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Email Essentials: Beginners' Guide to Mastering Email Communication

Learn the history of email, set up an email account, understand email clients, access emails via POP and IMAP, and discover email basics. Dive into advanced features, like emoticons and netiquette, to enhance your email communication. This roadmap will equip you with the knowledge needed to navigate the digital world of emails efficiently and professionally.

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Email Essentials: Beginners' Guide to Mastering Email Communication

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  1. Email WeeSan Lee weesan@cs.ucr.edu

  2. Roadmap • History • Email Account • Email Clients • Access Emails • Email Basics • Advance Features • Emoticon & Acronyms • Netiquette • Conclusion & References

  3. History • In 1971, Ray Tomlinson of BBN invented email program • In 1972, @ was used to separate username and hostname

  4. Email Account • username@host.domain • Eg. weesan@cs.ucr.edu • Get an account from • ISP, eg. weesan@pacbell.net • University, eg. weesan.lee@email.ucr.edu • Department, eg. weesan@cs.ucr.edu • Google, eg. weesan@gmail.com • …

  5. Username & Password • Username or userid? • Choose a good username* • A good choice is first initial and last name • Eg. wlee • A bad username might cause you your job! • Choose a good password • At least 8 characters long • Mix UPPER & lower case, numbers and symbols • Eg. ^Bambo0!

  6. Email Clients • A program to read emails • GUI-based (Graphic User Interface) • Thunderbird • Eudora • Outlook Express • Outlook • Text-based • Pine • Web-based • Gmail • Hotmail

  7. Email Clients - Examples http://arstechnica.com/images/thunderbird/thunderbird-ss1-sm.gif

  8. Access Emails • POP • Post Office Protocol • Version 3, ie. POP3 • Require an email client • IMAP • Internet Message Access Protocol • May or may not require an email client • Web-based • Require a web browser

  9. POP • A way to retrieve/download emails locally • Connect, download, disconnect • Ideal for offline mail usage • Require an username & password • Incoming Mail Server • A server for downloading emails • Eg. pop.cs.ucr.edu • Options for: • How often to download emails • Leave emails on the server

  10. POP (cont) • Outgoing Mail Server • A server for sending emails • Eg. smtp.cs.ucr.edu • Use SMTP (Simple Mail Tranfer Protocol) • Incoming and outgoing mail server could be the same

  11. IMAP • A way to access emails directly on the server • Usually stay connected, also provide offline mode • No local burden • Require an username & password • IMAP server • A server where emails are stored • Outgoing mail server and IMAP server could be the same

  12. Webmail - Web-based email • Use a browser to access emails anywhere • Usually a front-end to an IMAP server • Signup is easy • Username of your choice* • Complete a few forms • Eg. • http://webmail.ucr.edu/ • http://webmail.cs.ucr.edu/ • Google mail or Gmail • Hotmail • Yahoo mail

  13. Webmail - Example

  14. Webmail (cont) • Messages and address book are stored on the server • Backup important messages and email addresses • Security issues • Messages and addresses are stored remotely • Be sure to logout after use • Drawback for public webmail • A few advertising lines on each outgoing message • Popup ads or on the side

  15. Email Basics (Gmail) • Read Email • Write/Compose an Email • Reply • Reply All • Forward

  16. Email Basics - Read Email

  17. Email Basics - Compose an Email

  18. Reply Send email back to the sender Reply All Send email back to all original recipients Forward Send email (including original message) on to someone else Email Basics

  19. Email Headers

  20. Email Headers (cont) • To • To someone for direct information or action • Comma separated for multiple recipients • Eg. weesan@cs.ucr.edu, santa@northpole.org • Cc • Carbon copy or computer copy • To someone for their information • Bcc • Blind carbon copy or blind computer copy • The recipients in To and Cc can’t see recipients in this field

  21. Email Headers (cont) • Return-Path: <list2-return-251-weesan=cs.ucr.edu@phdcomics.com> • Received: from esmtp.cs.ucr.edu (esmtp.cs.ucr.edu [138.23.169.83]) • by iliad.cs.ucr.edu (Postfix) with ESMTP id 6D5F42CA4019 • for <weesan@iliad.cs.ucr.edu>; Tue, 16 Oct 2007 02:08:55 -0700 (PDT) • Received: by esmtp.cs.ucr.edu (Postfix, from userid 202) • id 13B802632CF; Tue, 16 Oct 2007 02:08:52 -0700 (PDT) • X-Spam-Checker-Version: SpamAssassin 3.1.3 (2006-06-01) on esmtp.cs.ucr.edu • X-Spam-Level: * • X-Spam-Status: No, score=1.8 required=5.0 tests=AWL,BAYES_50, • MSGID_FROM_MTA_ID autolearn=no version=3.1.3 • Received: from mail3.sea5.speakeasy.net (mail3.sea5.speakeasy.net [69.17.117.5]) • by esmtp.cs.ucr.edu (Postfix) with ESMTP id DA9E2262DF7 • for <weesan@cs.ucr.edu>; Tue, 16 Oct 2007 02:07:34 -0700 (PDT) • From: "PhD Comics" <new_comic@phdcomics.com> • To: <mailinglist2@phdcomics.com> • Date: Tue, 16 Oct 2007 00:13:39 -0700

  22. Email Headers (cont) • Correction from the book, pg. 117 • Routers and servers add these when the message is passwd along the line. • SMTP servers add these when the …

  23. Plain Text vs. HTML Email • Don’t send HTML Email • Not all are using a GUI or web-based email client • Don’t send both plain text and HTML email • Bloated

  24. Advanced Features • File Attachment • Address Book • Filters • Vacation Message • Signature • Sorting & Search • Email Management • Encryption

  25. Advanced Feature - File Attachment • Email was designed to send plain text • Binary files need to be encoded before “attaching” in an email • Eg. Word document, image files, audio/video files • Usually Base64 encoding is used • A-Z, a-z, 0-9, +, - • So, attachment is usually 1/3 bigger than original

  26. Advanced Feature - File Attachment

  27. Advanced Feature - Address Book • Allows the use of names instead of email addresses in To, Cc and Bcc fields • Avoid emails from people in the address book being flagged as SPAM • AKA Contacts

  28. Advanced Feature - Filters

  29. Advanced Feature - Filters

  30. Advanced Feature - Vacation Message • Automatically reply a short message back to the sender • Click Settings/General

  31. Advanced Feature - Signature • Automatically include your contact information in each email you send • Click Settings/General

  32. Advanced Feature - Sorting & Search • Emails can be sorted based on arrival time, subject, To, From, size, etc • Emails are searchable

  33. Advanced Feature - Email Management

  34. Advanced Feature - Email Management • Traditional email clients use folders • Save related messages to the same folder • Eg. All emails from friends are saved to friends folder • Problem • EmailA: An email from a colleague who is also a friend • EmailB: An email from a friend talking about food • Gmail uses labels • Label EmailA both as “colleague” and “friend” • Label EmailB both as “friend” and “food”

  35. Advanced Feature - Encryption • PGP (Pretty Good Privacy) • Public and private keys • For example, Alice wants to send Bob an encrypting email • Emailencrypted = Aliceprivate{Bobpublic{Email}} • Alice sends Emailencrypted to Bob as an attachment • Bob gets the original email back by reversing the process • Email = Bobprivate{Alicepublic{Emailencrypted}} • Correction from the book, pg. 132

  36. Emoticons  • :-) smile • :) smile - no nose • 8-) smile with glasses • :-/ hmmm • :-( sad face • :( sad face - no nose

  37. Acronyms • BTW By the way • IMO In my opinion • IMHO In my humble opinion • LOL Laugh out loud • BBL Be back later • TTFN Ta-ta for now • RTFM Read the f**king manual

  38. Netiquette • Proper Internet social behavior • Network etiquette • RFC1855 - Netiquette Guidelines • Never send chain letters via electronic mail • Do not send heated messages • Heated messages are called “flames” • “Be conservative in what you send and liberal in what you receive” • Use a signature • < 4 lines

  39. Netiquette (cont) • DON’T SHOUT • Use symbols for emphasis • Eg. This *is* what I meant • Use underscores for underlining • Eg. _War and Peace_ is my favorite book. • Wait overnight to send emotional responses to messages • Be concise & keep the message short • Don’t send emails over 100K • Send URL instead

  40. Netiquette (cont) • Use a meaningful subject line • Be careful what you say • Make yourself look good online • Use spelling and grammar checker

  41. Conclusion • Presented basic and advanced email usage • Described emoticons, acronyms and netiquette

  42. References • Internet Effectively • Ch 4

  43. HW4 - https://webmail.cs.ucr.edu/

  44. HW4 - https://webmail.cs.ucr.edu/

  45. HW4 - https://webmail.cs.ucr.edu/

  46. HW4 - https://fish.cs.ucr.edu/phprocmail/

  47. HW4 - https://fish.cs.ucr.edu/phprocmail/

  48. HW4 - https://fish.cs.ucr.edu/phprocmail/

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