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E-mail made simple

E-mail made simple. OK, maybe less confusing. Let’s first review some terms. An ISP is an Internet Service Provider.

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E-mail made simple

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  1. E-mail made simple OK, maybe less confusing Examples for NABC April 2008 meeting

  2. Let’s first review some terms • An ISP is an Internet Service Provider. • NABC members have over 75 different ISPs with some of the larger companies being giants like AOL, MSN, YAHOO. Many members have smaller ISPs that could be linked to web sites or even individually run. • It makes subtle differences but basically all ISPs handle your internet communications Examples for NABC April 2008 meeting

  3. NABC members e-mail addresses • E-mail addresses are made up from common ISP groups and then unique addresses to reach everyone. • Each address has an extension. Our NABC members have seven categories such as: • Most common are .com, .net, .org • Our friends in Canada are .ca • Military & Academia are .mil & .edu Examples for NABC April 2008 meeting

  4. Communicating with groups • Let’s look at our NABC groups comprised of 115 state & provincial groups. • 28 in West • 27 in Southeast • 32 in Midwest • 28 in Northeast • E-mails can be grouped in these 4 groups or you can group your individual clubs, or legislative groups, etc. Examples for NABC April 2008 meeting

  5. Our members use drastically different software to read e-mail • Microsoft Outlook or Outlook Express • Yahoo mail • Hotmail • MSNmail • Let’s look at how Outlook allows you to create e-mail groups Examples for NABC April 2008 meeting

  6. Outlook will tell you how to do it step by step • On the File menu, point to New, & then click Distribution List. • In the Name box, type a name. “WEST REGION” • Click Select Members. • In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list. • In the Type name or select from list box, type “WEST REGION” • In your e-mail lists, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK. • The distribution list is saved in your Contacts folder by the name “WEST REGION”. • Follow the same basic instructions for all the rest of the NABC regions; Southeast; Midwest; andNortheast Examples for NABC April 2008 meeting

  7. Different software has different limits on how large a group can be. • Earthlink, is different than HotMail, etc. The best way to find out what limitations there are is to ask your ISP. • i.e. An error message of 'Too many recipients'  would indicate a limit to prevent you from sending SPAM. Once you know their limit, you will have to send the e-mail multiple times in smaller groups to stay below their limit. Examples for NABC April 2008 meeting

  8. Using e-mail • Whether receiving or sending, here are some quick tips to remember: • REPLY sends e-mail only to sender • REPLY ALL sends back to sender and anyone copied in the sender’s CC list. • FORWARD sends the e-mail and its attachments on to the recipients you include in your TO field. Examples for NABC April 2008 meeting

  9. Recipient fields • TO: can include individual e-mail addresses or group e-mails. These usually need to be separated by a delimiter character “;” • CC: This will send Carbon Copies to every address in this field • Bcc: This will send Blind Copies to everyone in this field but others will not be able to see who you are sending it to, thus it is a BLIND copy. • Note that when your recipients REPLY ALL their e-mails will be sent to you and everyone in the CC list but no one in the Bcc list • If you print your e-mail, Bcc addresses will be shown Examples for NABC April 2008 meeting

  10. Copying & Pasting • Most of us are not quick typists so here are a few tricks of the trade. • Holding down mouse and swiping text selects everything highlighted. • It can then be COPIED by selecting menu or short-cut keys Cntrl-C • It can be CUT (deleted) by selecting menu or short-cut keys Cntrl-X • You may re-use your last copy or cut by positioning your cursor and PASTEing it where you want or short-cut keys Cntrl-V • One little known shortcut is Cntrl-A which selects ALL. Examples for NABC April 2008 meeting

  11. Hey! I am sending but you are not receiving! • Sometimes when you send an e-mail, you will receive an error message something like: Unable to deliver message. • Read the error text and most of the time it will tell you what is wrong • With e-mail groups, a single e-mail could “kick back” while all the rest will be delivered fine. • Occasionally you will get error messages that tells you the recipient’s mailbox is full or it cannot accept an attachment. In these cases, try to contact the user in other ways. Examples for NABC April 2008 meeting

  12. Summary • When using e-mails, try to be brief and to the point. • State at beginning of e-mail if a response or action is expected. • Use links more often than complete documents. i.e. • http://www.outlook-tips.net/beginner/ • http://www.slipstick.com/outlook/ol2007/ Examples for NABC April 2008 meeting

  13. Most importantly • Get off that computer every once in a while and get out in the woods! Examples for NABC April 2008 meeting

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