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					Using Email
Cyberspace Explorations Class
        BOLLI - Spring 2005
How Does the Internet Work

                                        WEB
                                       SERVER

                      THE
                   INTERNET




             ISP

                                            WEB
                                           SERVER
MYCOMPUTER




                               WEB
                              SERVER
How Does Email Work
                                      Email PC




                     THE
Email PC          INTERNET


                                            SMTP     POP

                                                   ISP



                                                     WEB
                                                    SERVER



   SMTP     POP

      ISP
                              WEB
                             SERVER
      Types of Email Servers
        SMTP – Simple Mail Transfer Protocol Server
            Accepts outgoing messages from a user‟s email
             system.
            Immediately routes the messages to recipient‟s
             POP3 server.
        POP3 – Post Office Protocol Server
            Receives incoming messages from other email
             systems and holds them for recipient to “pickup”.
            On request, sends messages to user‟s email
             program.

When you setup an email program you need to know
specific addresses to communicate with these servers.
Exercise: Configure Outlook Express
for Your Email Account
  Exercise: Configure Outlook Express
  for Your Email Account
                                   1. Open Outlook Express
                                   2. Type your full name
                                   3. Click “Next”




4. Enter your full email address
5. Click “Next”
     Exercise: Configure Outlook Express
     for Your Email Account
                               6.   Make sure “POP3” appears
                               7.   Enter your POP3 server name
                               8.   Enter your SMTP server name
                               9.   Click “Next”




10.Enter your email name
11.Enter your email password
12.Click “Next”
      Exercise: Configure Outlook Express
      for Your Email Account
                            13.If everything seems OK, click “Next”




14.Your email account will
   appear with the name of
   your POP3 mail server
15.Click on “Close” to finish
    Exercise: Re-configure Outlook
    Express for Your Email Account

   At any time, you can reconfigure
    your email settings
   Click “Tools”, Accounts”, “Email”   “General” tab
   Highlight account & click
    “Properties”
Exercise: Re-configure Outlook
Express for Your Email Account

   “Servers” tab        “Advanced” tab
    Types of Internet Communications

   Synchronous
       Senders and receivers communicate in “real
        time”.
       Examples: Instant Messaging, Chat Rooms.
   Asynchronous
       Senders and receivers communicate at
        different times.
       Examples: Email, Discussion Groups
Demo: Instant Messaging with AOL
Instant Messenger
Demo: Instant Messaging with AOL
Instant Messenger (to another computer)
Demo: Instant Messaging with AOL
Instant Messenger (to a cell phone)
Types of Email Accounts
   PC-Based
       Outlook, Outlook Express, Netscape Mail
       Uses PC program
       Connection to Internet not needed except when
        sending & receiving
       All messages stored on PC
       Unsent messages can be viewed using Web
   Web-Based
       Hotmail, Yahoo Mail, Google Mail, many others
       Uses browser
       Must be connected to Internet
       All messages stored on Web
   Hybrid    (AOL Mail)
PC-Based Email - Outlook Express
PC-Based Email – Microsoft Outlook
       PC-Based Email – Add’l Outlook Features
                                Personal Calendar




Data can be “replicated
with PDAs & cell phones


                 Contact List
Web-Based Email – Yahoo Mail
Web-Based Email – Google GMail
Hybrid Email – AOL Mail
Principal Email Functions
   Send Message
   Reply to Message
       Original message retained – can be altered
       Goes to originator only – unless addressee
        changed
       Attachments are removed
   Reply to All Message
       Same as Reply to
       Sent to all original recipients – unless changed
   Forward Message
       Sent to newly specified recipients
       Original message retained WITH attachments –
        unless altered
What’s in an Email Address?
   Specific Address Format required.
       “user-name”@“domain-name”
       “User-name” is typically your email login name.
       “Domain-name” is frequently defined by your ISP.
   Format Rules
       Cannot contain: spaces or special characters except
        “-”, “_” and “.”
       Must contain “@” sign
   Sample Addresses
       lheier@rcn.com
       len@heier.us
       lenheier@yahoo.com
       l.heier.1@alumni.nyu.edu (Note dots in user-name)
       leonard_heier@abc.com (Note underscore character
        between first and last names)
Principal Components of an Email
Message

   Header
   Body
   Signature (optional)
   Attachments (optional)
Components of an Outgoing Email
Message
                                   Header




                                  Attachments




                            Message Body

                Signature
Components of an Incoming Email
Message
                                               Header



                            Attachment




                                         Message Body

                Signature
    Email Message Header Components
   To: Primary recipient(s) – REQUIRED
       One or more names separated by commas.
   CC: Secondary recipient(s) – OPTIONAL
       One or more names separated by commas.
   BCC: Blind copies – OPTIONAL
       One or more names separated by commas.
       Primary and secondary recipients will not see these
        addressees.
   Subject: Descriptive heading – HIGHLY RECOMMENDED
       Optional – but should ALWAYS be used.

   From: Sender‟s email address automatically appended
    by email program.
   Date/Time: Appended automatically by email program.
    Email Message Body
   Can be any length.
   Good email protocol suggests a limit of a
    single screen. If longer messages are
    desired, use a word processing document as
    an attachment.
   Can be mixture of text and/or graphical
    objects (e.g., photos) or even a Web page.
   Typically, a short salutation and informal
    signature are included.
Email Message Signature
   Should include all necessary information for
    your recipient to contact you.
   Can be manually typed for each message or
    setup once and automatically appended by
    email program.
   Example:
       -------------------------------------------------
       Len Heier
       Synaxis Corporation
       50 Gould Road
       Waban, MA 02468
       Phone: (617) 332-2155
       Fax: (508) 526-8930
       Email: l.heier.1@alumni.nyu.edu
               lheier@rcn.com
       AOL I/M: lenheier
    Email Message Attachments
   ANY file(s) on your computer can be
    included with an email message.
   Examples
       Text (i.e., Word documents,
       Photographs (JPG or GIF files),
       Adobe files (PDF), computer programs.

   Limiting factors
       Total size of email message permitted by ISPs
        (typically 5-10 MB).
       Speed of Internet connection lines for sender
        and/or recipient.
Exercise: Receive Email Attachments
via Webmail Access
Exercise: Use Webmail Access to
Read Your Email


 Tip 1: Don‟t leave home without trying
 out this procedure and becoming
 completely comfortable with using the
 facility.

 Tip 2: Setup the Webmail page
 beforehand with all of your important
 email addresses.
Exercise: Use Webmail Access to
Read Your Email
   Startup Internet Explorer.
   Go to following Web sites:
       Comcast: http://www.comcast.net
       RCN: http://webmail.rcn.com
       Verizon: http://netmail.verizon.net
       Yahoo: http://mail.yahoo.com
       All Other: http://www.mail2web.com

   Login to your account with your email
    name and password.
   Go to your “inbox” and open message
    from lheier@rcn.com.
Exercise: Use Webmail Access to
Read Your Email

   Locate the Microsoft Word file attached to
    the message.
   Save the attachment to your “My Documents
    folder”.
   Open the document to edit using Microsoft
    Word.
   Fill in requested data and re-save the
    changed document.
Exercise: Use Microsoft Word to Send
an Email
    Exercise: Use Microsoft Word to Send
    an Email

   Re-open the save Microsoft
    Word document used in the
    prior exercise.
   Click on “File”, “Send To”
    and then select “Mail
    Recipient” or “Mail
    Recipient (as Attachment)”.
   As prompted, enter email
    header fields and optional
    message.
   See Example
Example
Exercise: Use Internet Explorer to
Email a Web Page
Exercise: Use Internet Explorer to
Email a Web Page




        1. Go to desired Web page with Internet Explorer
        2. Click on “File”, “Send”, “Page by E-Mail”
        3. See Example
Using The Email Address Book
(Outlook Express)
   Purpose of Address Book
       Avoids memorizing, tedious re-entry, and
        probability of error when selecting frequently-
        used addresses.
       Addresses can be entered automatically from a
        recipient‟s email message.
       Provides a facility for collecting additional
        information about an individual.
   Purpose of Distribution Lists
       Organize selected email addresses into a
        common group
       Simplifies communications with a group of
        correspondents.
Exercise: Create Entries in the
Address Book (Outlook Express)
Exercise: Enter New Addresses in the
Address Book (Outlook Express)
 1. Open Outlook Express
 2. Select “Tools”, “Address Book”
Exercise: Enter New Addresses in the
Address Book (Outlook Express)
   3. Select “File”, “New Contact” to open form
   4. Enter First Name, Last Name and Email
      Address
Exercise: Enter New Addresses in the
Address Book (Outlook Express)
   5. Click “Add” and “OK”
   6. Repeat from Step 3 to make additional entries
Exercise: Create New Email Group in
the Address Book (Outlook Express)
 1. Open Outlook Express
 2. Select “Tools”, “Address Book”
Exercise: Create New Email Group in
the Address Book (Outlook Express)
 3. Select “File”, “New Group” to open form
 4. Enter a Group Name and click on “Select Members”
Exercise: Create New Email Group in
the Address Book (Outlook Express)
 5. Highlight a member name and click “Select”
 6. Repeat as often as necessary to complete the group
Exercise: Create New Email Group in
the Address Book (Outlook Express)
 7. When done, click “OK” on Select Group Members form
 8. Then, click “OK” on „Group‟ Properties form
Exercise: Create New Email Group in
the Address Book (Outlook Express)
 9. Note new Group Address entry in the address book
  Exercise: Use New Email Group
  Address (Outlook Express)
                              1. Open new email form
                              2. Click “To” address
                                 prompt to expose
                                 address book




3. Select new group address
   and click “To”
4. Click on OK to return to
   email form
5. Complete the email message form as appropriate
6. Click “Send” button to transmit the message
Become Familiar With Email Folders
   Overview
       Email systems typically include four main
        “folders”: in-box, out-box, sent mail, and
        deleted mail.
       Ordinarily messages automatically move from
        one folder to another as needed.
       Users can setup unlimited number of special
        folders which can contain copies of selected
        incoming and/or outgoing messages.
   Typical Uses
       Organize messages by a topic such as
        “Cyberspace Class”.
       Organize messages by an individual or group
        such as “Family”.
Become Familiar With Email Folders
Common Email Risks and Annoyances

   Spam
   Email snooping (intercepted
    messages)
   Misdirected email messages
   Attachment containing a virus
   Attachment containing a Trojan
    horse
   Identity theft (a/k/a “Phishing”)
ID Theft via Phishing
Phishing Example - Citibank
Phishing Example – Citizens Bank
Phishing Example – Smith Barney
Phishing Example – Regions Bank
Phishing Example – eBay
Phishing Example – Carroll Creditors
 Email Dos and Don’ts (Etiquette)

    Be aware of the risks.
    Take time to consider what you will write.
    Be careful when using humor, sarcasm,
     and criticism.
    Don‟t assume the communication is
     private.
    Be sure your message is going to the
     person(s) you want to receive it.

Tip: Go to www.emailreplies.com or www.learnthenet.com
for more detailed information.
Q&A
Common Features of Many
Email Systems
   Read             Reply
   Delete           Reply to all
   File             Forward
   Print            Rules
   Save             Address book
   Compose          Preview window
   Attachments      Folders
   Signature        Able to handle
                      multiple accounts

				
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posted:7/31/2011
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