1. Using Email Using Email Cyberspace Explorations Class BOLLI - Spring 2005

2. How Does the Internet Work

3. How Does Email Work

4. Types of Email Servers  SMTP – Simple Mail Transfer Protocol Server Accepts outgoing messages from a user’s email system. Immediately routes the messages to recipient’s POP3 server.  POP3 – Post Office Protocol Server Receives incoming messages from other email systems and holds them for recipient to “pickup”. On request, sends messages to user’s email program. When you setup an email program you need to know specific addresses to communicate with these servers.

5. Exercise: Configure Outlook Express for Your Email Account

6. 1.Open Outlook Express 2.Type your full name 3.Click “Next” 4.Enter your full email address 5.Click “Next”

7. Exercise: Configure Outlook Express for Your Email Account 6.Make sure “POP3” appears 7.Enter your POP3 server name 8.Enter your SMTP server name 9.Click “Next” 10.Enter your email name 11.Enter your email password 12.Click “Next”

8. Exercise: Configure Outlook Express for Your Email Account 13.If everything seems OK, click “Next” 14.Your email account will appear with the name of your POP3 mail server 15.Click on “Close” to finish

9. Exercise: Re-configure Outlook Express for Your Email Account  At any time, you can reconfigure your email settings  Click “Tools”, Accounts”, “Email”  Highlight account & click “Properties” “General” tab

10. Exercise: Re-configure Outlook Express for Your Email Account “Servers” tab “Advanced” tab

11. Types of Internet Communications  Synchronous Senders and receivers communicate in “real time”. Examples: Instant Messaging, Chat Rooms.  Asynchronous Senders and receivers communicate at different times. Examples: Email, Discussion Groups

12. Demo: Instant Messaging with AOL Instant Messenger

13. Demo: Instant Messaging with AOL Instant Messenger (to another computer)

14. Demo: Instant Messaging with AOL Instant Messenger (to a cell phone)

15. Types of Email Accounts  PC-Based Outlook, Outlook Express, Netscape Mail Uses PC program Connection to Internet not needed except when sending & receiving All messages stored on PC Unsent messages can be viewed using Web  Web-Based Hotmail, Yahoo Mail, Google Mail, many others Uses browser Must be connected to Internet All messages stored on Web  Hybrid (AOL Mail)

16. PC-Based Email - Outlook Express

17. PC-Based Email – Microsoft Outlook

18. PC-Based Email – Add’l Outlook Features Personal Calendar Contact List Data can be “replicated with PDAs & cell phones

19. Web-Based Email – Yahoo Mail

20. Web-Based Email – Google GMail

21. Hybrid Email – AOL Mail

22. Principal Email Functions  Send Message  Reply to Message Original message retained – can be altered Goes to originator only – unless addressee changed Attachments are removed  Reply to All Message Same as Reply to Sent to all original recipients – unless changed  Forward Message Sent to newly specified recipients Original message retained WITH attachments – unless altered

23. What’s in an Email Address?  Specific Address Format required. “user-name”@“domain-name” “User-name” is typically your email login name. “Domain-name” is frequently defined by your ISP.  Format Rules Cannot contain: spaces or special characters except “-”, “_” and “.” Must contain “@” sign  Sample Addresses lheier@rcn.com len@heier.us lenheier@yahoo.com l.heier.1@alumni.nyu.edu (Note dots in user-name) l.heier.1@alumni.nyu.edu leonard_heier@abc.com (Note underscore character between first and last names) leonard_heier@abc.com

24.  Header  Body  Signature (optional)  Attachments (optional) Principal Components of an Email Message

25. Components of an Outgoing Email Message Attachments Message Body Signature Header

26. Components of an Incoming Email Message Header Attachment Message Body Signature

27. Email Message Header Components  To: Primary recipient(s) – REQUIRED One or more names separated by commas.  CC: Secondary recipient(s) – OPTIONAL One or more names separated by commas.  BCC: Blind copies – OPTIONAL One or more names separated by commas. Primary and secondary recipients will not see these addressees.  Subject: Descriptive heading – HIGHLY RECOMMENDED Optional – but should ALWAYS be used.  From: Sender’s email address automatically appended by email program.  Date/Time: Appended automatically by email program.

28. Email Message Body  Can be any length.  Good email protocol suggests a limit of a single screen. If longer messages are desired, use a word processing document as an attachment.  Can be mixture of text and/or graphical objects (e.g., photos) or even a Web page.  Typically, a short salutation and informal signature are included.

29. Creating Email Message Body  Original text is typed in using word processing tools & techniques.  Text can be plain or “rich”.  Text and images from other sources can be incorporated into message body using “copy & paste”.  Typical “other sources” are Web pages and computer files.

30. Email Message Signature  Should include all necessary information for your recipient to contact you.  Can be manually typed for each message or setup once and automatically appended by email program.  Example: ------------------------------------------------- Len Heier Synaxis Corporation 50 Gould Road Waban, MA 02468 Phone: (617) 332-2155 Fax: (508) 526-8930 Email: l.heier.1@alumni.nyu.edul.heier.1@alumni.nyu.edu lheier@rcn.com AOL I/M: lenheier

31. Email Message Attachments  ANY file(s) on your computer can be included with an email message.  Examples Text (i.e., Word documents, Photographs (JPG or GIF files), Adobe files (PDF), computer programs.  Limiting factors Total size of email message permitted by ISPs (typically 5-10 MB). Speed of Internet connection lines for sender and/or recipient.

32. Exercise: Receive Email Attachments via Webmail Access

33. Exercise: Use Webmail Access to Read Your Email Tip 1: Don’t leave home without trying out this procedure and becoming completely comfortable with using the facility. Tip 2: Setup the Webmail page beforehand with all of your important email addresses.

34. Exercise: Use Webmail Access to Read Your Email  Startup Internet Explorer.  Go to following Web sites: Comcast: http://www.comcast.nethttp://www.comcast.net RCN: http://webmail.rcn.comhttp://webmail.rcn.com Verizon: http://netmail.verizon.nethttp://netmail.verizon.net Yahoo: http://mail.yahoo.comhttp://mail.yahoo.com All Other : http://www.mail2web.com http://www.mail2web.com  Login to your account with your email name and password.  Go to your “inbox” and open message from lheier@rcn.com.lheier@rcn.com

35. Comcast RCN Any Email Verizon

36. Exercise: Use Webmail Access to Read Your Email  Locate the Microsoft Word file attached to the message.  Save the attachment to your “My Documents folder”.  Open the document to edit using Microsoft Word.  Fill in requested data and re-save the changed document.

37. Exercise: Use Microsoft Word to Send an Email

38.  Re-open the save Microsoft Word document used in the prior exercise.  Click on “File”, “Send To” and then select “Mail Recipient” or “Mail Recipient (as Attachment)”.  As prompted, enter email header fields and optional message.  See ExampleExample

40. Exercise: Use Internet Explorer to Email a Web Page

41. 1.Go to desired Web page with Internet Explorer 2.Click on “File”, “Send”, “Page by E-Mail” 3.See ExampleExample

43. Using The Email Address Book (Outlook Express)  Purpose of Address Book Avoids memorizing, tedious re-entry, and probability of error when selecting frequently- used addresses. Addresses can be entered automatically from a recipient’s email message. Provides a facility for collecting additional information about an individual.  Purpose of Distribution Lists Organize selected email addresses into a common group Simplifies communications with a group of correspondents.

44. Exercise: Create Entries in the Address Book (Outlook Express)

45. Exercise: Enter New Addresses in the Address Book (Outlook Express) 1.Open Outlook Express 2.Select “Tools”, “Address Book”

46. Exercise: Enter New Addresses in the Address Book (Outlook Express) 3.Select “File”, “New Contact” to open form 4.Enter First Name, Last Name and Email Address

47. Exercise: Enter New Addresses in the Address Book (Outlook Express) 5.Click “Add” and “OK” 6.Repeat from Step 3 to make additional entries

48. Exercise: Create New Email Group in the Address Book (Outlook Express) 1.Open Outlook Express 2.Select “Tools”, “Address Book”

49. Exercise: Create New Email Group in the Address Book (Outlook Express) 3.Select “File”, “New Group” to open form 4.Enter a Group Name and click on “Select Members”

50. Exercise: Create New Email Group in the Address Book (Outlook Express) 5.Highlight a member name and click “Select” 6.Repeat as often as necessary to complete the group

51. Exercise: Create New Email Group in the Address Book (Outlook Express) 7.When done, click “OK” on Select Group Members form 8.Then, click “OK” on ‘Group’ Properties form

52. Exercise: Create New Email Group in the Address Book (Outlook Express) 9.Note new Group Address entry in the address book

53. Exercise: Use New Email Group Address (Outlook Express) 1.Open new email form 2.Click “To” address prompt to expose address book 3.Select new group address and click “To” 4.Click on OK to return to email form

54. 5.Complete the email message form as appropriate 6.Click “Send” button to transmit the message

55. Become Familiar With Email Folders  Overview Email systems typically include four main “folders”: in-box, out-box, sent mail, and deleted mail. Ordinarily messages automatically move from one folder to another as needed. Users can setup unlimited number of special folders which can contain copies of selected incoming and/or outgoing messages.  Typical Uses Organize messages by a topic such as “Cyberspace Class”. Organize messages by an individual or group such as “Family”.

56. Become Familiar With Email Folders

57. Common Email Risks and Annoyances  Spam  Email snooping (intercepted messages)  Misdirected email messages  Attachment containing a virus  Attachment containing a Trojan horse  Identity theft (a/k/a “Phishing”)

58. ID Theft via Phishing

59. Phishing Example - Citibank

60. Phishing Example – Citizens Bank

61. Phishing Example – Smith Barney

62. Phishing Example – Regions Bank

63. Phishing Example – eBay

64. Phishing Example – Carroll Creditors

65. Email Dos and Don’ts (Etiquette)  Be aware of the risks.  Take time to consider what you will write.  Be careful when using humor, sarcasm, and criticism.  Don’t assume the communication is private.  Be sure your message is going to the person(s) you want to receive it. Tip: Go to www.emailreplies.com or www.learnthenet.com for more detailed information.www.emailreplies.comwww.learnthenet.com

66. Q & A

67. Common Features of Many Email Systems  Read  Delete  File  Print  Save  Compose  Attachments  Signature  Reply  Reply to all  Forward  Rules  Address book  Preview window  Folders  Able to handle multiple accounts