1. Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

2. Email Account Email is an Internet service, so you get your email account from your ISP Your email address is made up of: Your account username The @ symbol The ISP domain name

3. Email Server Your email account is known by your ISP’s email server The email server collects messages for its domain and stores them in mailboxes until the user connects and collects them

4. Types of Email Connections The 3 most common Protocols used to make email connections are: POP IMAP WebMail

5. Email connections - POP POP (Post Office Protocol) email is down-loaded, or ‘popped’, from a mail server to a client computer. Once delivered, the message is typically deleted from the POP server unless setup otherwise Used with client email software like Microsoft Outlook, Netscape Messenger or Eudora The client email software enables you to read, process, and store emails locally on your computer

6. Email connections - IMAP IMAP (Internet Message Access Protocol) has all the features of POP plus some additional ones Allows your client to connect to your mail server and receive only the email message headers (date, from, subject) A copy of the message is not downloaded to the client until you click on the message header Even after the client gets a copy, the message remains on the server until you delete it from the server

7. Email connections IMAP (cont.) Since the mail is stored on the server you can have multiple client connections (home, office, school, etc.) to access the same email server account and the same messages in the inbox Mail folders can be stored on either the client computer or the server. Mail folders on the server can also be accessed by multiple clients Used with client email software like Microsoft Outlook, Netscape Messenger or Eudora

8. Email connections - Web Web-based email (Web Mail) is not a protocol It uses POP to send mail to an email mailbox that your web browser can access Your browser is your email client There is no configuration needed. Enter the URL of your email site Entering your username and password initiate the downloading of email from the server to the client Your client space resides on their web server which allows access from anywhere in the world that you have an Internet connection

9. POP, IMAP & WEB Comparison Table WEBPOPIMAP No software configuration Less complex protocol than IMAP Remote feature manipulation Functional, feature rich and mobile Less complex to implement than IMAP Multiple folder support Branding AbilitiesMore client software currently available Online performance optimization Any computer w/ Internet connection and browser Static usability - single computer More mobile - synchronizes multiple computers

10. Email Client/Server Models Two models of using client/server electronic mail map directly into POP or IMAP The offline model The online model

11. Email Client/Server Models The offline model is used by the POP3 protocol In this model, a client application periodically connects to a server, downloads all pending messages to the client machine and then deletes these messages from the server The connection is only periodic, even though the computer may maintain connection to the Internet throughout You process all of your mail locally on your client computer

12. Email Client/Server Models The online model is most commonly associated with the IMAP mail protocol In this model, a client application manipulates mailbox data on a server, maintaining a connection throughout the session The client stores no mailbox data and only retrieves data from the server as needed IMAP does allow you to download messages to process locally like POP

13. SMTP POP & IMAP are only for incoming mail communication between the client and the server The protocol that email servers use to communicate with each other to deliver messages (outgoing) is SMTP - Simple Mail Transfer Protocol

14. Configuring Your Email Client Configuring an email client means telling it the essential information it needs to know, such as: The IP address of your mail server The name of your email account The type of connection to make (POP, IMAP)

15. Using Email Along with reading email, 3 common email tasks are: Composing and sending a new message Forwarding messages you’ve received to someone else you know Replying to messages received

16. Using Email Most email systems have a form used for composing messages It includes a simple text editor You identify the recipient by specifying the recipient's email address in the “To” field of the form You then send the message by activating the send button on the form

17. Using Email Email clients have a shortcut which allows you to forward a message to another user. You enter the email address of the recipient and a copy of the message, along with your email header will be sent

18. Using Email Email messages shouldn’t stay in your inbox forever. If you don’t want to delete them, you can file (store) them You can create electronic folders for mail You can file mail in any folder on your computer You can browse or search folders for old messages

19. Using Email Adding a Name to Your Address Book Addressing Email to Someone Listed in an Address Book Addressing Email to Groups of People Address Books To avoid having to look up a person’s email address every time, you can record it in an address book

20. Using Email Searching Email Messages When you have a lot of accumulated mail, you will eventually lose track of where everything is. Happily, you can search your mail messages to find things “Old” email takes up disk space - yours or the server’s

21. Using Email Mail Attachments A mail attachment is a file that you attach to an email message When you send the message, the attached file gets sent along with it File attachments can be any kind of file that you use on your computer

22. Using Email Reading an Email Attachment: If the recipient of the file doesn’t have the software needed to open the attachment he/she will be unable to read it Each file appears as an icon toward the bottom of the message. To open the file, simply double-click its icon

23. Using Email A signature file is a specific attachment that appends itself to every message you send You set it up in your email client and it remembers to attach it to your messages It can say anything, but should identify you Name, Title Contact information

24. Using Email Just delete it Spam continues because it's proven to reach a mass audience. If it didn't work, spammers wouldn't waste their time Send a reply indicating your disdain for the unwanted mail (to a known source) Dealing with Unwanted Email There are two ways to deal with unwanted email :

25. Using Email Dealing with Unwanted Email Prevention is the best medicine - avoid giving your email address to unknown recipients Spammers use software programs that “troll” the Internet looking for email addresses Organizations sell their list of email addresses to other groups It can be wise to have more than one email address, one specifically for unfamiliar sources

26. How to Avoid Catching Viruses from Email Attachments Most viruses spread through attachments when you open them Use caution whenever you click on an attachment, especially if it’s an executable filetype (extension =.exe,.bat,.vbs) Some viruses are automatically executed when you download them The virus must be a script that your machine recognizes and you must have your machine set up to allow this to happen Microsoft OS comes set up this way

27. Using Email Using Mail Filters You can block mail from unwanted sources by using mail filters A mail filter blocks mail that comes from email addresses that you forbid You can also block mail by filtering key words in the subject line

28. Using Email Spell Checking It’s important to spell check each email you compose There are built in spell checkers with most email client software Remember that spell check does not find all mistakes, so make sure you reread before you send

29. Using Email HTML enables you to include in a message bolding, italics, underlining, colors, fonts, and special symbols that do not get transmitted in plain text messages Some email clients may not be able to read HTML so make sure you know if the recipient can read it before you use this Sending Mail in HTML format