All About Email

1. All About Email Email, e-mail or electronic mail is the transmission of messages (emails or email messages) over electronic networks like the internet. Look for the blue arrow on each slide to progress to the next slide

2. To understand what email is, compare it to "traditional" postal mail.

3. Contents: Click on a link to go to that topic • Email overview • Three Parts of an E-mail Address • Sending an E-mail Message • Email Etiquette • Sending E-mail Attachments • How to attach files in webmail e.g. Yahoo! Mail • Forwarding Email • The E-mail Quiz • Tutorials on the Internet • Extra notes & information

4. Create & Send an E-mail Message E-mail is by far the most popular service on the Internet. Sending messages is a snap. Just follow these simple steps. (Although these notes use Microsoft Outlook, most e-mail programs work the same way.)

5. Three Parts of an E-mail Address • An email address will always have a .com or similar after the domain name. • An email address will NEVER have spaces. • An email address does not need capitals.

6. 1. Open your e-mail program and launch a new message window by clicking on the ‘New’ icon.Some email programmes call this ‘Create’

7. 2. In the TO box, type the name of the recipient. It should take this form: bigted@playschool.com.au Make sure you enter the address correctly or the message will return to you. You can send a message to more than one person by entering multiple addresses. Just put a semicolon between each address. You can also send a copies (cc:) and blind copies (Bcc:) to multiple addresses. Your return address is automatically sent to the recipient. ; bigted@playschool.com.au

8. 3. Type the subject of the e-mail. Giving your email a subject lets the receiver know what your email is about. bigted@playschool.com.au Annual Teddy Bears’ Picnic

9. 4. Write your message in the message window. You can also copy text from a word processing program and paste it into the window. bigted@playschool.com.au Annual Teddy Bears’ Picnic Hey there, Big Ted, Just letting you know we are all going down to the woods to play on Saturday at 11.00 am. Will you bring those great honey clusters you ....

10. 5. Click on the Send icon or select Sendfrom the Filemenu. bigted@playschool.com.au Annual Teddy Bears’ Picnic Hey there, Big Ted, Just letting you know we are all going down to the woods to play on Saturday at 11.00 am. Will you bring those great honey clusters you ....

11. Sending E-mail Attachments Here's how to e-mail documents, spreadsheets, photos or any other type of file. The directions that follow use Microsoft Outlook, But will be similar for most e-mail programs: even Web-based e-mail like Gmail, Hotmail and Yahoo! Mail, work the same way.

12. 1. Open your e-mail program,launch a new message window and compose your message. bigted@playschool.com.au Annual Teddy Bears’ Picnic Hey there, Big Ted, Just letting you know we are all going down to the woods to play on Saturday at 11.00 am. Will you bring those great honey clusters you ....

13. 2. Click the attachment icon (the paper clip) bigted@playschool.com.au big or Annual Teddy Bears’ Picnic Ann Hey Big Ted, Here is a photo of us all at last year’s picnic Hey Big Ted, insert the file by selecting from the drop-down menu

14. 3.Browse your hard drive or removable disks to locate the file you want to attach. Click it to highlight the name,then click the Insertbutton

15. 4. An icon or message should now appear indicating that the file has been attached. bigted@playschool.com.au Annual Teddy Bears’ Picnic Hey Big Ted, Here is a photo of us all at last year’s picnic.

16. 5. Finally, click the Send button and off it goes! bigted@playschool.com.au Annual Teddy Bears’ Picnic Hey Big Ted, Here is a photo of us all at last year’s picnic

17. How to attach files in webmail e.g. Yahoo! Mail 1. Login to your e-mail account, and then launch a new message window by clicking the New button. Now enter the address and compose your message. Holiday photos

18. 2. Click the Attach Files button. A new screen will appear like the one below.

19. 3. Click the Browse... button to search your hard drive or removable disks to locate the file you want to attach. Click to highlight the file, and then click the Open button.

20. 4. The file name will appear in the File 1 box. You can now add more files doing the same thing. When you are finished, click the Attach Files button.

21. 5. A paper clip icon with the file name appears indicating that the file has been attached. Click the Send button and off it goes! Holiday photos

22. Reply to an E-mail Message "Replying" to a message simplifies your correspondence, since you do not have to enter the recipient's e-mail address manually. 1. Click on the closed e-mail message to select it. 2. From the Message menu, click on Reply. Or, right click on the message & select Reply

23. Reply to an email A new message window will open. The recipient's address will appear automatically in the To field. The Subject will be the same subject as in the original message, and the content of the original message will usually be included, sometimes with > signs.

24. Reply to an email 3. Add your new content to the message. • You can delete part or all of the original message by highlighting & deleting. • You can also add new content at any place in the message so it resembles a conversation. This is called "continuing the thread.” Click to open & print

25. Forwarding Email • You can forward an email to someone else. • In Outlook or Winmail, the forward function is found here, • or you can right-click on an email and select "Forward" from the drop-down menu. Forwarding is used to send an email to someone who wasn't on the original addressee list. The entire message is usually forwarded and the subject line is prefixed with "Fwd:".

26. Email Etiquette • The rules of email etiquette are not "rules" in the sense that your email won’t work if you don't follow them. • They are guidelines that help avoid mistakes (like offending someone when you don't mean to) and misunderstandings (like being offended when you're not meant to). • These core rules of email etiquette help us communicate better via email. Click to open

27. Tips for replying & forwarding emails • Leaving all content from the original message is a waste of your monthly internet allocation. • It can also make it harder for the recipient to download the message if the e-mail is especially long. • It's a good idea to delete much of the original content and leave only enough so the recipient can remember what was said in the earlier message. • Place any comments you have before the forwarded message

28. Tips for replying & forwarding emails • You should never forward a virus warning or other type of warning without first checking to see if it is a hoax, since so many of these messages aren't true. • Check out any rumours before you send them on: • Remove all email addresses when you forward a message – it is your responsibility to protect other people’s addresses. • Never write your message using all CAPITALS – it is like SHOUTING at someone! click to read more click to open

29. The E-mail Quiz http://www.learnthenet.com/test-yourself/email/index.php

30. Tutorials on the Internet These are some great interactive tutorials to help you master the art of using your computer: • To learn about computer basics • To learn more about computers & IT • To do a mini computer course • To practice using the mouse • To get to know your way around the keyboard S Sheridan / Prepare to access email

31. Extra resources: click to open Using Outlook Express Emailing Incredimail setup Check and Respond to Emails