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Section 6

Section 6. Sending and receiving emails. Objectives Students will deal with messages, send and receive messages, reply to emails, sorting emails and how can they print a message. Sending emails from the Outbox.

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Section 6

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  1. Section 6 Sending and receiving emails

  2. ObjectivesStudents will deal with messages, send and receive messages, reply to emails, sorting emails and how can they print a message

  3. Sending emails from the Outbox • Click the Send button on the New Message window to place the email in the Outbox • emails are sent immediately if you have an ‘always on’ broadband connection • You can configure Outlook Express not to send message immediately – this is useful if you have a dial-up connection • If you have ‘dial-up’, click Send/Recv, and type you username and password when asked to do so

  4. Receiving emails • Incoming emails are downloaded from your ISP to your Inbox when you send an email • Click Inbox to show any emails received • Received emails are shown with icons indicating Read or Unread • You can sort the emails • Double-click the message name in the Message List pane to read the message • The Message View window lets you: • read and print out the message • type a reply • forward it to someone else • print a message by clicking the Print button

  5. Receiving an attachment • If you receive a file with an attachment, the message header has a paper-clip icon beside it • Open the email • Click File, Save Attachments… • Use the Browse... button to navigate to a folder where you want to save the attachment • Open the attachment using the appropriate application

  6. Virus alert! • Make sure you have an up-to-date virus checker installed • Only open files with .exe, .scr, .pif or .vbs extensions if you are expecting them • Virus-check unexpected file attachments before opening them • There is a risk of infecting a computer with a virus just by opening an email • There’s no danger from plain text but if the email is in the form of a web page there may be buttons that have unseen effects • You can delete a suspicious-looking email without opening it by hiding the Preview pane, then right-clicking the email and choosing Delete

  7. Replying to an email • Either click the Reply buttonon the toolbar to type a reply to the sender only • Or click Reply Allto send a reply to anyone else that the email was sent to • Type your message and click Send

  8. Forwarding an email • Double-click the message name in the Inbox to show the Message View window • Click the Forward button– the forwarding window is set up for you with the original subject line • Click To: to add the recipient’s name • Add your own message and click Send

  9. Message Management

  10. Sorting emails • You can sort emails by sender, subject or date, by clicking the column header (clicking again reverses the order) • In the left-hand columns, the Priority shows if a priority level was set by the sender • Attachments are shown by a paperclip • Clicking in the Flag columnshows a Flag icon to draw your attention (click again to remove it) • You can sort on these columns • The Read/Unread markerscan be changed from the Edit menu

  11. Searching for emails • Click the Find button, enter search parameters and click Find Now

  12. Deleting emails • To delete emails, select the emails you don’t want and click the Delete button – this moves them to the Deleted Items folder • When this folder starts to fill up, choose Edit, Empty ‘Deleted Items’ Folder • Alternatively, to delete them automatically, choose Tools, Options..., Maintenance tab, and check Empty messages from the ‘Deleted Items’ folder on exit

  13. Organising emails • As with files, it’s a good idea to group together related emails in easily recognisable folders • To file emails, select the email in the main window • Choose Move to Folder... from the Edit menu – the Move window shows all the Local Folders set up in your copy of Outlook Express • You will probably need to make a new folder for your own use. • Click the New Folder button and type a name for the folder • Click OK, then OK again to move the email from its current folder to the new folder

  14. Saving a draft • In the New Message window, click File, Save – you will be shown a confirmation message. • Click OK • When you want to finish the message, double-click it, make any necessary changes, and send it in the usual way

  15. Printing a message • You can print a message from most Outlook Express windows by clicking the Print buttonor File, Print... • The Print dialogue box is similar to others you have met in other applications • In it you can set the pages to print and the number of copies

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