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Section 6

Section 6. Sending and receiving emails. 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

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Section 6

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  1. Section 6 Sending and receiving emails

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. Message Management

  9. 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

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

  11. 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

  12. 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

  13. 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

  14. 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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