1. Advanced Email Last Updated: May 2008

2. 2 Class Outline Part 1 - Review –Review of email basics –Review of files and folders Part 2 - Attachments –Sending attachments –Receiving & viewing attachments Part 3 – More Email Tools –Creating folders to store messages –Saving a contact to the address book

3. 3 Part 1: Review An electronic message sent from one computer to another. Email saves money and time compared to regular mail. An email message takes seconds to reach destination.

4. 4 Part 1: Review An email address consists of 3 parts: Unique User Name chosen by the email account owner Domain Name company/organization providing the email service jackandjill@gmail.com “At” sign

5. 5 Part 1: Review Email Terminology Review: Compose: write an email to others. Reply: reply to an email that you received. Forward: pass on an email that you received to others. Draft: save an unfinished email message to be completed later. Attachment: You can send files (like pictures, music, software and documents) as attachments with your email

6. 6 Part 1: Review Review of Storage Devices, Folders and Files: “MyComputer” Window Double Click Removable Storage Devices Double Click Folder Files

7. 7 Part 2: Attachments Attachments can be files containing pictures, documents, media clips, etc.

8. 8 Part 2: Attachments Steps for Sending an Attachment: 1.Compose your email message. 2.Select and attach files. 3.Send your message.

9. 9 Part 2: Attachments Step 1: Compose your email message 1.Open Internet Explorer. 2.In the Address bar, type: www.gmail.comwww.gmail.com 3.Login with the username and password provided by your instructor 4.Click on “New” to begin composing a new message 5.Type your class partner’s email address into the “To” field, add a Subject and brief message

10. 10 Part 2: Attachments Step 2: Select and Attach Files 1.Click on the “Attach a file” link 2.Find the files you want to send by navigating to the appropriate disk and folder 3.Select the appropriate file by clicking on it, then click on “Open” 4.Wait for Gmail to finish uploading your file. (The filename will appear just beneath the subject box) 5.Repeat steps 1-4 if you have more than one attachment to send

11. 11 Part 2: Attachments Step 2: Select and Attach Files Click on the “Attach” button 1 2 Find the file to attach by navigating to the appropriate disk and folder

12. 12 Part 2: Attachments Step 2: Select and Attach Files Click on a file to select it, then click on “Open” 3 5 4 Wait for Gmail to upload your file Repeat steps 1-4 if you have more files to attach

13. 13 Part 2: Attachments Step 3: Send Your Message Once you are satisfied with you message and all attachments are listed, click on “Send” List of attachments

14. 14 Part 2: Attachments Steps for Viewing and Saving Attachments 1.Open the message that was sent to you 2.Click on an attachment’s file name. 3.In the box that pops up you can choose to: 1.“View” the attachment if you just want to take a quick look, 2.“Download” it on to your computer (you will be prompted to specify the location you would like to save it to)

15. 15 Part 2: Attachments Step 1: Open the Message 1.Click on “Check Mail” (or “Inbox”) 2.Double Click on the Message 1 2

16. 16 Part 2: Attachments Step 2: Either click on ‘View’ or ‘Download’ below the Attachment’s Filename Attachment Filenames

17. 17 Part 2: Attachments Step 3: If you’re downloading the image, decide whether you will open it automatically or save it to your hard drive.

18. 18 Part 2: Attachments Select “Desktop” from Drop-Down Menu 1 2 3

19. 19 Part 2: Attachments Go to desktop and open attachments Minimize the browser window (by clicking on the minimize icon in the top-right section of the window) Find your saved attachments on the desktop Double click on each one to view it (Note – Because you have downloaded these attachments to your computer they will still be available to you even after you sign out of your email account.)

20. 20 Part 2: Attachments Downloading or opening all attachments at one time Step 1- Click ‘Download all attachments’

21. 21 Part 3: More Email Tools Email Labels An ‘email label’ is used to categorize emails in your in box. The labels you create appear in a list below the main menu. To create ‘email’ labels: Click on “New label” under the drop down menu titled “More Actions”. Type a name for your new label in the text box for this purpose. Click the checkbox beside an email and label it by choosing a label from the ‘More Actions’ menu.

22. 22 Part 3: More Email Tools Steps for Adding a Contact Double click “Contacts” in the Main Menu 1 Click on ‘Create Contact’ link in the Contacts page of your account 2

23. 23 Part 3: More Email Tools Steps for adding a contact (continued) 3 Fill in contact form ‘Save’ or ‘Cancel’ your contact request form 4

24. 24 Conclusion Always Remember to Sign Out!

25. 25 Conclusion Handouts Upcoming training programs Library resources Program evaluation forms Any questions?