Mail 2011 -- January 2011
                                                                    SeniorNet Course Notes



Exercise:
Spend some time exploring the Live Mail window to familiarise yourself with it.
Check out all the tabs of the main menu, the options on each toolbar and the options in
the lower left hand corner.
Try using the Calendar.




Quick Access Toolbar

Across the very top left hand corner is a small group of icons that allow for quick
access to some functions. You may find some of these useful.

However, it is possible to change the icons on this toolbar and there is one that you
could add that you are likely to find very useful. That is the one that prints a message.

To add icons, hover your pointer over the down arrow at the right hand end of the row
of icons in the Quick Access Toolbar. A tooltip will appear that indicates that by
clicking on the arrow you can customise the toolbar. Click on the down arrow, then click
on the Print option and a printer icon will appear on the Quick Access toolbar.




Printing a Message:

After having customised the Quick
Access Toolbar as above, select the
message and click on the print icon on
the Quick Access Toolbar.



Alternatively, select the message, click
n the dark blue rectangle at the top
left hand corner of the main window
and choose Print.




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Email using Windows Live Mail 2011 -- January 2011
                                                                       SeniorNet Course Notes


    Creating a Message

    To create a message:
       1. Open Live Mail and check at the top that the Home tab is selected and at the
          lower left that the Mail option is selected.

        2. Click on the Email message button at the left hand end of the toolbar.




    A New Message window
    opens.

        3. Type the email
           address of the
           person to whom
           the message is to
           be sent in the To:
           box.

        4. Type a subject in
           the Subject box.

        5. Type a message in
           the message area.

        6. Click the Send button.

    Notes:
         If you wish to send the email to more than one person, you can add addresses in
           any of the top boxes. You can add more than one address in each box, but they
           must be separated by a colon ( ; ) and a space. The illustration shows a box for
           copying to other persons (Cc...) and blind copies to others (Bcc...)
         Those listed in the Bcc... box do not see who else the email has gone to. If your
           window does not show the Cc... and Bcc... boxes, click on the link at the right
           hand end of the subject box.
         Once you click the Send button, if you are using broadband, the message should
           be dispatched immediately. If you are using dialup and are not already
           connected, the connection box will appear.
         You can confirm that a message has been dispatched by looking in the Sent
           Items box.
   If the address you used was incorrect you will get an undelivered message.
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    Email using Windows Live Mail 2011 -- January 2011
                                                                     SeniorNet Course Notes


Receiving a Message

If you are using broadband, messages should be received at any time your email
program is open. If you are using dialup, you will need to click the Send/Receive button
that is third from the right on the toolbar. The connection box will appear.

A listing of the message will appear in the Inbox in bold type.
When you click on the message listing, a preview will appear in the Reading pane. The
area of this pane can be increased by dragging its top edge upwards.
If you double click on a message it will open in its own window giving you a full
view of the message.

Note that usually, when you have downloaded a message, it will be deleted from the
server computer. You can request that it not be deleted, but that becomes a pain, as all
messages will be downloaded every time you reconnect.
(This is different to web mail where the messages are not deleted automatically.)




Replying to a Message

Reply to Sender only:
If you select a message in the Inbox, or have it open in its own window, you will see a
Reply button on the toolbar. When you click on a reply button, a new message window
will open.

In the window the address of the person to whom the reply goes is already entered,
the Subject box has the subject entered with Re: at the beginning and the original
message will be in the message area.
But above the original message there is a space for you to start entering your reply,
with the curser blinking at the first point.
You have the option of leaving the entire original message visible (as an aid to the
contact) or to select any or all of it to delete.



Replying to more than one Person:
If the original message was sent to a number of people and you wish all of them to
receive your reply, use the Reply All button. You can if you wish also add more contacts
to whom to send the reply.




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                                                                    SeniorNet Course Notes


Forwarding a Message

You may wish to forward a message you have received on to someone else.
In that case, click the Forward button. The new message window will require you to
enter the address(es) of the contacts to whom it is to be sent.
As with a reply, you can add you own message and or delete some or the entire original
message.




Exercise: Practice sending and receiving, replying and forwarding messages.
Check the email address of your computer with your tutor.




Relieving Frustration !!

The good thing about a computer is that it will always do as instructed.
The bad thing is that we sometimes give it the wrong instructions !!!!

You are almost certain to have the experience where you type a long email and then
find that the message window disappears !!
Some gremlin has gat at it and you can’t find it anywhere !!
You then re-type it all and finally get to send it.

However, as you go to turn off your computer, the gremlin makes the original of the
message reappear. Great annoyance !! Throw the computer out the window and buy a
new one !!




Solution:
When the new message window opens, it
always opens at a smaller size than the other
windows on the screen.

If you happen by mistake to click outside the New Message window, it will hide behind
the larger windows and thus not be visible.

To bring it back, look at the taskbar at the very bottom of your screen and you will see
that there is an unopened message window. Click on its button and the window will
reappear.


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Email using Windows Live Mail 2011 -- January 2011
                                                                    SeniorNet Course Notes


Creating a list of Contacts

Clearly it would be tiresome to always type addresses into messages.



To start using the Contacts list, click on the Contacts button in the lower left hand
corner of the main Windows Live window. (Shown here in the Contacts window.)The
Contacts window opens as in this illustration: (Detail in the illustration has been
erased.)




To Add a New Contact:

In the Contacts window (above), click on the
Contact button at the left hand end of the
toolbar. The New Contact window opens
(illustrated).

In this window you can enter as much
information about your contact as you wish.

Note the separate pages for entering
information:
Quick Add, Contact, Personal, Work, IM
Notes, ID

When you have finished, click the Add contact button at right bottom.
The information about the Contact will be displayed in the Contacts window above and
will appear in the right panel when the name is selected in the list in the centre pane.
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Email using Windows Live Mail 2011 -- January 2011
                                                                   SeniorNet Course Notes


Finding a Contact:

Usually you will enter an email address into a New Message window directly. (See later.)
However, you may wish to find a Contact in the Contacts window. To do so, enter the
name in the search box at the top.




Editing and Deleting a Contact’s details:

A Contact may change their email address, etc. To edit, in the Contacts window, (click
on Contacts in the main window to open the Contacts window), click on the Edit button
on the toolbar (eighth from the left) and edit the details .
To Delete a Contact, select the Contact and click on the Delete button on the toolbar.



Exercise:
Enter your own (home) email address and those of at least six other email addresses of
the computers in the Seniornet classroom into your computer as Contacts.




Creating a Group (called a “Category” in Live Mail) of Email Contacts:

You may have a group of contacts to whom you often send
the same message. This is so easy to do.

In the Contacts window click on the Category button
(second from the left) on the toolbar. The Category window
opens as illustrated.

At the top is a box in which you can enter a name for the
group. This will be the name that will appear in your list of
contacts.

A list of all the contacts you have appears in the main pane.
To add contacts into the group, click on each name in turn.
The names then appear in a separate list in the box at the bottom. Note that they are
separated by a colon and a space.

When complete, click the Save button at the bottom.



Exercise:
Create a category using four of the contacts that you entered in the last exercise.

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Email using Windows Live Mail 2011 -- January 2011
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Using your Contacts List

It is simple to use you list of contacts to avoid typing email addresses in messages.



    1. Start a new message.
    2. Hover your pointer over the word “To...”
       at the left of the box for the address.
       The word will be highlighted with a
       rectangle around it as shown.
    3. Click on the rectangle and your contacts
       list will open.
    4. Use the search box at the top of the list
       or find the names in the list. Double click
       on each contact that you wish to use.
    5. Click OK and the names will appear in the
       new message. Note that NAMES, NOT
       email addresses are visible in the message window. The computer of course, uses
       the email addresses.




A Simple Alternative:
A simple and rather useful alternative is to type the first letter of a name or email
address in the To... box. A dropdown list of several names of people to whom you have
recently sent emails will appear. If the one you need is in the list, click on it and the
name is entered in the To... box. Aren’t computers fabulous !!




Exercise:
Send several emails, using more than one address each time, using the methods
explained above.



You’ll soon be flying !!!




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Email using Windows Live Mail 2011 -- January 2011
                                                                      SeniorNet Course Notes


Managing your emails
There are a number of actions that you can take to make your work with emails more
efficient.

Finding lost messages:
Having trouble finding a message ?

Use the search box at the top of the
Inbox or Sent items lists.

Or place your pointer on the heading
of one of the columns and click. This
will sort the list of messages in alphabetic or reverse alphabetic order. A second click
reverses the order. This happens for each column.



Remembering to take action about an email – Follow up:
You may wish to come back to an email at a later time to do something more.
Just to the left of the From column is a column with a flag in the heading. If you select
an email, then click in the flag column, (or on the Flag button on the toolbar), a red flag
appears in that column. This will be a reminder for you. To remove the flag, click on the
message and on the flag again.
You can find the messages that have red flags by sorting all your messages. Click on the
red flag heading and they sort as explained above.



Messages with High Importance:
Senders may indicate that a message is of high importance. (See next page about how
to do this.) In these cases a red apostrophe appears to the left of the message as a
way of getting your attention.
You can find the messages that have high importance by sorting all your messages. Click
on the high importance heading and they sort as explained above.



Copying messages into and out of Live Mail:
The text of all or part of messages can be copied into and out of Live Mail in the same
way as you would do between two documents.



Saving an Email file:
It is only possible to save a message as an email file, not as a document. That is, the file
will only open in an email program. To save a file, click on the dark blue rectangle at the
top left of the main window and choose Save > Save as file. One at a time !!

Exercises: Try all the functions explained on this page.
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Message Options:


There are a number of functions that you can use when sending messages.




The New message window toolbar illustrated (with the Message tab selected) shows
that there are groups of functions related to composing messages.

        On the left is the Clipboard group that allows you to cut, copy and paste within
         and into and out of your message. (See previous page.) These are available to
         use as for any other program.

        The next two groups, the Font and Paragraph groups, provide the usual functions
         for changing text. Again, these are available to use as for any other program.

        The next main group of interest, the Insert group, provides
         functions for inserting a number of items into messages.
         These will be explained later, but try inserting an emoticon
         to thrill the gkids !!!.

        The Contacts group provide a further way of using your
         Contacts.

        The Delivery group has three interesting options. You can set the message so
         that a level of importance shows in the receiver’s program. (See previous page.)
         You can also ask that an email be sent back to you when the receiver has read
         your email to confirm that that has happened.

        Finally, the Editing group adds to the other options for editing your message.
         One that may be of particular interest is the Spelling function that will check
         the spelling in your message.



Send/Receive Button:
In the main Live Mail window there is a Send/Receive button on the toolbar.
If you are getting a bit impatient, or are on dialup and have not connected, click this
button.

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Email using Windows Live Mail 2011 -- January 2011
                                                                      SeniorNet Course Notes


Attaching Files

To attach a file means that you can send a file with, but not in the body of a message.
Any type of file can be attached to a message, but some email programs will refuse to
accept some files that are of types that could contain nasties.

Another point to keep in mind is that the email system may not transmit large files. The
maximum is about 3 to 5 GB.

Attaching a file:

    1. Open a new message and complete all other details of the message.
    2. Click on the Attach file button (with paperclip) on the toolbar. A navigating
       window opens, allowing you to find the file you wish to attach.
    3. Click on the file and click Attach. The attached file will be listed at the top of
       your message. You may attach a number of files.

If you make a mistake and attach the wrong file, click on it (in the New Message) and
press the Delete key. Or right click on it and choose Remove. Of course this does not
totally delete the file, it simply removes it from the message.




Attaching Photographs:

To attach a photo the usual way, you probably need to reduce its size, particularly if it
is of high resolution. Some programs such as Picasa do this for you and arrange the
email. Otherwise, you need to use an image editing program.



       Attaching Photographs in Live Mail – Photo email:
       However, Live Mail has a special function that overcomes the problem of large
       photograph files – Photo email.

       Instead of sending the complete file, you can send a thumbnail of each photo. The
       receiver can then select any you sent that they wish to have and by clicking on
       the thumbnail, download the picture from a web site organised by Live Mail.

       To use this function, start a new message by in the main window, clicking on the
       Photo email button, (second from the left hand end), instead of the Email message
       button.
       Proceed as for a normal email.



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                                                                    SeniorNet Course Notes




Receiving and Opening an Attached File:

When someone sends you a message with a file attached, a paperclip appears to the
left of the message. Open the message by double clicking on it. The attachment will be
displayed as an icon in the message. Double click on the icon to open the attached file.
Then save the file in a convenient location.
Alternatively, instead of opening the file, right click on it and choose Save as....

You can Save as... more than one attached file at a time if you select them




Problems in Opening Attached Files:
Your computer can only open files for which it has the correct program. (The message
will indicate what type of file it is.) That is:

    1. You need a word processor program to open documents. But note that all word
        processors do not use the same type of files, so there could still be problems.
    2. You need an image editing program to open photos and pictures.
    3. You need a spreadsheet program to open spreadsheets.
     4. You need Adobe Acrobat to open a .PDF file. Download Acrobat free from:
     http://www.adobe.com/products/acrobat/readstep2.html




Exercise:
Send and receive a number of attachments to others in the class.
Try the Photo email function.




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More on Organising Messages and Other Message Options

Sending Photos and Pictures within a Message:
You can insert a photo or picture into the body of your message,



To insert a (single) picture into a message:

    1. In a New Message window, click on the Insert tab.
    2. On the toolbar, choose Single.
    3. Find your photo and click on it. You can only insert one picture. If
       you try to insert a second one, it will overwrite the first one.
       (Otherwise use the Photo Album option.)
    4. When it is inserted, you can change the size by clicking on the
       picture and moving its handles.
           You can require it to retain or otherwise its height to width
           ratio. (See the “lock aspect ratio” button above the To:... box.)
    5. You can then choose
       to wrap the text
       around the picture.
       Click on the Format
       tab and then on the
       down arrow of the Alignment button. Choose one.




To insert a Photo Album into a
message:

    1. In a New Message window,
       click on the Insert tab.
    2. On the toolbar, choose
       Photo Album. (You may
       find that you need a
       Hotmail account and to log
       into it, to proceed from
       this point. See page 26.)
       The Add photos window
       opens.
    3. Choose a photo from your computer. An album area opens in the message.
    4. Give the Album a name.
    5. Add more photos using the Add more photos button.
    6. Complete your message and send. The Album stays on the SkyDrive web site for
       three months.
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                                                                       SeniorNet Course Notes


Placing a "Signature" at the bottom of all Messages:
It is possible to have a pre-prepared message (e.g. name, phone number, etc) added
automatically to all messages at the bottom of the message.
This is called a Signature.

    1. Open Live Mail
    2. Click on the dark blue rectangle at the top left hand
       corner of the main window.
    3. Choose Options, then Mail.
    4. In the Options dialogue box, choose the Signatures
       tab.
    5. Click the New button.
    6. Enter the text of the signature in the "Edit Signature" area. The font of the
       Signature will be the same as you use for your message.
    7. Click on “Add to all Messages”.
    8. Click on Apply, then on OK.




Exercise:
Send emails with pictures.
Insert, edit and remove a signature for your emails.




Adding a Link to an Internet Web Page into a Message:

It is possible to place a link to a web page into an email. This is a good way of drawing
your contact’s attention to some information n the web, etc.
To do so:

    1. Open the web page,
    2. Open a New Message window and click in the message area as if to start typing,
    3. Click on the Message tab
    4. In the Insert group on the toolbar click on the Hyperlink button. A dialogue box
       will open that should have the web page address entered. If not your will have to
       type or copy it in.
    5. Click Insert.

If you click on the picture instead of just clicking as if to start typing (before
inserting the address), the picture itself will be the link (the link will not appear as
text) and the receiver will need to click on the picture to open the link.



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If the procedure given here does not work, a faster method is:

    1. Open the web page,
    2. Select the address of the page (one click anywhere on the address box will
       select it).
    3. Copy the address (Ctrl + C)
    4. Paste it into your message (Ctrl + V)




Exercise:
Send some messages with links.
Try using a picture as a link.




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Using Folders to Organise your Messages


You may be a very organised person and like to keep your messages well organised in
groups. Live Mail provides the facility to do this.




To Create a Folder:

    1. In the main program window, click on the Folders tab.
    2. Click on New Folder on the toolbar and the new folder window opens.
    3. In the top box, enter the name you wish to use for the folder and in the lower
       box, select the folder in which it is to be created.
    4. Click OK and the new folder appears in the folder list in the main window.

Folders can be Renamed or Deleted as in Windows Explorer. (Right click on the folder.)




Copying and Moving Messages between Folders:

It is possible to copy or move messages between folders quite readily.
    1. In the main message window, click on the Folders tab.
    2. Select a message and then click on the Copy to or Move to buttons on the
        toolbar.
    3. Choose the folder to which it is to go.
    4. Click OK.




Draft Messages – use of the Drafts Folder:

When you have composed a draft that you wish to work on again later click on the dark
blue rectangle at the left hand end of the main toolbar, and choose Save.

To reopen the message, click on the drafts folder on the left, then double click on the
message and it will open.




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Email using Windows Live Mail 2011 -- January 2011
                                                                     SeniorNet Course Notes



Emptying your Folders – Throwing out the Garbage:

Gradually you will accumulate a lot of messages !!
You can delete any messages by right clicking on them and choosing Delete.
Alternatively select the message(s) and click on the Delete button on the toolbar.

To completely empty a folder, select all the entries and delete.




Automated Junk Email Filter:

You can clear your junk mail by in main window, simply selecting the message(s) and
clicking on Junk on the toolbar. They are then moved to the Junk mail folder.

However, a great feature of Live Mail is that it will automatically filter out junk mail
and send it to the Junk mail folder. Aren’t computers fabulous !!

Your program will be set to choose what is junk. Hopefully it makes the correct choices.
Maybe you should check in the Junk mail folder from time to time to be sure.

        Setting the Junk Mail Filter:

        You can set the level at which the filter works as follows:
        1.     Click on the dark blue rectangle at the left hand end of the main menu.
        2.     Choose Options, then the Safety options, then the Options tab.
        3.     You then make your choice and click OK.




Exercise:
   1. Create some folders and move messages between the folders.
   2. Rename and then delete the folders (with care !!!).




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                                                                      SeniorNet Course Notes


Message Rules

There are a number of rules that you can require the program to follow.

One of particular interest may be to always have messages from a particular contact
routed to a special folder for that contact.




Setting up a Message Rule:
E.g. to route all messages from a particular sender to a particular
folder:

    1. Click on the Folders tab in the main window and then on the
       Message rules tab on the toolbar (right hand end). The
       window illustrated opens:

    2. In the upper box there are a number of conditions available. Click the square to
       select “Where the from line contains people”.

    3. In the middle box there are a number of
       actions available. Click the square to select
       “Move to the specified folder”.

    4. In the lower box two links appear.
       Use the link: “Where the from line contains
       people” to choose the people from your
       contacts list.

    5. Use the link “Move to the specified folder”
       to choose the folder.

    6. In the bottom box, give the rule a name if you wish.

    7. Click the Save rule button.




You will note that there is a wide range of rules possible, but they can
only apply to one or more of your contacts.




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Blocking a Sender:

One fabulous rule you can use is to block emails from people you don’t like !!!

    1. Click on the dark blue rectangle at the left hand end of the main menu.
    2. Choose Options, then the Safety options, then the Blocked Senders tab.
    3. Click Add and enter the relevant email address.
    4. Click OK. At the bottom of the window you will find a choice about sending the
       message back. It is probably best not to do this, but it is your choice of course.
    5. Click OK.




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Email using Windows Live Mail 2011 -- January 2011
                                                                      SeniorNet Course Notes


Coping with Nasties

The basic requirement is that you should install a reputable anti-virus program, keep it
updated and make sure that it performs regular scans.

There are a number of free programs available.

        Updating is necessary as if you don’t have a recent update, you might catch a
         nastie that has just recently been let loose.

        Obviously if the program doesn’t scan your computer, it will not find any
         problems.




There are also some basic rules:

    1. Keep your Live Mail program updated. Later versions will be better at keeping
       out newer nasties.

    2. Do not open a message about which there is some doubt – particularly if it is
       from some unknown person – or a bank.

    3. Do not click on any links in a message unless you are very sure of their purpose.

    4. Do not believe any offer that seems too good to be true or a request that is
       crazy. E.g.:

                 Friends overseas who have been mugged and
                  have lost their tickets and cash – a hoax.

                 You have won millions of dollars in a lottery you
                  didn’t enter.

                 You can get millions if you help launder some
                  cash.

                 Etc.

    5. Do not engage in requests to send emails on to all your friends. This is a way in
       which nasty people can accumulate email addresses of a lot of people.



                                                           How do I remember all this ???

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Email using Windows Live Mail 2011 -- January 2011
                                                                   SeniorNet Course Notes


Automatic Answering:
If you go on holiday, etc, you may wish, whenever your ISP receives a message for you,
to have a message sent to the sender. This is like a voice answering machine.

This service may be provided by your ISP, so contact them to make arrangements.




Additional Email Accounts
You can have more than one email address (account). Some people use a free email
address, such as Gmail, Yahoo Mail or Hotmail for all their general stuff and keep their
private address strictly for friends, etc.

Microsoft has allied Hotmail with Live Mail.
   1. To set up a Hotmail account, in the main window, click on the dark blue rectangle
      at the top left of the window.
   2. Click on Options and choose Email Accounts.
   3. In the window that opens click on the New button and follow through the
      instructions. A Hotmail account will look like joe.blow@hotmail.co.nz. A set of
      folders for this account will appear in the left panel of the main window. (See
      the first illustration of the main Live Mail window near the beginning of this
      booklet.)

You can add other email accounts the same way.




Live Mail Help Files:
Don't forget to use the HELP files for Live Mail if you need further information.
Access them from the Live Mail window.




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                                                                   SeniorNet Course Notes


Sending and Receiving Messages when away from home:


All ISP's provide an email service that you can conveniently use from any computer
anywhere (e.g. a cyber café, etc).

You can access this service by going to the home page of your ISP on the Internet (i.e.
using Internet Explorer, not Live Mail. E.g. www.xtra.co.nz). Normally there will be a
button on the home page that indicates a connection to a page to use for email. When
you click on that button the email service opens. You will need to enter your email user
ID and password each time you open web mail (so make sure that you know these !). The
email service then opens.

As this is an email service, all the standard functions of send, receive, reply, forward
etc, will be available. The windows probably look different but a little exploring should
let you find most tasks. You usually need only to click once on each message in the
Inbox to open the message window.

You will need to set up a list of contacts in a web mail window , i.e. your Live Mail
contacts will not be available. If you have a list of your contacts on a flash drive (see
the Appendix) the web page may have a method of importing them so that you do not
have to type in each one.

Note that usually when you read a message through web mail it is NOT deleted from
the ISP's server. This is so that it is still available for download when you get home.
But you can delete them from the server if you wish.

Sometimes there are problems with email in that messages may get corrupted and
choke the system. You may need to contact your ISP to get this fixed. However, one
way of possibly fixing the problem is to open web mail and clear all messages held
there.

Problems with Web Mail:
   1. Be very careful when using internet cafes, etc, as nasties prowl around them. In
      particular do not use them for banking as that is a quick way that nasty people
      can get your bank logon details.
   2. Nasties also roam around web mail, so it might be best not to leave your list of
      contacts on a web mail server.
   3. You may also find that as the service is free, there is a limit to the number of
      messages that you can store on the service.


Exercise: Practice using your own web mail system.
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                                                                    SeniorNet Course Notes


APPENDICES

Copying and Printing your list of Contacts:

If you are going on holiday without your computer, etc, you may wish to take a printed
list of your contacts. Further, you may want to copy your contacts as a computer file
for use in another computer.

To do so,
   1. Open the Contacts window.
   2. Click on Export on the toolbar (fourth from the right).
   3. Choose the Comma Separated Variable (.CSV) option. This will create a separate
       file and you will be asked to give it a name and a folder in which to save it (use
       the Browse button.)
   4. Give the file a name and choose a folder. Click Save.
   5. Click Next. You are then given a list of the various pieces of information about
       each Contact that you could copy. Probably all you need is the Name (the full
       name), and email address, so untick all the others.
   6. Click Finish. When this is complete you will have a file in the chosen folder with
       the name you have given it. (You could copy this file to a flash drive for use in
       another computer if you wish.)
   7. Open the file. If you have a spreadsheet program, the file will open in it. (In a
       spreadsheet it is easier to edit the layout before printing.) If you do not have a
       spreadsheet program, right click on the file and choose Open with and choose
       Notepad or Wordpad. (You may then want to copy the contents of this file into
       WORD for sorting, etc.)
   8. Print the file.

Exercise:
Print out your Contacts list.



Importing a Contacts List:
You may have a list of contacts on a flash drive, or perhaps you are upgrading your
program from Outlook Express and wish to import your Address book.

To do so:
   1. Open the Contacts window.
   2. Click on Import on the toolbar (fifth from the right). Choose the Comma
       Separated variable (.CSV) option or for importing an Outlook Express Address
       Book, the Windows Address Book option.
   3. Complete the process as the reverse of that above.
Note: When you import a .CSV file, it will ADD its contents to any existing Contacts, so
some names may appear twice.

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Email using Windows Live Mail 2011 -- January 2011
                                                                     SeniorNet Course Notes


Options that Control the Program:
There are a number of options to control the way the
program works that you might like to check out.

Click on the dark blue rectangle in the top left hand corner
of the main window and choose Options, then Mail.

There are a number of tabs here with a considerable
number of options altogether.
But ones in which you may be interested are:



1   Send and Receive messages at Startup:            (General Tab.)
    This option sets the program to send and receive messages when you open the
     program and are using broadband, or if you are using dialup, to display the
     connection box.

     If you are using dialup and wish to create messages before you connect to your
     ISP, you can either turn off this option, or use the Cancel button on the connection
     box or work offline. (There is a button on the toolbar of the main window that
     allows you to change between working online and offline)



2 Send messages immediately:                           (Send Tab.)
   With this setting, the program will send a message immediately after the Send
       button is used. (If you are using dialup and the computer is not connected to the
       ISP, the Connection box will appear.)

       If this setting is not used and you are working offline and/or are not connected,
       messages will be held until the Send / Receive button is clicked. In this way you
       can create a number of messages before transmitting them.



3 Hang Up after Sending and Receiving:              (Connections Tab.)
  If you are using dialup and pay for connection time, it may be useful to use this
     option. The computer will then disconnect from the ISP automatically when
     transmission of messages is complete saving the need for you to remember to so
     do.

     But this may be a bit frustrating if you use the Internet and wish to continue doing
     so after sending messages.



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                                                                   SeniorNet Course Notes




4 Empty Messages from the “Deleted Items” folder on Exit:
  (Advanced Tab > Maintenance.)

     Using this option will empty deleted items when you close the program.



5 There is also an option for placing the addresses of people you reply to in your
  address book.                                       (Send Tab.)




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Email using Windows Live Mail 2011 -- January 2011
                                                                    SeniorNet Course Notes




SETTING UP AN EMAIL ACCOUNT IN WINDOWS LIVE MAIL

The first time you open Windows Live Mail after installation, the new email account
setup wizard should open automatically, ready to collect and test your email account
information.




Windows Live Mail only
requires three fields of
information to try to
automatically setup an
email account for you:




ENTER YOUR EMAIL ACCOUNT INFORMATION


Enter your full email address in the first field ("E-mail address"). The "Get a free e-
mail account" link Windows Live Mail displays allows you to obtain a Hotmail account;
you can ignore it if you are trying to set up a standard email account.




With the second field ("Password"), Windows Live Mail requests your email account's
password to be able to connect to your mail server. Windows Live Mail will by default
remember your email account password; you can opt to supply it every time by
unchecking the "Remember password" checkbox.



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                                                                     SeniorNet Course Notes




The last field, "Display Name", determines what Windows Live Mail will show as the
sender's name to people you email. The display name can be your real name or not: it
does not have to match your email address or its user name (the portion of the email
address that comes before the "@" character).




The "Manually configure server settings for e-mail account" checkbox is unchecked
by default, and Windows Live Mail will attempt to configure your email account
automatically. It is worth letting Windows Live Mail give it a try, it could save you a
couple minutes.




Click the Next button.




CONFIGURE YOUR EMAIL
ACCOUNT SETTINGS IN
WINDOWS LIVE MAIL


If you chose to manually
configure your server
settings, or if Windows Live
Mail was unable to
automatically detect them,
you will be presented with a
second screen to collect your
mail server information and
authentication method:



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Email using Windows Live Mail 2011 -- January 2011
                                                                            SeniorNet Course Notes


INCOMING SERVER INFORMATION


The top portion of Windows Live Mail's email account setup screen, "Incoming Server
Information", collects the information needed to receive emails from your mail server.


Most email providers use POP3, many of them offer both POP3 and IMAP.


              The main difference between POP3 and IMAP is that with a POP3 email
              account, your email folders are created and managed on your computer, by
              you.
              IMAP lets you create email folders and manage your emails directly on the
              server. This means that your email program will see the same folder
              structure and emails everywhere.




Choose POP3. (IMAP is setup in very much the same way, simply choose "IMAP"
instead of "POP3") Windows Live Mail will automatically configure the proper port
information for you.


MAIL SERVER AND AUTHENTICATION


In most cases, your incoming mail server's address is mail.emailProvider.com, where
"emailProvider" is the domain name; if you are using the mail service from your web
hosting company, this should be the domain name for which you purchased hosting.

                                               By default, the "This server requires a secure
connection (SSL)" checkbox is unchecked; the majority of email providers either does
not require SSL (Secure Socket Layers, to encrypt data), or does not support it; leave
it unchecked unless you have clear instructions to the contrary.



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Email using Windows Live Mail 2011 -- January 2011
                                                                         SeniorNet Course Notes


Windows Live Mail will automatically choose the proper TCP ports for
your email account: outgoing port 110 for POP3 or outgoing port 143
for IMAP. (If SSL is enabled, these ports become 995 and 993,
respectively). If you have trouble setting up your email account, note that some email
providers choose to use non-standard ports to diminish the likelihood of seeing their
mail server used as spam relay.


                        By default too, email providers will mostly use "Clear text
authentication", as opposed to "Secure password authentication", where data
exchanged between your email program and the mail server is encrypted.


Depending on your mail provider, the Login ID is either your full email address or the
"user name" (the part of the email address that comes before the "@"). It is rarely
something else. If your user name is your full email address, you do not need to enter
it: Windows Live Mail will automatically try this by default.




OUTGOING SERVER INFORMATION


Under the bottom section of the email account setup screen, "Outgoing Server
Authentication", Windows Live Mail collects information needed to send emails through
your mail server:




Most of the time, the outgoing server will be the same address as the incoming server.
Port 25 is the typical port used for SMTP (the protocol used to transport emails).


By default, the "This server requires a secure connection (SSL) " and "My outgoing
server requires authentication " checkboxes are unchecked. Only check them if you
know that either is required. SSL encrypts your logon information, and outgoing
authentication is increasingly becoming the method of choice to prevent a mail server
from being used to relay spam. Without outgoing authentication, you can logon to any
server and send emails through it, even if you do not have an account.


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                                                                    SeniorNet Course Notes


FINALIZE YOUR NEW EMAIL ACCOUNT SETUP IN WINDOWS LIVE MAIL


Click the Next button: Windows Live Mail should display a successful email account
setup message.


After that, it will start downloading your emails from the mail server. You will see
appear in the left pane your new email account and its default folders. If you setup an
IMAP account, you will also see all the folders you created on the server through a
webmail service or another email client.


That it! You have finished setting up your new email account in Windows Live Mail.




Grandma I’ve finished !!!!




But I can’t remember it all !!!

And I’ll ask you to explain anything I
can’t understand !!!




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Email using Windows Live Mail 2011 -- January 2011

								
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