Lesson 7: Business, E-Mail, & Personal Information Management

E-mail is not dead E-mail is still the preferred standard communication tool for businesses. Benefits: ability to write lengthy messages Include attachments displayed as a separate link, such as an icon. The organization scans e-mail attachments to ensure that they contain no malicious code the scanning takes place at the e-mail server. Having an email trail of your communication In an e-mail message recipients must possess a software necessary to open or edit the attached file to view a file attachment is the software necessary

E-mail Protocols Two types of protocols: outgoing and incoming Outgoing server: Simple Mail Transfer Protocol (SMTP) is used to send e-mail messages Incoming server: Mail delivery agent (MDA) e-mail server program that receives sent messages and delivers them to their proper destination.

Composing E-mails Reply all=is the following e-mail response option that you should use to respond to the original sender of an e-mail message and include everyone who was copied Reply=is the following e-mail response option that you should use to respond only to the original sender of an e-mail message Forward=is the following e-mail response option that you should use to send an e-mail message to users who did not receive the original The appearance of right-pointing angle brackets (>) in the text of an e-mail message indicates that the message contains: forwarded text Unread messages are seen as a closed-envelope (or similar) icons in an Inbox’s Message list represent

Writing E-mails Emotion=is the term for a combination of characters that you read sideways that helps convey emotion in an e-mail message. Netiquette Shouting or anger is when someone uses all capital letters in an e-mail You should you use an out-of-office messages when you will be out of the office for an extended period of time to explain why you may not respond to e-mail messages within a reasonably short period of time. Auto responder =is the term for the feature in an e-mail client that automatically sends a specified response to anyone who sends e-mail to your address. E-mail thread=an e-mail message that includes information from the original e-mail message in a response.

By default, e-mail clients typically save a copy of every message you send in that Standard postal service When you use an e-mail client to send and receive mail messages stored in your Outbox e-mails are sent, a copy of each sent message is stored in the Sent Items folder, and incoming messages are routed to your Inbox. Set up a spam filter in your e-mail client to filter out spam messages is a client-side action that can be taken to reduce the amount of spam you receive. Outbox folder=was designed for users with dial-up accounts who want to work offline and accumulate messages, then connect to the Internet and send all their queued messages at once.

You receive e-mail from an incoming mail server using POP3 or IMAP (they are used to store and access e-mails). POP3 AKA Post Office Protocol version 3 is known as a “store-and-forward” e-mail service. IMAP AKA Internet Message Access Protocol is known as “store-and-hold” Local access to e-mail messages are important for those who use IMAP servers because if a network problem occurs, IMAP server users may not have access to their messages

E-mail addresses dwight.oneal@ocps.net Which is (username@domain) E-mail message headers consist of: the To, CC, Bcc, Subject and Attachment components In order to send email you have to have an address in the To Field, but you do not have to have a subject

E-mail message headers consist of: the To, CC, Bcc, Subject and Attachment components In order to send email you have to have an address in the To Field, but you do not have to have a subject

When you receive an e-mail transmission with an attachment your browser knows which application or plug-in to open to view or play the attachment by having the MIME definition for the application or plug-in that is located inside the HTTP header at the beginning of the transmission

Web-Based Messages Advantages: You can add an attachment Disadvantages: Your user name and password reside on a third-party server.

Attachments The organization scans e-mail attachments to ensure that they contain no malicious code the scanning takes place at the e-mail server. Pretty Good Privacy (PGP) and GNU Privacy Guard (GPU) encrypt: the e-mail message and its attachments

Spam Spam =term for unsolicited and unwanted e-mail message. Administrators can use IP addresses of known spammers to filter out the Blackhole list. CAPTCHA (Completely Automated Public Turing Test to Tell Computers and Humans Apart)= used to detect automated systems used by spammers for registering e-mail accounts. Open relay =The term for an SMTP server that allows the third party relay of e-mail messages that spammers use to send spam?

Definitions Multipurpose internet Mail Extensions (MIME)=a protocol that can be used by application to automatically process files downloaded from the internet. Secure Multipurpose Internet Mail Extensions (S/MIME) and Pretty Good Privacy (PGP)= supports the encryption and decryption of e-mail messages. You would use a personal information management (PIM) program to schedule appointments and meetings, store contact information, and manage tasks.

GNU Privacy Guard (GPU)=is an open-source implementation of Pretty Good Privacy (PGP) that does not use patented algorithms Electronic mail (e-mail)=is considered the de facto standard communication tool for business