Basic Communication on the Internet: E-Mail

1. Basic Communication on the Internet: E-Mail Tutorial 2 Evaluating an E-Mail Program and a Web-Based E-Mail Service New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

2. What is E-Mail,How Does It Work? • A form of communication • electronic messages are created • transferred between 2 or more computers • connected to a network. • Very popular form of business communication. • Fast, inexpensive. • Can be sent, received at anytime. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

3. What is E-Mail andHow Does It Work? • Mail server: a hardware and software system • determines from the recipient’s address one of several electronic routes on which to send the message. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

4. Protocols: • rules that determine how the Internet handles message packets flowing on it. • SMTP (Simple Mail Transfer Protocol): decides which paths an e-mail message takes on the Internet. • POP (Post Office Protocol): handles incoming messages. • IMAP (Internet Message Access Protocol): protocol for retrieving mail messages from a server. • MIME (Multipurpose Internet Mail Extensions): protocol specifies how to encode non-text data, such as graphics and sound, to send over the Internet. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

5. What is E-Mail andHow Does It Work? • Mail client software or e-mail program: software requests mail delivery from mail server to your PC. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

6. What is E-Mail andHow Does It Work? • Email Address: uniquely identifies individual or organization that is connected to the Internet. • E-mail addresses usuallynot case-sensitive. • Two parts of email address: • User name – identifies person within an organization. • Host name – specifies the computer to which the email is to be delivered. • Separated by an “at” sign (@) New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

7. What is E-Mail andHow Does It Work? • Most people have more than 1 e-mail address. • Primary e-mail address(es) • personal and/or business correspondence. • Secondary e-mail address(es) • online subscriptions & purchases, mailing lists. • Be careful about distribution of e-mail address • may lessen amount of spam/junk email. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

8. Common Features ofan E-Mail Message • Message Header: info. about the message. • Message Body: actual message. • Signature: • appears at the bottom of your e-mail messages • standard information about yourself so recipient can contact you in a variety of ways. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

9. Common Features of anE-Mail Message New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 9

10. Common Features ofan E-Mail Message • Recipient’s full e-mail address in To line of e-mail header. • courtesy copy (Cc) & blind courtesy copy (Bcc) to send mail to people who should be aware of e-mail message, but are not direct recipients. • No recipient can view list of Bcc recipients. ??? • Group: single e-mail address represents list of individual e-mail addresses. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

11. Common Features ofan E-Mail Message • From line: sender’s name. • Subject line: should indicate the message’s content, importance. • Attachment: simple way to transmit electronic documents to others. • Can contain viruses (malicious programs that can harm your computer and files) New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

12. Common Features of E-Mail Programs • E-mail messages • less formal than business letters (slightly) • follow the rules of formal letter writing ! • Signatures: can contain ??? • Name • Title • Company name • Contact information • Graphics • Nicknames • Quotations New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

13. Internet Etiquette (Netiquette) commonly accepted rules for decent behavior on the Internet. • Avoid ALL CAPITAL LETTERS BECAUSE IT LOOKS LIKE YOU ARE SHOUTING. • KIS -- simple, short, and focused. • Good Subject, a signature. • Don’t sending unsolicited messages, DON’T send unsolicited attachments. • Spell check! Read your message “out loud.” Fix all errors before sending. • Always use “common” courtesy, politeness, and respect New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

14. Internet Etiquette (Netiquette) Commonly used e-mail acronyms New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 14

15. Common Features of E-Mail Programs • Send messages • Receive, store messages • Print message • File message • Forward message • Reply to message • Delete message New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

16. Common Features of E-Mail Programs • queue, send • receive e-mail – where is it stored? • set filter to move incoming mail to folder(s) automatically based on basic features of the message • especially useful for moving junk mail. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

17. Common Features of E-Mail Programs • Forward: send a copy of this message to new recipient without original sender’s knowledge. • Reply: e-mail program creates a new message, automatically addressed it to sender. • delete: usually 2-step process • prevents accidentally deleting important messages. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

18. Maintaining an Address Book • save e-mail addresses • Nickname: easy-to-remember • Can use a nickname to represent a group. • organize contact information about individuals & groups in address book. • refer to entries in address book while composing, replying or forwarding New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

19. E-Mail Programs • Most browsers include email program. • Which one is best? New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

20. Mozilla Thunderbird • Complements Firefox Web browser • Download separately from Mozilla Web site. • Can import address books etc. from another e-mail program on your computer. • Spell checker, encryption or digital signature. • Powerful spam & junk mail filters. • Saved Search folders: makes it easy to find messages based on your criteria. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

21. Mozilla Thunderbird • Has the ability to subscribe to and receive newsfeeds automatically using Really Simple Syndication (RSS). • Really Simple Syndication (RSS): an XML file format that makes it possible to share updates such as headlines and other Web site content via a newsfeed. • Most RSS newsfeeds must be read through a program called an aggregator that lets you receive newsfeed content. • When you subscribe to a newsfeed, you can choose a frequency on which to download messages. • Can be used to manage your Usenet newsgroup subscriptions. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

22. Thunderbird Inbox Window New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 22

23. Opera M2Client • Comes with Opera Web browser. • Can import information from Outlook Express, Netscape Mail, Eudora, and earlier versions of Opera. • Spell checker • Label button to assign messages to categories. • Messages stored in a single database (instead of folders) -- easy to sort, search, and retrieve. • Can subscribe to RSS newsfeeds automatically. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

24. Opera Mail Panel New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 24

25. Web-Based E-Mail Services • Most Internet Web sites • free e-mail for registered users. • Can be used with any browser with I’net access. • Use as primary e-mail address or other • personal e-mail may be restricted at work or school. • free Web-based e-mail services -- popular choices: • Yahoo! Mail, ExciteMail, and Hotmail. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

26. Web-Based E-Mail Services • Free e-mail = • advertising messages • links to other services offered by provider • E-mail messages sent may contain advertising New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

27. Gmail from Google • 2 gigabytes of storage space for every user • Adds advertising to e-mail messages • based on searches of those messages • concerns about the privacy of e-mail messages • Google performs routine maintenance on its servers • your messages might be stored forever in their archives • your privacy? New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

28. Google Gmail Inbox Window New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 28

29. Blogs • Web logs, or blogs • Not new • Popularized during the 2004 presidential campaigns. • Howard Dean, Senator John Kerry, and President George W. Bush used blogs • communicate with supporters • respond to stories in the media. • Not subject to the same ethical guidelines of professional reporters • information in blogs should be considered personal opinion, not “hard news.” New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

30. “You’ve Got Spam!” • Unsolicited commercial e-mail • UCE • bulk mail. • Unwanted solicitations, advertisements, e-mail chain letters, etc. • Wastes people’s time, bandwidth, storage space. • Estimated: spam received by average company increased from approximately 1% in 1995 to 80% in 2005. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

31. “You’ve Got Spam!” • Many grassroots and corporate organizations are fighting spam aggressively. • Most companies find it more effective and less costly to eliminate spam before it reaches users. • Approaches devised or proposed: • passing of laws • technical changes in the mail handling systems of the Internet. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

32. Reducing Spam • Reduce the likelihood that a spammer can automatically generate your e-mail address • Control the exposure of your e-mail address so software robots searching the Internet for e-mail addresses cannot easily obtain them. (They search for strings containing “@”.) • Use multiple e-mail addresses such as one for your Web site, another to register for access to Web sites, another for shopping accounts, etc. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

33. CAN-SPAM Law • Many U.S. jurisdictions have passed laws that provide penalties for sending spam. • CAN-SPAM Law • first U.S. federal government effort to legislate controls on spam. • Regulates all e-mail messages sent for the primary purpose of advertising or promoting a commercial product or service. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

34. CAN-SPAM Law • Unsolicited e-mail messages must: • identify the sender • contain an accurate message subject and a notice that the message is an advertisement or solicitation • make it possible for the recipient to “opt out” of future mailings within 10 days of receipt of the request • include the sender’s physical postal address • prohibit the sender from selling or transferring an e-mail address with an opt out request to any other entity New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

35. CAN-SPAM Law • Each violation is subject to a fine of up to $11,000. • Additional fines are assessed for those who violate one of these provisions and also harvest e-mail addresses from Web sites, send messages to randomly generated addresses, use automated tools to register for e-mail accounts that are subsequently used to send spam, and relay e-mail messages through a computer or network without the permission of the computer's or network’s owner. • Enforcement is a problem because spammers can move their operations from one server to another in minutes. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

36. Microsoft Outlook ExpressInbox Window Outlook Express is the e-mail program installed with Internet Explorer. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 36

37. Microsoft Outlook Express • Folders list: • receiving, saving, and deleting mail messages. • Inbox folder: • messages you have received. • Outbox folder: • outgoing messages that have not been sent yet. • Sent Items folder: • copies of messages you have sent. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

38. Microsoft Outlook Express • Deleted Items folder: • messages you have “deleted.” • Drafts folder: • messages you have written but not sent yet. • Contacts list: • information about addresses stored in your address book. • Message list: • summary information for each message that you receive. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

39. Configuring E-Mail • You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp. 102-103). New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

40. Sending a Message UsingOutlook Express • Click the Create Mail button on the toolbar. • Type the recipient’s e-mail address in the To box. • Type the e-mail address of any Cc or Bcc recipients in the appropriate boxes. • Click the Attach button to attach a file. • In the messagebody, type your message. • Check your message for spelling and grammatical errors, and then click the Send button. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

41. Sending a Message UsingOutlook Express New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2 41

42. Receiving and Readinga Message (Outlook Express) • If necessary, connect to your ISP. • Click the Send/Recv button on the toolbar. • Message headers of messages you haven’t opened yet are in bold and with a closed envelope icon next to them in the message list. • Click a message in the message list to view it in the preview pane. • Messages that you have opened are displayed with an open envelope next to them. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

43. Viewing and Saving anAttached File (Outlook Express) • Click the message that contains the attached file in the message list to display its contents in the preview pane. • To view the file, click the paperclip icon in the preview pane to open the shortcut menu, and then click the attached file’s name. Close the program window that opens after viewing the file. • To save the file, click the paperclip icon in the preview pane to open the shortcut menu, and then click SaveAttachments. • Click the file to save or click the SelectAll button to save all attached files, click the Browse button, and then change to the drive and folder in which to save the attached file(s). • Click the Save button. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

44. Replying to Messages (Outlook Express) • To reply to a message: • Click the message in the message list to which you want to reply • Click the Reply button to reply to the sender; click the Reply All button to reply to the sender and Cc recipients of the original message • “Re:” is added to the Subject in the new message window • The original message is copied and placed in the message body • Type your reply above the original message in the message body • Click the Send button. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

45. Forwarding Messages (Outlook Express) • To forward a message (send a copy of the original message to recipients who were not included in the original message): • Click the message in the message list that you want to forward • Click the Forward button • “Fw:” is added to the Subject in the new message window • The original message is quoted (copied) in the message body • Type your message above the quoted message in the message body • Click the Send button New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

46. Filing and Printing an E-Mail Message (Outlook Express) • You can use Outlook Express mail folders to file your e-mail messages by topic or category. • When you file a message, you usually move it from the Inbox to another folder. You can also make a copy of a message in the Inbox and save it in another folder. • You can print a message at any time—when you receive it, before you send it, or after you file it. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

47. Deleting an E-Mail Message and Folder (Outlook Express) • When you no longer need a message, it is a good idea to delete it. • Select the message and then click the Delete button. • Select multiple messages by pressing and holding the Ctrl key, clicking each message in the message list, and then releasing the Ctrl key. • Select folders and delete them using the same process. • When you delete a message or folder, you are really moving it to the Deleted items folder. • To remove items permanently, delete them from the Deleteditems folder. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

48. Maintaining an Address Book (Outlook Express) • To add a contact to the Address Book: • Click the Addresses button on the toolbar • Click the New button, and then click New Contact • Enter the contact information • Click the OK button • Click the Close button • If you enter a short name in the Nickname text box in the contact’s Properties dialog box, then you can type the nickname instead of a person’s full name when you address a new message. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

49. Adding a Group of Contacts to the Address Book (Outlook Express) • You can use Outlook Express to create a group, which is a single address book entry consisting of two or more e-mail addresses. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

50. Hotmail • Hotmail is a Web-based e-mail service powered by MSN.com that you use to send and receive e-mail. • To use Hotmail, you must use a Web browser to connect to the Hotmail Web site. • No matter where you are in the world, if you can connect to the Internet, you can access your Hotmail account. • Portability makes Web-based e-mail a valuable resource for people who travel or do not have a computer or other device on which to use e-mail. New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2