Professional Documents
Culture Documents
Chapter 6
E mail
Contents
• Email introduction
• Types of email
• Accessing email accounts
• Working principle of email
• Email protocols
• Components of email
• Signature
• Address Book
• Mail Boxes
• Smiley
• Acronyms
• Sending/Replying/Forwarding mails
• Configuration of Outlook Express
• Different folders of Outlook Express
• Checking the incoming mails
• Reading the mails
• Deleting the mails
• Composing mails
• Replying and Forwarding mails
• Setting up a web based account
• Checking the incoming mails
Objectives
After completion of this module you will be able to know:
1. what is Email
2. what are the types of email
3. how to access email accounts
4. the working principle of email
5. the different email protocols
6. the components of an email message
7. how to introduce Signature
8. what is Address Book
9. the different Mail Boxes
10. how to introduce Smiley
Email is the one of the popular service offered by Internet. It is the replacement of Postal
mail. Postal mail is known as Snail Mail because it is very slow. Email is cheaper and
faster than Postal Mail, less intrusive than a phone call, less hassle than a FAX.
Because of its speed and broadcasting ability, Email is fundamentally different from
paper-based communication.
Using email, differences in location and time zone are less of an obstacle to
communication.
Just as a letter makes stops at different postal stations along its way, email passes from
one computer, known as a mail server, to another as it travels over the Internet. Once it
arrives at the destination mail server, it's stored in an electronic mailbox until the
recipient retrieves it. It is Store and Forward System. Copies can be sent automatically to
names on a distribution list. Advise delivery a confirm message when opened by the
recipient.
This whole process can take seconds, allowing you to quickly communicate with people
around the world at any time of the day or night.
To receive email, you must have an account on a mail server. This is similar to having an
address where you receive letters. One advantage over regular mail is that you can
retrieve your email from any location. Once you connect to your mail server, you
download your messages to your computer.
• A free account includes only a mailbox. Companies like Yahoo and Hotmail
provide free mailboxes; in return, you will see advertising. To use a free mailbox,
you have to be able to get on the Internet. This type of mail is called as web-mail.
• An Email address.
• Email Programme at the client side.
To access your email account, you must be on the Internet. You can send and receive
email messages through an email program like Outlook Express or through a browser like
Internet Explorer. If you go through a browser, you are using web-mail. Most email
accounts can be accessed either way.
• If you access your mail through an email program, the messages are downloaded
to your computer and removed from the company’s mail server.
• If you access your mail through a browser (web-mail), the messages remain on the
company’s mail server until you delete them. Most web-mail accounts have a
maximum storage space. When your mailbox is completely filled, you will not be
able to receive any additional messages. You must regularly delete some
messages and empty the trash in order to free up storage space.
6.3.1 Mailers
• The following are Unix Mailers:
• Mail
• elm
• pine
• These are provided for the Shell Account Internet Users. They are Character
Based and we have to work on-line only, and no-off line working. Now all
the ISP are not providing Shell account.
• Eudora
• Pegasus.
• Out Look Express
The standard protocol used for sending Internet email is called SMTP, stands for Simple
Mail Transfer Protocol. It works in conjunction with POP servers. POP stands for Post
Office Protocol.
Username@domain name
cksundar@sancharnet.in
ksundararajan@yahoo.com
First there is the user name that refers to the recipient's mailbox. User name should not
contain space or any special character except underscore. Then there's an at-sign (@).
Next comes the host name (sancharnet.in, yahoo.com), also called the domain name. This
refers to themail server, the computer where the recipient has an electronic mailbox. It's
usually the name of a company or organization.
The end of the domain name consists of a dot (".") followed by three or more letters
(such as .com and .gov) that indicate the top-level domain (TLD). This part of the
domain name indicates the type of organization or the country where the host server is
located.
SMTP
SMTP Mail
SMTP
Server Client
POP 3 POP 3
Mail
Client Server
PC
SMTP Mail Mail
With
Server Client ShellA/C
Transfer Agent ensures that the messages are transferred orderly fashion according to
SMTP. Mail Servers runs Transport Agent 24 hours. There are four types of programs
used in the process of sending and receiving mail. They are:
• MUA - Mail users agent. This is the program a user will use to type email. It
usually incorporates an editor for support. The user types the mail and it is passed
to the sending MTA.
• MTA - Message transfer agent is used to pass mail from the sending machine to
the receiving machine. There is a MTA program running on both the sending and
receiving machine. The MTA on both machines use the network SMTP (Simple
Mail Transfer Protocol) to pass mail between them, usually on port 25.
• LDA - Local delivery agent on the receiving machine receives the mail from its
MTA.
• Mail Notifier - This program notifies the recipient that they have mail.
Multipurpose Internet Mail Extension (MIME)
Emails are usually just text but can contain pictures, or other files. These 'attachments' or
'insertions' sometimes need special programs to be read.
SMTP cannot transmit executable files or other binary objects. There are a number of ad
hoc methods of encapsulating binary items in SMTP mail items, for example:
o Encoding the file as pure hexadecimal
o The UNIX UUencode and UUdecode utilities which are used to encode
binary data in the UUCP mailing system to overcome the same limitations
of 7-bit transport
The POP3 mail protocol is the most commonly used mail protocol used for retrieving the
mail from the server to the client machine over PPP.
IMAP is also can be used for retrieving the mail from the server to the client machine.
But most of the Internet Service Providers support only POP3 and not IMAP.
6.13 Smiley
When we are talking to people face to face our body language, the tone of our voice,
gesture and facial expression will play important role. But through email you can
personalise your messages by using emotion icons called smileys. You can see some of
the
Smiley Meaning
:-) Smile
:-( Frown
:-| Expressionless
6.14 Acronym
You can use some abbreviations or acronyms in your email. The common acronyms are:
AE In Any Event
BTW By the way
FM Fine Magic
FC Fingers Crossed
FWIW For what it's worth
FYI For Your Information
FUA Frequently Used Acronyms
IAE In any event
IMO In my opinion
IMHO In my humble opinion
IMCO In my considered opinion
IOW In other words
NRN No Reply Necessary
OTOH On the other hand
PITA Pain in the butt
ROFL Rolling on floor, laughing.
RSN Real Soon Now [which may be a long time coming]
RTFM Read the Fine manual
SNAFU Situation Normal: All [bleeped] Up
SITD Still in the dark
TANSTAAFL There Ain't No Such Thing As A Free Lunch
TIA Thanks In Advance
TIC Tongue in cheek
TLA Three Letter Acronym (such as this)
YMMV Your Mileage May Vary
In order to get access the email server for sending and receiving the mail, you have to
configure the Email client software. There are many mail client software.
Outlook Express is most commonly used POP3 client software. It is coming along with
Internet Explorer. If you install Internet Explorer, Outlook Express will be automatically
installed in your Computer. We will see how to configure the Outlook Express in order to
send and receive mail.
Fig 6-1
2. Now from the Tools menu select the Accounts. Internet Account Dialog Box will
be opened as shown in fig 6-2.
Fig 6-2
3. Click the Add button; you will get a cascade menu as shown in fig 6-3.
Fig 6-3
4. Select the Mail… from the cascade menu. Internet Connection Wizard will start
as shown in fig 6-4
Fig 6-4
5. Type your name which will display when you send a mail that will appear in the
header. Click Next button.
6. In the next step you have to type your valid Email address as shown in fig 6-5.
After entering your email address click Next Button.
Fig 6-5
7. In this step you have to tell the Outlook Express to which Mail Server it has to
contact. You have to specify the Incoming Mail Server (POP3, IMAP or HTTP)
and Outgoing Mail Server IP address or Domain name here. This will be provided
by your Internet Service Provider at the time of getting your Internet Account.
You can specify the Incoming mail and Out Going mail as shown in Fig 6-6.
Fig 6-6
8. After entering the entries for POP3 server and SMTP server click the Next button.
In this step you have to give your Mail Account User Name and Password as
shown in Fig 6-7.
Fig 6-7
In this step don’t click Remember password check box if you computer is shared
by some body in order to avoid that others may check and read your mails. Click
next button.
9. Finally click the Finish Button to complete the configuration.
10. In the Internet Account Dialog box click the Mail tab and check that the account
you have created just now will appear as shown this the fig 6-8. If more than one
Account is created, all the accounts will be displayed. Select an account and click
Set as Default button. Now that account will become your default email account
Fig 6-8
11. You can close the dialog box by clicking the Close button.
Fig 6-9
4. Logon dialog box will appear as shown in fig 6-10. Type your user id and
password and click OK button.
Fig 6-10
5. Your Outlook Express will contact your POP 3 Server and down load the emails
to Inbox as shown in the fig 6-11.
Fig 6-11
Click on the mail. Outlook Express will open the mail in the bottom pane of the Inbox
Window. If you want to open the mail in a separate window double click on the mail. It
will open in a separate window as shown in fig 6-12. In this fig an undelivered message is
opened. When the message is not delivered, an undelivered message will be sent to you
from the postmaster stating the error conditions.
Fig 6-12
You can delete a group of mails at a time. For deleting a group of mails click on the first
mail and hold the Shift key and click on the last mail. All the mails (the first and the last
and in between mails) will be selected. Now you can press Delete key to delete them. For
selecting mail at random use control key instead of shift key.
If you want to move the mail back to your Inbox, right click on the mail. You will get a
short cut menu as shown in fig 6-13
Fig 6-13
From the short cut menu select Move to Folder. You will get Move dialog box as shown
in fig 6-14
Fig 6-14
In the move dialog box select Inbox and click Ok button. The mail will be moved to your
Inbox. You can move a group of mails also.
Fig 6-15
The “From:” address will be automatically inserted. If more than one account is
configured in your PC the default account address will be inserted. If you want to change
the other address you can select from the drop down list in the “From:” address drop
down list box.
In the To: address test box, you type the email id to whom you are going to send the mail.
You can type multiple addresses also here if you want to send to more than one person. In
that case use semi colon “;” to separate each mail id.
In the Cc: text box type the email id of the person to whom you want to send the copy of
this mail. Here also you can type multiple mail id separated by semi colon incase if you
want to send the copy to more than one person.
Some times you may want to include BCC, to send blind copies of the mails to many
persons. To include the Bcc box, click the View menu, and then select All Headers.
Type the relevant information in the Subject: text box. This will help the recipient to
understand the topic of the mail so that he can decide to read the mail immediately or at
leisurely.
The bottom portion of the window is for the body of your message. You can type the
message here. You can use the formatting tool bar for formatting the message what you
have typed.
After finish typing your message, click the Send button at the left top corner of the
window to send the mail.
The mail will go to the Outbox if your computer is not connected to Internet. If your
computer is already connected to the Internet, Outlook Express will contact the SMTP
Server and send the mail. Once the mail is delivered to SMTP server, then the copy of the
mail will be moved to Sent Items folder.
If you want to reply to all the persons mentioned in the To: address column and, CC:
column click Rely All button.
Web-based Mail
Some of the web sites are offering free email. Such mails are called as Web-based Mails.
With Web-based e-mail, to send and receive messages, you have to access the website.
For example the following web sites offer free email services:
http://mail.yahoo.com
http://www.mail.com
http://www.hotmail.com
http://www.rediff.com
First visit the web site from where you are having the Email account. Then log on to the
site by entering your account name and password. Now you can read your messages,
view attachments, send replies, forward messages. Most services offer online address
books to store your e-mail addresses and contact information. You can also set up folders
to manage your messages.
6.25 Setting up an Account
Establishing a new e-mail account takes only a few minutes and could be easier. First
visit the web site from which you want to create the Email account. Then click the Sign
UP button of that site. You'll have to provide information about yourself and choose an
account name and password. Your account name or ID becomes part of your e-mail
address.
Type your User Name (or ID) in the text field beside UserID:, and your password in
the text field beside Password:.
Note: Your user name is not necessarily the same as your e-mail address. If you do not
know your user name, please contact your system administrator.
Now you are in your inbox. If not, click the Inbox link. The list of messages you
received – which are available in Inbox ─ will be listed. See the above figure. Now click
the link of any one of the mail you received. The content of that message will be
displayed. See the figure below:
For using the web based mail, you need not have neither Internet Account nor Personal
Computer. You can go to Internet Browsing center, visit the web site where you are
having the email account and then login to your account. Since it is free account you will
be getting unwanted junk mails called spam mails. Some web sites provide the spam
guard to protect you from getting unwanted spam mails.