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Managing Your e-mail

Managing Your e-mail. A little bit of gamesmanship by Bob Weber Assisted by Dick Travis. Why Talk About e-mail Today?. Membership’s response to Don Raun’s questionnaire regarding “Items of Interest.” Observations during my one-on-one “Help Registry” sessions.

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Managing Your e-mail

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  1. Managing Your e-mail A little bit of gamesmanship by Bob Weber Assisted by Dick Travis

  2. Why Talk About e-mail Today? • Membership’s response to Don Raun’s questionnaire regarding “Items of Interest.” • Observations during my one-on-one “Help Registry” sessions. • Continued explosive growth and improvements in the tools available to us for communicating, when using this segment of the Internet.

  3. The lineup for today’s game • E-mail---can be difficult to setup an account • Web based e-mail---almost no setup required • Questions and answers • Will not cover Newsgroups

  4. e-mail For The Mobile-I’m Excited • Web based e-mail using a web browser. • Generally, messages remain on host computer’s mail server. • Do not have to own a computer or web appliance to use e-mail---just go to the library or a wired coffee shop and use web based e-mail. • Some of the bells and whistles that we may be used to seeing at home may not be there.

  5. e-mail for everyone!!!

  6. Some of the Free Stuff • NetZero-uses Microsoft Outlook Express • Juno-uses modified OE • USA.net-web based • MSN Hotmail-web based • Yahoo-web based • American Express-web based • Excite-web based • NetCenter-web based • Mail.com-web based

  7. Why Be A Slave To e-mail? • An e-mail program allows us to digitally communicate almost instantaneously with other parties in any location where a computer, selected cell phone, or PDA is available. • Very few products in our computer based, on-the-go lifestyle have made such a significant change to how we can interface with others, while providing so much enjoyment while using it. We should learn how to use it to it’s fullest capabilities.

  8. Vocabulary • E-mail program or e-mail client • Outlook Express • Netscape Messenger • Eudora • AOL • Juno • Internet Service Provider • ADNC • Earthlink • AOL • Juno • NetZero • POP3---IMAP---SMTP---MIME---HTML • World Wide Web(WWW)

  9. Some E-mail Protocols • POP3---Post Office Protocol, level 3::: bring messages into our computer for management, from the ISP’s server. • IMAP---Internet Message Access Protocol::: leave messages on ISP’s server for review. • SMTP---Simple Mail Transfer Protocol. • MIME---Multi-Purpose Internet Mail Extensions is the Internet standard for sending e-mail messages that contain enriched text, Gif images, and other types of files such as multimedia including audio and video. It is an “encoding” and “decoding” routine. • HTML---Hypertext Markup Language.

  10. What is needed to play along? • An e-mail program---most all PC’s come with Windows and Windows comes with IE and Outlook Express. • ISP • User Name • Password • e-mail Address • Perhaps we need the ability to configure our chosen program to interface with our computer and the ISP’s server---often, there is a handy Wizard to help “set up a Mail Account.” • We will look closely at a few configuration items using OE, and a few using Netscape Messenger.

  11. Before We Play--The Tech Stuff • If using Windows, OE is on our computer unless we deleted it, and prefer to use some other e-mail program. • Some ISP’s(Earthlink; Cox@home; AOL; etc.) may provide a modified or unique version of OE. Often, only the interface is different, and they prefer that we use their version. • Bob’s Opinion---Netscape Messenger, Eudora, and AOL, etc. do not differ from OE in their significant functions, just the interface with user. • Most popular e-mail programs work with a POP3 server. In OE point to the “Tools Menu > Accounts command,” to set up an account to interface with server. In NM it’s “TOOLS Menu>PREFERENCES.”

  12. OE Mail Account Setup---1st step

  13. OE Mail Account Setup---2nd step

  14. OE Mail Account Setup---3rd step

  15. OE Mail Account Setup---4th step

  16. OE Mail Account Setup---5th step

  17. NM Mail Account Setup---1st Step

  18. NM Mail Account Setup---2nd step

  19. NM Mail Account Setup---3rd Step

  20. NM mail Account Setup---4th Step

  21. Are You Suffering From Overload?

  22. Here’s A Web Based e-mail Setup • Visit www.mail.com---locate the area concerning webmail---read the terms and conditions to use the free service---set up an account/become a member/whatever, by giving them your name, address, etc., --- choose a user name and a password. • To use, from any PC, point to www.mail.com, locate the webmail area---log on---read your e-mail---send your e-mail---log off.

  23. The common basic mechanics • Compose a message • Maybe save it • Send • Receive • Reply • Forward • Delete

  24. Starting OE • We can choose to use the Start Page by default---it shows a few links to proceed, including “Find A Message.” • We can bypass the Start Page using “TOOLS>OPTIONS>GENERAL Tab”, or put check mark in box “When Starting Go Directly to Inbox.”

  25. Tools>Options Dialog box

  26. Default Start Page OE 5.5

  27. A Selected Start Page OE 5.5

  28. Let’s Look At AOL 5.0

  29. Let’s Look At AOL 5.0(cont’d)

  30. Let’s Not Overlook AOL 6.0

  31. Let’s Not Overlook AOL 6.0(cont’d)

  32. Outlook Express Interface • Message Listing---Preview Pane---Folder Pane • View Menu>Columns; >Sort by; and >Layout commands and the button for Customizing the Toolbar • Tools Menu>Options; and >Add Sender to Address Book commands • Message Menu>New Message Using; >Create Rule From Message; and >Block Sender commands • Edit Menu>Empty Deleted Items Folder command • File Menu>Save As; >Properties; and >New Folder commands

  33. Message listing • Customizing the display/layout using the View Menu>Columns command

  34. Message Listing(cont’d) • Customizing the display/layout using the View Menu>Sort By command

  35. Preview pane • Customizing the display using the View Menu>Text Size command

  36. Folder Pane • Inbox • Outbox • Sent items • Drafts • Trash • Create a new folder in any folder for organizational control

  37. Tool Bar • Customize it using VIEW Menu>Layout command; and>Customize Toolbar Button

  38. Let’s Compose a Message • We need the e-mail address of the recipient(s). The Address Book is a great help. • The “to/cc/bcc” addressees • Subject • Text • Inserts • Attachments • Stationery • Save as draft to facilitate editing process

  39. Composition Options • Plain Text , Rich Text or HTML Text • Choice of Fonts---Style, Size, Color • Choice of Background • Signature • Attachment(s)

  40. Let’s send • Spell Check before sending • Send Later • Send Now • Send to Yours Truly

  41. Sending options • Spell Checker • Spell Checker Dictionary • Compression/ZIP • Encoding (MIME) images—Binary Files

  42. Let’s receive some e-mail • By default, receipts go to the INBOX • It’s how you want the text to be shown---your font selections • View attachment(s) • Send a reply to originator or to all • Forward to another party(s) • Retain or delete • Filters • Block Sender—Spam and Junk • Create Rule From Message--Route to a Folder • Move to another folder

  43. Handling Attachments • Anti-virus routines • Saving attachments---give them a home • Opening attachments • Displaying attachments in Preview Pane • Software required to read attachments

  44. Some Software for Reading Those Attachments • Funduc Software Inc. at www.funduc.com has a program for decoding MIME. Look for the free software; “Decode Shell Extension ver 4.4.” • Quick View Plus v 6.0 from Jasc Software

  45. Some Tutorials on e-Mail • www.learnthenet.com • www.about.com • www.aol.com • www.excite.com • www.aarp.com • www.zdnet.com • www.learn2.com • www.earthlink.com

  46. Virus Scanning • McAfee Clinic • Symantec • Mail Scan (provided by McAfee) in Excite Mail

  47. Again Some of the Free Stuff • MS Hotmail-web based • Yahoo-web based • American Express-web based • Excite-web based • Juno-uses modified OE • NetZero-uses OE • NetCenter-web based • USA.net-web based • Mail.com-web based

  48. Opening An e-mail Program From A Hook • MS Word • Corel Word Perfect • MS Excel • Scanning Software • Mailto: in browser “Address” block • Icon in IE Toolbar • IE’s Tools Menu>Mail & News command

  49. Significant OE Files---Tech Stuff • OE application files in C:\Program Files\Outlook Express. • Data files in C:\Windows\Application Data\ Identities\xxx\Microsoft\Outlook Express\xx.dbx. • Can relocate data files but must modify REGISTRY. • Address Book in C:\Windows\Application Data\Microsoft\Address Book\xxx.wab

  50. Again Mobile e-mail-I’m Excited • Web based e-mail using a web browser. • IMAP(Internet Message Access Protocol) messages remain on mail server. • Do not have to own a computer or web appliance to use e-mail---just go to the library or a wired coffee shop and use web based e-mail. • Some of the bells and whistles that we are used to seeing may not be there. • Vacation coverage---plan ahead

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