introduction to e-mails

8/6/2019 Introduction to E-mails

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Your Name Goes Here

[email protected]

INTRODUCTION TO E-MAIL


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E-Mail - Electronic Mail

y Send mail electronically via the Internet

y Requires an account on a mail server andsupporting software on your PC

y The username and password will allow you toaccess your account

yAll e-mail programs allow you to Send, Compose,

Reply, and Forward mail


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Obtaining an E-mail Account

yYou will need an e-mail server (post office) in orderto send and receive e-mail.

yYou can obtain an account in school

yYou can pay for an account through an ISP such asAOL

yYou can get free accounts:y www.hotmail.com

y www.yahoo.com

y www.gmail.com

y www.facebook.com


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Privacy and Terms of Agreement

y E-mail is less private than US mail

y If you need privacy, send a letter

y Every mail server has terms that you must agree to

y No copyright infringements

y No harassing or stalking

y No junk mail or spamming

y

No intentional sending of viruses


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The Mail Folders

y Inbox new messages as well as messages that havebeen read

y Outbox messages not yet sent

y

Sent items messages that have been sent (movedhere from outbox)

y Deleteditems messages deleted from any folder

y Custom folders additional folders created by the

user


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An E-mail Address

y Every e-mail address is unique and consists of twoparts, a user name and a host computer

y The @ sign is required

y The host computer can be omitted if you arelogged onto the same network or host computer


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Additional E-mail CapabilitiesyAddress Book

y Contains the e-mail addresses of frequent contacts

y Enables you to enter an alias; e.g., Bob instead ofthe complete address

y Distribution Listy A set of e-mail addresses stored under one name

y Ideal for your professor to e-mail the class


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E-mail Protocols

y POP Client Post Office Protocoly Lets you work without being connected to mail server

y Upload to send mail - Download to read mail

y Allows almost any e-mail program to access e-mailfrom server

y IMAP Internet Message Access Protocoly Permits a "client" email program to access remote

message stores as if they were localy Enables user to access messages from more than one

computer


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Advantages of E-Maily Using email is like composing or reading a paper

message, with several distinct differences:y It's more conversational. Because of its immediacy, a

whole series of e-mail messages may be exchangedwithin a very short time. As a result, email messagestend to be less formal and they are also usually shorterand more to the point.

y Email is Inexpensive

y Compared to telephone calls, faxes, or over nightcourier service, Email is less expensive.


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Advantages of E-Mail

y It's faster. Email is received almost

immediately after it is sent, usually withinminutes.

y It's easier to reference. The text of a previousemail message can easily be included as part ofa reply to that message. Thus, eemailcorrespondents are able to keep the replies incontext for each message. Including this

context is not only polite, but also makes anemail message more accurate andunderstandable.


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Limitation of E-Mail

yE-mail is not an information tool. E-mail is acommunications tool for brief correspondence andcoordination. It lacks the reliability and validity of newsmedia and should never be used or trusted to distribute

information, alerts or warnings.y E-mail is editable. Everyone who receives a message

may intentionally or unintentionally alter it before theysend it out. You cannot be sure the e-mail as you've

received it is unaltered from its original form. As a result,you often get incomplete or incorrect information.


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Limitation of E-Maily E-mail can not be retracted. Once you hit the "send"

button, there's no bringing it back. It's like leaving anasty message on your boss's voicemail and immediatelywishing you hadn't - once you've sent it, there's nogetting it back.

y E-mail can not be tracked. The technology to globallytrack an e-mail message - at least by the methodsdescribed in most chain letters - simply does not exist.There is no way for a third party to know to whom or

how many times you forward a message, and this is agood thing. Consider the privacy implications if such athing were possible.


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How to Create a eb Based E-Mail Account

y Many people choose eb-based email because itcan be accessed from anywhere with an Internetconnection instead of from only one specific

Computer that hosts an email program andaccount. Many eb-based email accounts are freeand are backed by the some of the biggest Internetand software companies.


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How to Create a eb Based E-Mail Accounty Instr ctions

y Choose the eb-based email site that you want touse. Live.com is owned by MSN, and it offers freeemail accounts. Gmail is Google's free eb-basedemail branch. Yahoo Mail is Yahoo's free email site.

y Find your chosen site's sign-up page. This willusually be accessible from the front page of thesite. This will take you to a registration page where

you will enter your name, your chosen user name

and some basic information about yourself. Someof the sites ask you for a mailing address whileothers want only your name and email address.

You may have to make several attempts to create auser name that has not already been used byanother account holder.


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How to Create a eb Based E-Mail Account

yInstr ctions

y Give the site an alternate email address where you can be reached.This can be any address that you have access to--even another free

eb-based address. Make sure that you enter this addresscorrectly because the site will contact you through that address tosend you a confirmation link.

y

Check your existing email account for the confirmation link,and click on that link to complete your registration for your

new email address. The email may also contain a password foryou to use, or you may be directed to create a password afterclicking the confirmation link.


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Structure of E-MailyAn email has three basic parts:y The header, a set of lines containing information

about the message's transportation, such as thesender's address, the recipient's address, ortimestamps showing when the message was sentby intermediary servers to the transport agents(MTAs), which act as a mail sorting office. Theheader begins with a From line and is changedeach time it passes through an intermediary server.Using headers, you can see the exact path taken bythe email, and how long it took each server toprocess.


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Structure of E-Mail

y The message proper, made up of the twofollowing elements: the header fields, a set oflines describing the message's settings, such as the

sender, the recipient, the date, etc. Each one hasthe following form: Name: Value An emailincludes at least the three following headers:

y From: The sender's email address

y To: The recipient's email addressy Date: The date when the email was sent


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Structure of E-Mail

y It may contain the following optional fields: Received:Various information about the intermediary servers andthe date when the message was processed.

y Reply-To: A reply address.y Subject: The message's subject

y Message-ID: A unique identification for the message.

y the message body, containing the message, separated from

the header by a line break.An email is made up of lines of displayable 7-bit US-ASCII

characters. Each line has at most 7 characters, forcompatibility reasons, and ends with the characters CRLF

(\r\n).

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