1. Chapter 9 Sending E-mail and Attachments

2. Sending E-Mail and Attachments FAQs: – How does e-mail work? – How do I use local e-mail? – How do I use Web-based e-mail? – How do I organize messages and contacts? – What is an e-mail attachment? – Is there a size limit for e-mail messages and attachments? – What is spam? 2Practical PC 6th Edition Chapter 9

3. How does e-mail work? An e-mail message is a digital document transmitted from one computer to another, usually over the Internet – Computers and software that provide e-mail services form an e-mail system – At the heart of the system is an e-mail server that runs e- mail server software – Store-and-forward technology means that incoming e-mail is stored on an e-mail server until your server requests them 3Practical PC 6th Edition Chapter 9

4. How does e-mail work? Two types of e-mail systems are commonly used: – Web-based e-mail means you connect to the Web to read and compose e-mail messages using Web browser software – Local e-mail software runs on your hard disk and allows you to compose and read your mail while offline. Local e-mail is also called POP mail based on the Post Office Protocol software used on the e-mail server 4Practical PC 6th Edition Chapter 9

5. How does e-mail work? 5Practical PC 6th Edition Chapter 9

6. How do I use local e-mail? To use local e-mail: – You need an e-mail account, e-mail address, and password on a POP server – Local e-mail client software, such as Windows Live Mail, Microsoft Outlook, or Mozilla Thunderbird is also needed – To send (Outbox) or receive (Inbox) messages start your e- mail client – The Send/Receive button usually initiates download Since local e-mail is stored on your hard disk, it is your responsibility to back up your mail 6Practical PC 6th Edition Chapter 9

7. How do I use local e-mail? 7Practical PC 6th Edition Chapter 9

8. How do I use Web-based e-mail? To use Web-based e-mail: – Sign up for an account with an e-mail service such as Google Gmail, MSN Hotmail or Yahoo! Mail – Use your browser to connect to your account – You can write, read, reply-to, and delete e-mail messages Benefit of Web-based e-mail: – A big benefit is that your e-mail will be available from any computer with an Internet connection – Remember to log off so others don’t access your account 8Practical PC 6th Edition Chapter 9

9. How do I use Web-based e-mail? 9Practical PC 6th Edition Chapter 9

10. How do I organize messages and contacts? Messages on the same topic are referred to as a thread To reply to a message, click the Reply button – Message is opened and addressed – Typically, you include the text of previous message To forward a message, click the Forward button – You fill in e-mail address and subject line – Most software allows you to edit and comment on the content of the forwarded message Another organizational technique is to create groups in your address book. 10Practical PC 6th Edition Chapter 9

11. How do I organize messages and contacts? 11Practical PC 6th Edition Chapter 9

12. What is an e-mail attachment? An e-mail attachment is a file that travels along with an e-mail message More on e-mail attachments: – E-mail software indicates an attachment with an icon such as a paper clip – Recipient must have software that works with the attachment to open it – Some attachments can harbor viruses so be careful, especially with.exe extensions 12Practical PC 6th Edition Chapter 9

13. What is an e-mail attachment? 13Practical PC 6th Edition Chapter 9

14. Is there a size limit for e-mail messages and attachments? Typically the size limit of messages and attachments are between 2 MB and 10 MB Shrinking the file size of attachments: – For large files, compression software can ‘zip’ the file into a compressed version – Most video and sound formats shrink to about half their size – Text and some graphics shrink substantially – JPEG and GIF files are already compressed 14Practical PC 6th Edition Chapter 9

15. Is there a size limit for e-mail messages and attachments? 15Practical PC 6th Edition Chapter 9

16. What is spam? Spam is unwanted electronic junk mail Phishing is an e-mail based scam that’s designed to persuade you to reveal confidential information A spam filter is a utility software that captures unsolicited e- mail before it reaches your Inbox Never reply to spam or click on the links in the spam e-mails 16Practical PC 6th Edition Chapter 9

17. Hardware: Voice over IP Voice over IP (VoIP) refers to a set of technologies used to transact voice communications over digital computer networks – Can be less expensive than PSTN service – Softphone – Dedicated VoIP phone – Analog telephone adapter – VoIP peripheral 17Practical PC 6th Edition Chapter 9

18. Hardware: Voice over IP 18Practical PC 6th Edition Chapter 9

19. Hardware: Voice over IP Circuit switching establishes a dedicated, private link between one telephone and another for the duration of a call Packet switching divides a message into several packets that can be routed independently to their destination 19Practical PC 6th Edition Chapter 9

20. Hardware: Voice over IP 20Practical PC 6th Edition Chapter 9

21. Hardware: Voice over IP Packet switching is not perfect, and VoIP is susceptible to a range of problems that can severely deteriorate call quality causing echoes, distortion, warbling, and clipping Packet loss refers to data that never reaches its destination or gets discarded because it arrives too late to be of any use 21Practical PC 6th Edition Chapter 9

22. Hardware: Voice over IP 22Practical PC 6th Edition Chapter 9

23. Just how private is e-mail? What do you think? – Do you think most people believe that their e-mail is private? – Do you agree with Caltech’s decision to expel the student who was accused of sending harassing e-mail to another student? – Do you think that e-mail should have the same privacy protections as telephone conversations and mail under U.S. laws? 23Practical PC 6th Edition Chapter 9