1. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 1 Evaluating Integrated Browser E-Mail Programs and a Web-Based E-Mail Service Basic Communication on the Internet: E-Mail Tutorial 3

2. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 2 Objectives Learn about e-mail and how it works. Configure and use Outlook Express to send, receive, and print e-mail messages. Create and maintain an address book.

3. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 3 Objectives Configure and use Netscape Mail to send, receive, and print e-mail messages. Create and maintain an address book. Configure and use Hotmail to send, receive, and print e-mail messages. Create and maintain an address book.

4. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 4 What is E-Mail and How Does It Work? A form of communication in which electronic messages are created and transferred between two or more computers connected to a network. One of the most popular forms of business communication. Fast and inexpensive. It can be sent and received at anytime.

5. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 5 What is E-Mail and How Does It Work? Mail Server: a hardware and software system that determines from the recipient’s address one of several electronic routes on which to send the message. Protocols: rules that determine how the Internet handles message packets flowing on it. SMTP (Simple Mail Transfer Protocol): decides which paths an e-mail message takes on the Internet. POP (Post Office Protocol): handles incoming messages.

6. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 6 What is E-Mail and How Does It Work? IMAP (Internet Message Access Protocol): protocol for retrieving mail messages from a server. MIME (Multipurpose Internet Mail Extensions): a protocol that specifies how to encode non-text data, such as graphics and sound, so it can travel over the Internet. Mail Client Software or E-Mail Program: software that requests mail delivery from the mail server to your PC.

7. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 7 E-Mail Addresses Email Address: uniquely identifies an individual or organization that is connected to the Internet. Two parts of email address:  User name – identifies person within an organization.  Host name – specifies the computer to which the email is to be delivered.  Separated by an “at” sign(@)

8. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 8 Common Features of an E-Mail Message Message Header: contains all the information about the message. Message Body: contains the actual message. Signature: appears at the bottom of your e-mail messages and contains standard information about yourself that the recipient can use to contact you in a variety of ways.

9. Common Features of an E-Mail Message New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 9

10. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 10 Common Features of an E-Mail Message You type the recipient’s full e-mail address in the To line of an e-mail header. Use the courtesy copy (Cc) and the blind courtesy copy (Bcc) lines to send mail to people who should be aware of the e-mail message, but are not the message’s main recipients. No recipient can view the list of Bcc recipients. The From line of an e-mail message includes the sender’s name. In a mailing list, a single e-mail address can represent several or individual e-mail addresses.

11. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 11 Common Features of an E-Mail Message The Subject line should indicate the message’s content and importance. An e-mail attachment provides a simple and convenient way of transmitting electronic documents to one or more people. Attachments can contain viruses, malicious programs that can harm your computer and its files.

12. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 12 Internet Etiquette (Netiquette) Netiquette: a set of commonly accepted rules that represent proper behavior on the Internet.  Avoid writing messages in ALL CAPITAL LETTERS BECAUSE IT LOOKS LIKE YOU ARE SHOUTING.  Keep your messages simple, short, and focused.  Include a descriptive Subject line and a signature.

13. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 13 Internet Etiquette (Netiquette) Netiquette (cont.):  Avoid sending unsolicited messages, especially those with attachments.  Use a spell checker and read your message and correct any spelling or grammatical errors before sending it.  Use common courtesy, politeness, and respect in all of your written correspondence.

14. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 14 E-Mail Programs There are many choices for receiving, sending, and managing e-mail messages. When you install a browser such as Microsoft Internet Explorer or Netscape Navigator, you also install an e-mail program you can configure to send and receive your e-mail messages. Some e-mail programs, such as Eudora, are not associated with a particular browser. You might have an e-mail account with your employer or university.

15. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 15 Web-Based E-Mail Services Many Internet Web sites provide free e-mail addresses and accounts for registered users. They may be used with any Web browser with Internet access to send and receive e-mail messages. They may be used as your primary e-mail address or to set up a separate, personal address when the use of personal e-mail is restricted at work or school. Popular choices for free Web-based e-mail services are: Yahoo! Mail, ExciteMail, and Hotmail.

16. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 16 Companies can provide free e-mail because of advertising messages displayed on their websites. Links to other available services may also be offered on the website of a Web-based E-mail service. E-mail messages sent from Web-based mail accounts might also contain some sort of advertisement, such as a promotional message or a link to the Web-based mail service. Web-Based E-Mail Services

17. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 17 Common Features of an E-Mail Program Sending Messages Receiving and Storing Messages Printing a Message Filing a Message Forwarding a Message Replying to a Message

18. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 18 Common Features of an E-Mail Program A message can be queued, or temporarily held with other messages, and then sent when you either exit the program or check to see if you received any new e-mail. When you receive e-mail, it is stored on the mail server until you use your e-mail program to ask the server to retrieve your mail. Most e-mail programs let you print a message you are composing or that you have received at any time. Some programs let you define and use a filter to move incoming mail into one or several folders automatically based on the content of the message. They are especially useful for moving junk mail.

19. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 19 Common Features of an E-Mail Program When you forward a message to another recipient, a copy of the original message is sent to the new recipient you specify without the original sender’s knowledge. When you reply to a message that you received, the e-mail program creates a new message and automatically addresses it to the original sender. It is a quick way of sending a response to someone who sent a message to you. In most e-mail programs, deleting a message is a two-step process to prevent you from accidentally deleting important messages.

20. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 20 Maintaining an Address Book You use an address book to save e-mail addresses and to associate those addresses with nicknames. Nicknames are special names that are easy to remember. You can use a nickname to represent a person or a group. You can usually organize contact information about individuals and groups in an address book. You can refer to entries in your address book at any point while you are composing, replying to or forwarding a message.

21. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 21 Microsoft Outlook Express Inbox Window

22. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 22 Microsoft Outlook Express Folders list: displays a list of folders for receiving, saving, and deleting mail messages. Inbox folder: stores messages you have received. Outbox folder: stores outgoing messages that have not been sent. Sent Items folder: stores copies of messages you have sent. Deleted Items folder: stores messages you have deleted.

23. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 23 Microsoft Outlook Express Drafts folder: stores messages that you have written but have not sent. Your copy of Outlook Express may also contain folders you have created, such as a folder in which you store all messages from a certain recipient. Contacts list: contains information about the addresses stored in your address book. Message list: contains summary information for each message that you receive.

24. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 24 Configuring E-Mail You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp. 120-122).

25. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 25 Sending a Message Using Outlook Express Click the Create Mail button on the toolbar. Type the recipient’s e-mail address in the To box. Type the e-mail address of any Cc or Bcc recipients in the appropriate boxes. In the message body, type your message. Check your message for spelling and grammatical errors, then click the Send button.

26. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 26 Sending a Message Using Outlook Express Message Display Area Message Header New Message Window Toolbar

27. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 27 Receiving and Reading a Message If necessary, connect to your ISP. Click the Send/Recv button on the toolbar. When you receive new mail, messages that you haven’t opened yet are displayed with a closed envelope icon next to them in the message list. Messages that you have opened are displayed with an open envelope next to them.

28. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 28 Viewing and Saving an Attached File Click the message that contains the attached file in the message list to display its contents in the preview pane. Click the paperclip icon in the preview pane to open the shortcut menu, and then click the attached file’s name. Close the program window that opens after viewing the file. Click the paperclip icon in the preview pane to open the shortcut menu, and then click Save Attachments. Click the file to save or click the Select All button to save all attached files, click the Browse button, and then change to the drive and folder in which to save the attached file(s). Click the Save button.

29. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 29 Replying to and Forwarding Messages You can forward any message you receive to one or more e-mail addresses. You can respond to the sender of a message quickly and efficiently by replying to a message. When you forward a message, you are sending a copy of your message to one or more recipients who were not included in the original message.

30. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 30 Filing and Printing an E-Mail Message You can use Outlook Express mail folders to file your e-mail messages by topic or category. When you file a message, you usually move it from the Inbox to another folder. You can also make a copy of a message in the Inbox and save it in another folder. You can transfer messages from one folder to another. You can print a message at any time—when you receive it, before you send it, or after you file it.

31. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 31 Deleting an E-Mail Message and Folder When you no longer need a message, it is a good idea to delete it. Select the message and then click the Delete button. You can select multiple messages by pressing and holding the Ctrl key, clicking each message in the message list, and then releasing the Ctrl key. You can select folders and delete them using the same process. When you delete a message or folder, you are really moving it to the Deleted items folder. To remove items permanently, delete them from the Deleted items folder.

32. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 32 Maintaining an Address Book You might want to save the addresses of your business associates and friends in an address book to make it easier to enter addresses into the header of your e-mail messages. To add a contact to the Address Book click on the Addresses button on the toolbar. Click on the New button and then click New Contact. Enter the correct information and click OK. If you enter a short name in the Nickname text box, then you can type the nickname instead of a person’s full name when you address a new message.

33. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 33 Adding a Group of Contacts to the Address Book You can use Outlook Express to create a group of contacts, or a mailing list, which is an address book entry consisting of a group of two or more e-mail addresses. You create a group of contacts when you regularly send messages to a group of people.

34. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 34 Netscape Mail Netscape Mail is an e-mail program that you use to send and receive e-mail. Mail is installed with Netscape Communicator. The Mail Folders pane displays a list of mailboxes and folders for receiving, saving, and storing mail messages. The Inbox is a mailbox that receives your downloaded messages. The Unsent Messages mailbox stores outgoing messages that have not been sent.

35. Netscape Mail Window New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 35

36. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 36 Netscape Mail The Drafts folder stores messages that you are composing, but are not yet ready to send. The Templates folder contains template files that you might have created for your messages. The Sent folder stores copies of each message that you send, unless you have disabled this feature. The Trash folder stores messages you have deleted.

37. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 37 Configuring E-Mail You must configure Mail so it will retrieve your mail from your ISP (see instructions on pp. 138-141).

38. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 38 Sending a Message Using Mail Click the Compose button on the toolbar to open the Compose window. Type the recipient’s e-mail address in the To field. To send the message to Cc or Bcc recipients, click the box below the To button, click the list arrow on the To button that appears in the second row of the message header, then type the recipient’s e-mail address.

39. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 39 Sending a Message Using Mail Type a subject in the Subject field. Click in the message display area, and then type your message. Check your message for spelling and grammatical errors. Click the Send button on the toolbar.

40. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 40 Sending a Message Using Mail

41. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 41 Receiving and Reading a Message If necessary, connect to your ISP. Click the Get Msgs button on the toolbar. Type your password in the Enter your password dialog box, and then click the OK button. When you receive new mail, messages that you have not opened are displayed with closed envelope icons in the message list. Messages that you have opened are displayed with open envelope icons.

42. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 42 Viewing and Saving an Attached File Select the message that contains the attached file. Right-click the attached file’s name in the Attachments box to open the shortcut menu, and then click Open. View the attached file, and then close the program window. Right-click the attached file’s name in the Attachments box to open the shortcut menu, and then click Save As. In the Save Attachment dialog box, navigate to the drive and folder in which to save the attached file, and then click the Save button.

43. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 43 Replying to and Forwarding Messages You can forward any message you receive to one or more e-mail addresses. You can respond to the sender of a message quickly and efficiently by replying to a message. When you forward a message, you are sending a copy of the message, including any attachments, to one or more recipients who were not included in the original message. You can also send a forwarded message as an attachment by clicking Message on the menu bar in the Inbox window, pointing to Forward As, then clicking Attachment.

44. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 44 Filing and Printing an E-Mail Message You can use the folders and mailboxes in Mail to file your e-mail messages by category. When you file a message, you usually move it from the Inbox to another folder. You can also make a copy of a message in the Inbox and save it in another folder. You can transfer messages from one folder to another. You can print a message at any time—when you receive it, before you send it, or after you file it.

45. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 45 Deleting an E-Mail Message and Folder When you no longer need a message it is a good idea to delete it. Select the message in the message list and then click the Delete button on the toolbar. You can select multiple messages by pressing and holding the Ctrl key, clicking each message in the message list, and then releasing the Ctrl key. You can select folders and delete them using the same process. When you delete a message or folder, you are really moving it to the Trash folder. To remove items permanently, you need to empty the Trash folder.

46. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 46 Maintaining an Address Book You might want to save the addresses of your business associates and friends in an address book to make it easier to enter addresses into the header of your e-mail messages. To create a new address, you open the address book, click the New Card button on the toolbar, and then enter information into the New Card dialog box that opens. You can enter a person’s name, e-mail address, and various phone numbers. If you type a short name in the Nickname text box, then you can type the nickname instead of a person’s full name when you address a new message.

47. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 47 Creating a Mail List You can use Mail to create a mailing list, which is an address entry consisting of two or more e-mail addresses. You create a mailing list when you regularly send messages to a group of people.

48. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 48 Hotmail Hotmail is a Web-based e-mail service powered by MSN.com that you use to send and receive e-mail. To use Hotmail, you must use a Web browser, such as Microsoft Internet Explorer or Netscape Navigator, to make a connection to the Internet. No matter where you are in the world, if you can connect to the Internet, you can access your Hotmail account. Portability makes Web-based e-mail a valuable resource for people who travel or do not have a computer or other device on which to use e-mail.

49. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 49 Creating a Hotmail User Account See instructions on pp. 156 - 163 for setting up a Hotmail user account.

50. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 50 Creating a Hotmail User Account The Hotmail homepage displays the Today, Mail, Calendar, and Contacts tabs. The Today tab is the page that first opens when you log on to your Hotmail account. It includes the latest information about the day’s current events, your mailbox, and appointments. The Mail tab displays a list of messages that you have received and provides options for working with email messages.

51. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 51 Creating a Hotmail User Account The Calendar tab contains options for organizing your scheduled appointments and daily calendar. The Contacts tab contains options for managing your address book. You can click the Options and Help links to open pages containing program options and help for Hotmail users.

52. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 52 Sending a Message Using Hotmail Open the Hotmail home page, log on to your account, and then click the Compose tab. In the To text box, type the recipient’s e-mail address. Type the e-mail address of any Cc or Bcc recipients in the appropriate text boxes. Type your message in the message body. Check your message for spelling and grammatical errors, then click the Send button.

53. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 53 Sending a Message Using Hotmail

54. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 54 Receiving and Reading a Message When you receive new mail, messages that you have not opened are displayed with closed envelope icons. Messages that you have opened are displayed with open envelope icons. When you receive a message with one or more attachments, you can open the attachment or save it. When you detach a file from an e-mail message and save it on a disk or drive, it is just like any other file that you save.

55. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 55 Viewing and Saving an Attached File Click the sender’s name for the message that contains the attachment. To open the file using a program on your computer, click the attached file’s name in the Attachment section to scan the file for viruses, click the Download file button, and then click the Open button in the File Download dialog box. Close the program window that opens. To save the file to a disk or drive, follow the steps above, except click the Save button instead of the Open button. Use the Save in list arrow to change to the drive and folder in which to save the attached file, click the Save button, and then click the Close button. Click the Cancel button.

56. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 56 Replying to and Forwarding Messages You can forward any message you receive to one or more e-mail addresses. You can respond to the sender of a message quickly and efficiently by replying to a message. Most programs, including Hotmail, will copy the original message and place it in the response windows. The > symbol appears to the left of the response to indicate the text of the original message. When you forward a message, you are sending a copy of your message to one or more recipients who were not included in the original message.

57. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 57 Filing and Printing an E-Mail Message You can use the Hotmail folders to file your e-mail messages by category. When you file a message, you move it to another folder. You can transfer messages from one folder to another. You can print a message at any time—when you receive it, before you send it, or after you file it.

58. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 58 Deleting an E-Mail Message and Folder When you no longer need a message, you can delete it by opening the message and clicking the Delete button. You can delete a folder by selecting its check box on the Manage Folders page and then clicking the Delete button. When you delete a message or folder, you are simply moving it to the Trash Can folder. To remove items permanently, you must also delete them from the Trash Can folder.

59. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 59 Maintaining an Address Book You might want to save the addresses of your business associates and friends in an address book to make it easier to address your messages. To add a contact, you click the Contacts tab to open the List View – ALL page. Click the list arrow for the New button, and then click Contact to open the New Contact page. Enter the person’s quickname (nickname), first and last name, and e-mail address. The rest of the information is optional. Click the Save button.

60. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 60 Adding a Group to the Address Book You can use Hotmail to create a group, or a mailing list, which is an address book entry consisting of two or more e-mail addresses. You create a group when you regularly send messages to a group of people.

61. XP New Perspectives on The Internet, Fifth Edition— Comprehensive, 2005 Update Tutorial 3 61 Summary You learned how to send and receive e-mail messages. You learned how to print, file, save, delete, respond to, and forward e-mail messages. You created an address book into which you stored the name, e-mail address, and other important details about a person or a group of people. You can use the e-mail program of your choice to send and receive your own e-mail messages. You can use your e-mail program’s Help system to explore the many other features that it includes to expand your skills.