Unit 1: Getting Connected Lesson 3: Understanding E-mail Fundamentals

Living Online Using Windows XP – IC3 Module C Unit 1: Getting Connected Lesson 3: Understanding E-mail Fundamentals

What electronic mail is Differences between internal and external e‑mail The structure of an e‑mail address Recognizing what to enter when creating a new message Using different e‑mail options Understanding what attachments are How to use e‑mail appropriately Advantages and disadvantages of using e‑mail Lesson 3: Understanding E‑mail Fundamentals

What is Electronic Mail? • Electronic mail (e‑mail) has been key factor in increased popularity of Internet • Follows same process as for postal mail • Need to have name and address of recipient in order to have post office deliver • E‑mail most popular means of communicating from one computer to another, but other ways of communicating available • Instant messaging occurs on computers where feature included with e‑mail program or part of chat program where multiple conversations occur • Text messaging generally refers to the process of sending message but only text shown at receiver’s end

What is Electronic Mail?

Internal Mail • Refers to process of sending or receiving mail by users connected to local area network • Each user on network allocated “mailbox” on server • E‑mail addresses used with internal mail generally related to user login id and usually managed by network software program

Internet E‑mail • Referred to as external mail since it comes from “outside” computer • Process for e‑mail from Internet similar to internal e‑mail, but slightly complicated as Internet is WAN • Each user must have unique e‑mail address • E‑mail messages stored at ISP who allocates mailbox on e‑mail server for user • Mailbox usually identified by user’s name • E‑mail server has unique address on Internet called domain name • Protocol used to request and download e‑mail from mailbox is called post office protocol (POP)

Understanding an E‑mail Address The Domain Name Format • All computers connected to Internet have unique number called IP address or IP number • Most owners of servers connected to Internet also have registered domain name for their servers • Mailbox Name - identifies particular mailbox on e‑mail server • Name of Organization - identifies organization who owns server • Domain Category - also called Top Level Domain; identifies server’s information domain

Understanding an E‑mail Address • Internet originally established in US to facilitate research and development of military projects • Set of domain categories defined to distinguish different groups involved in projects • Usually called “original top-level domains”: .mil US military .gov US government .com commercial companies .edu universities .org organizations .net network sites

Understanding an E‑mail Address • Original top-domain categories soon became inadequate when Internet became international • Top-level domains expanded to include two letter country codes .au Australia .de Germany .ca Canada .uk United Kingdom • Larger countries may expand domain names to indicate region within country • Other countries use expansion similar to original domain names

Understanding an E‑mail Address • Several new top-level domains proposed and may already be available: .aero Air-transport industry .biz Businesses .coop Cooperatives .ecom electronic commerce .info Unrestricted use .museum Museums .name For registration by individuals .new news-related sites .pro Accountants, lawyers, and physicians

Internet Server Types • Organizations often own more than one type of server • Domain name convention for server types: • Server name label used to identify server at organization • Label usually indicates type of server but not mandatory

Looking at E‑mail Message Components • Determined by Internet e‑mail protocols • Addressing • Subject Line • Body • Attachments • Variety of e‑mail programs currently available • Concepts remain same regardless of which e‑mail program you use • Differences where commands and features may be found in e‑mail program

Addressing To Destination address. Cc Carbon Copy address, or recipient who gets copy for information purposes only. Bcc Blind Carbon Copy used when want or need to hide recipient receiving copy.

The Subject Line • Identifies topic of message, usually short description of content or purpose of e‑mail • Useful to scan through list of recently received e‑mails by looking at subject lines • Can send e‑mail without a subject line but helps recipient identify content • Also, no subject text is typical type of message with virus and may cause recipient to delete message

The Message Body • Where you type actual message • Some e‑mail programs provide formatting features that can be applied to text • Be careful about how text entered to reduce confusions or misinterpretations • All uppercase • Use of abbreviations or acronyms • Tone of message

Attachments • Can attach files to message • Much more convenient and faster than sending files using regular mail • ISPs may restrict size of attachments • Slow down retrieval of mail at recipient’s end • Cause traffic delays at mail server

Using E‑mail Options • Basically four options when sending e‑mail: • Create • Reply • Reply all • Forward • Option used depends on purpose of e‑mail

Creating New • Blank form to enter all necessary message components • When message complete, click on Send button

Reply Options • Basically three options when you receive e‑mail: • Reply - Displays similar screen to message received with address of person who sent message in To field and Re: in Subject line • Reply All - similar to previous option except that reply sent to all who received original message • Forwarding - send received message to third person for further action; Fw: added in Subject line

Receiving E‑mail • New e-mail placed in Inbox folder • Most programs have folders called Outbox, Sent, Draft, or DeletedItems to help organize e‑mail

Receiving E‑mail • When using integrated application with e‑mail program component, usually have features and options to manage messages and other tasks

Receiving E‑mail • Folders of web-based e‑mail program similar • Difference based on what web-based e-mail program provides • PDAs or cellular phones require special software program to be configured prior to being able to send or receive e‑mail

Attaching Files • Can attach electronic files to message • Can be any kind of file: pictures, video, mp3 sound files, programs, games, etc. • Many files can be very large and ISP’s may put limit on size of attachments, typically 2 to 5 Mb • Attachments shown either in separate line with name of file, or may appear as icon within message text

Using E‑mail Appropriately • E‑mail should never completely replace another form of communication • If sending e‑mail to someone regarding business, maintain professional attitude at all times. • Include subject text that clearly identifies purpose of e‑mail • Consider format to use with message before sending it • E‑mails are still official company correspondence • Ensure e‑mail is clear, concise and to the point

Using E‑mail Appropriately • If e‑mail not clear, can lead to misunderstandings and wrong actions or decisions being taken • Don’t write long rambling e‑mails with no obvious point or purpose • Refrain from making jokes or sending anything that could be considered politically incorrect, even with people you know • Flaming is when recipient is attacked personally in e-mail • You are shouting when TYPE IN UPPERCASE

Using Emoticons, Abbreviations or Acronyms • “Emoticon” are text symbols that attempt to convey to recipient what sender’s emotion was • Abbreviations can save time and effort • As general rule, emoticons and abbreviations should only be used for informal e‑mail or instant messaging, not for business or school e‑mail • Be careful about creating your own emoticons or abbreviations

Using Emoticons, Abbreviations or Acronyms Emoticon Description ; ) Wink : ( Frown, sadness, disappointment, remorse : / Wry smile : * Kiss :-) Smile :-0 Laughing loud :-O Shouting :-* Oops ): @ Screaming, anger, yelling : X Won’t say a word, lips are sealed <g> Grin <s> Smile <vbg> Very big grin <tic> Tongue in cheek

Using Emoticons, Abbreviations or Acronyms Abbreviation Description ASAP As soon as possible BRB Be right back BTW By the way F2F Face to face FAQ Frequently asked questions FYI For your information/interest IMHO In my humble opinion LOL Laughing out loud OTOH On the other hand PPL People TT4N Ta-ta for now TTUL Talk to you later TIA Thanks in advance WRT With respect to YIA You’re welcome in advance

Using References • If other information has bearing on e‑mail, reference these clearly • If include content of original in your e‑mail, denote same with character like “>” or vertical line • If replying to long e‑mail but only need to comment on one point, no need to include entire original message • If can direct recipient to particular web site or contact for more information, include web address (URL) or e‑mail address entered anywhere in message

Working with Attachments • Try to keep the attachment file size as small as possible • Consider what attachment is and whether it should be sent via e‑mail to someone else • Will recipient be able to open and view attachment? • If file available from web site or an intranet, consider typing address or URL for file in message • Consider e‑mail program recipient may be using to send or receive e‑mail

Managing Spam • Refers to process of sending any unsolicited e‑mail messages to many recipients to promote products and services or for political/religious purposes • Often referred to as junk mail • People or companies who send these types of messages called spammers • Buy e‑mail address list from companies who specialize in e‑mail marketing • Use software programs to harvest or collect e‑mail addresses that appear on personal or business web sites • May also generate random e‑mail addresses for particular site with hope some addresses will be real • Reputable companies ask for information and permission to give to other companies • Most e‑mail programs have filtering feature to block spam or other junk e‑mail

Understanding Bad Netiquette Rule 1: Remember the Human Rule 2: Adhere to same standards of behavior online that you follow in real life Rule 3: Know where you are in cyberspace Rule 4: Respect other people’s time and bandwidth Rule 5: Make yourself look good online Rule 6: Share expert knowledge Rule 7: Help keep flame wars under control Rule 8: Respect other people’s privacy Rule 9: Don’t abuse your power Rule 10: Be forgiving of other people’s mistakes

Identifying Common E‑mail Problems Messages Not Being Sent or Received • If no messages being sent or received, could be indication that mail server at ISP not connecting to your system for some reason. • If this doesn’t solve problem, start e‑mail program and check settings for your connection to ISP for mail. • If information in the incoming and outgoing mail server fields have not been changed, call ISP to ask if there are problems with mail server.

Identifying Common E‑mail Problems Problems with Attachments • How big was the attachment? • Was it blocked at mail server based on company standards? • If cannot send messages with attachments or open those with received messages, could be result of level of security set on your system.

Identifying Common E‑mail Problems Inbox Overflow • Indication that Inbox may be full is if you receive error message indicating mailbox is currently unavailable • Need to maintain Inbox on regular basis (similar to file management in Windows) • Use Reply to All feature with discretion • Do you really need to be notified every time message you send is received or opened? • Set up generic e‑mail addresses to direct or manage user feedback or requests • Auto responderscan be set up to send automatic reply to messages sent

Identifying Common E‑mail Problems Delivery Failures • Two types of delivery failures: • E‑mail address doesn’t exist at that domain • Problem with mail server for that domain • When you receive this error message, read contents carefully to determine what problem may be • Could be delay or conflict when message is being sent and received at mail server • If you are sure e‑mail address is correct and working, try sending message again after some time

Identifying Common E‑mail Problems Garbled Messages • Messages appear to be garbled or mixed up when you receive them • Stem from mail format being used for sending or receiving messages • Many e‑mail programs provide flexibility to switch between plain text or HTML format • Plain text feature keeps messages small in size but not very exciting to look at or read • HTML format displays messages in similar manner to looking at web page on Internet but slows down delivery of messages and display of message

Identifying Common E‑mail Problems Responding in Haste • Avoid tendency to quickly rush off e‑mail to get on with work • Can result in text not quite clear, or reply might have been different • Hastily composed e‑mail is inconvenient and reflects poorly on you • Take time to read message completely before instantly replying

Identifying Common E‑mail Problems Communicating Appropriately • Consider difference between professional and informal communication • Companies and schools can have different approaches • Be careful regarding writing style and tone used in messages • Always try to use formal writing style and maintain professional relationship when dealing with business

Identifying Common E‑mail Problems Watching for Potential Viruses in E‑mails • Many viruses designed to spread when attachments sent with e‑mail messages opened • Virus attachment usually program file with file extension like “.exe” or “.bat” • Picture or text files not executable programs and usually do not contain viruses • Word processing documents (“.doc”) generally virus-free but can contain macro viruses • Creators of viruses very astute and can make attachment look safe • Some e‑mail programs do not show entire attachment name

Identifying Common E‑mail Problems • Have anti-virus program installed and make sure you check frequently to have latest updates • Use feature in anti-virus protection program that scans new e‑mail as well as outgoing mail • Do not open attachments from people that you do not know • Do not open attachments even from people you do know where it is not totally clear from e‑mail message what attachment is • Never install anything that attachment tells you to do until it has been scanned

Identifying Common E‑mail Problems • May see warnings of viruses warning of dire consequences and asked to forward warning to all contacts • Message claims virus not detected by any major virus protection programs • Not actual viruses but examples of hoax viruses • Considered damaging as they cause traffic problems at mail servers when people begin sending messages to all contacts to warn them • Most hoax warnings are harmless • Visit web sites of suppliers of anti-virus software to check if real virus or hoax

Unit 1: Getting Connected Lesson 3: Understanding E-mail Fundamentals