06 05 Using Email

204100 IT & Modern Life 1
Department of Computer Science

Faculty of Science, Chiang Mai University
Using Email
Click to edit Master title style
By Asst. Prof. Dr. Samerkae Somhom
Translated into English by Asst. Prof. Varin Chouvatut, Ph.D.
Outline
▪ Sending an Email
▪ Receiving an Email
▪ Tools and Settings
Sending an Email
Accessing an E-mail
Account 01
02 Creating an Email
Creating an E-mail 03
Subject
Adding and Removing
04 File Attachments
Sending Confidential 05
Email
Department of Computer Science 204100 IT & Modern Life 4
Accessing an E-mail Account

E-mail Accounts
• Using an email starts with getting an email account to use the email
service.
• Preliminary characteristics of an account or a username are:
• The name must be in English characters, digits or symbols ‘_’
and ‘.’
• The name must not be the same as one in the existing accounts.
• The e-mail account obtained will be followed with the sign ‘@’ and
then followed by the name of the e-mail service provider such as
@gmail.com, @yahoo.com, @yahoo.co.th, @outlook.co.th, or
@outlook.com.
Entering Information and Setting Up Password to get an

E-mail Account
• After you get a unique e-mail account, the e-mail service provider will
request preliminary information for the user’s verification, including: The
user’s name, surname, date of birth, etc.
• In addition, the user must set up a password for his/her account. Details and
patterns of a password are up to the policy of the e-mail service provider.
Examples of applying for an email to create an e-mail account can be seen at
• How to apply for Hotmail or Outlook com: https://www.wikihow.com/Create-
a-Hotmail-Account
• Your CMU email account also use Outlook
• How to apply for a Gmail:
https://support.google.com/mail/answer/56256?hl=en
The Structure of Folders in an Email

Yahoo mail
• Usually, the email account will
have a few folders to help user
manage their emails.
• The main folders the e-mail
Clickusually
service provider to edit Master title style
provides include Inbox, Outbox
or Sent, Trash or Deleted Item,
Drafts, and Spam or Junk, etc. Outlook mail
Kinds of Messages Kept in Each Folder of Email

Folder Kind of Messages
Inbox Emails the user receive in that account
Outbox/Sent Emails the user sent out by that account
Deleted Items/ Emails the user has deleted from their account (but
Trash Click to edit Master title style
not permanently, yet)
Draft Emails the user wrote but is not yet done and not
yet send
Spam/Junk Emails suspicious of being deceptive or unwanted
Creating an Email
Creating an Email
• First, the user must go to the website of an email service provider, or open
an email client.
• Then, the user signs in or logs in with the email account and password to
access the emails. This may be done automatically if the webpage/client
remember your login information
• When the login is complete, the email window/page will appear and displays
the Inbox folder, which keep incoming emails, with other folders such as
Sent, Draft, Trash, etc.
• If we want to create an email to send to someone, we can click either the
button Compose or the button New Message, depending on the e-mail
service provider/client
Formats of an Email Email are divided into 2 main parts:

1. Header has boxes to fill in with initial details:
From to fill in with the sender’s e-mail address,
Header
To to fill in with the receiver’s e-mail address, and
Subject to write a subject of the email
Click2.toBody
editis theMaster title style
part of contents where we can type in
messages and attach files such as documents, pictures,
Body
videos, or data to the email to send them to the receiver
• Sometime the attachment box is with the header, but it
is considered body of the email
Details of the Header in an Email Cc stands for Carbon Copy

E-mail addresses filled in this line will
Sender’s Address
receive the exact message as the
Receiver’s Address receivers on the line To do. The email will
only be a copy just to inform them.
Carbon Copies’
Bcc stands for Blind Carbon Copy
E-mail addresses filled in this line will
Addresses
receive as the same message as the
Email Subject
receivers on the line To do. Plus, an
extra is that the receivers on the lines
To and Cc will not see addresses of the
To specifies the address of the receiver. receivers on this line, i.e., they will not
There can be more than one, separated with ; know the email is also sent to the
receivers in the Bcc field.
Creating Email Using Outlook

1. Click on the button
2. A window will appear

for you to write an
Click to edit Master title style email
Creating Email Using Gmail
1. Click
2. A window will appear

for you to write an
email
Creating Email Using Yahoo Mail
1. Click on the button 2. A window will appear

for you to write an
Click to edit Master title style email
How to Choose an E-mail Subject

• The subject of an email is an important part used by the service
provider in the preliminary checking.
• If the email’s subject is suspicious inappropriate, the email may be
marked as a spam mail and thus sent to the spam folder.
• As a result, email may never get read and may even get removed.
• Thus, an email’s subject should reflect the content of the email
so that the receiver will read it instead of removing it as a
mistaken spam
Adding and Removing

Click toFile
editAttachments
Master title style
Adding and Removing File Attachment

• Steps for Attaching a File
1. Choose the button Attach File (depending on each service
provider).
2. Choose the file you want to attach
3. Click on the confirmation button to confirm the file attachment.
4. If you later want the remove the file from attachment, click on the x
icon or the delete button beside the filename.
• E-mail service providers typically determine file formats allowed to be

attached to an email, also the maximum size of the attached files.
Adding and Removing File Attachment

• Limitations on the Attachment Size
• In the case of Gmail, file attachment can be up to the maximum size of 25 MB.
If there is more than one file, the size of the file attachment in total must not
exceed 25 MB
• If you change your mind, any attachment file can be removed before
sending
• For additional information on Gmail
https://support.google.com/mail/answer/6584?co=GENIE.Platform%3DDes
ktop&hl=en#:~:text=Attachment%20size%20limit,including%20it%20as%20
an%20attachment.
• For more on Outlook, https://support.microsoft.com/en-us/office/send-
large-files-with-outlook-8c698842-b462-4a4c-8d53-5c5dd04f77ef
Sending a Normal vs. a Confidential Email

• Sending a normal email will send the email to the receiver
account right away and then anyone who has access to
receiver’s e-mail account will be able to read it
• Sending a confidential email helps protect the information
sent viaClick to edit
email from Masteraccess.
unauthorized titleOne
style
possible
approach is to set an expiration date for the message: to
revoke the access to the email by certain date
An Example of Turning On/Off the Confidential Mode of Gmail

Choose the
confidential mode.
Source : https://support.google.com/mail/answer/7674059?co=GENIE.Platform%3DDesktop&hl=en
For Outlook, Use Encryption and Priority Settings

Receiving an Email
Opening and Closing 01
an Email
02 Replying an Email
Click to Forwarding
edit Master title 03style
an Email
04 Opening and Saving

Attachment Files
Printing a Message 05
Opening and Closing

Click to editanMaster
Email title style
Opening/Closing an Email
Example on Outlook : Click to choose the email to open in the folder Inbox.
2. Click to choose. 3. Contents
1. Email
in Inbox

Example on Gmail
Contents

1. Incoming
2. Choose the email to open.
emails
Example on Yahoo Mail
Contents

1. Incoming
emails 2. Choose the email to open.
Replying an Email
Replying an Email Typically Provides the Following Options:

• Reply: reply to the sender using the e-mail account specified in
the field From
• Reply All: reply to ALL e-mail accounts specified on the lines
From and CC (Carbon Copy), but not BCC (Blind Carbon Copy)
Clickon to
• Forward (Pass the edit
email.):Master title
forward the styleemail to the
received
other e-mail accounts which you want to receive the email as
well.
Reply on Outlook If choose ..., the

menu appears.

If choose ..., the

Reply on Gmail menu appears.

Removing an Email
Outlook 1. Click to remove the email.
2. The number of removed emails


To remove this email.
To remove this email.

Opening and Saving

Click toAttachment
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Files
Typically, when you read an email with attachment files, there will be
the Download File menu.

If you want to read
an attachment file,
click on it.
Printing a Message
Outlook : Printing a message can be done by clicking on the …
icon, then click on the menu option for printing

Gmail : Printing a message can be done by clicking on the icon.

Yahoo : Printing a message can be done by clicking on Print.

Tools and Settings
Using Help 01
02 Managing a Toolbar
Creating a Signature 03
Help in Email
• Typically, e-mail service provider provides Help or
Support for users to search for how to use a feature or
to answer some questions by clicking on the provided
buttons
• Depending on the provider, the Help or Support may
come in different symbols or button layout, but most of
them will be on toolbars or ribbons
Help on E-mail Client Help in Yahoo
Help in
Outlook
Help on E-mail Client (Cont.)

Help in
Gmail
Click to edit Master title style 1. Choose

to display
the menu.
Managing a Toolbar
Managing a Toolbar
Users can adjust the toolbar of email as desired to gain
the convenience for themselves by choosing the Settings
menu or the gear icon .
Yahoo Outlook Gmail
Creating a Signature
Signatures
Users can create their signatures to be automatically
appended to the end of messages sent out. A signature may
include a picture, a logo, or a handwritten signing form in it.
Click
Creating to edit Master title style
a Signature
A signature can be created by accessing the Settings
menu and then choosing Signature. The steps for doing so
may be different, depending on e-mail service providers.
Outlook: 1. Choose . 2. Choose Learn More under Sign you

messages with style. 3. You will be shown steps to create signature
3.
1.
2.
Gmail: Go to Settings. There will appear details of determination.

Scroll down to find the Signature portion, as shown.
1. 2.

Yahoo: Choose 1. Settings and then 2. Click on Go.

1. 2.

3. Go to Signature.
3.

References
Microsoft Digital Literacy Course: Communicate Online. Retrieved
February 20, 2020, from https://www.microsoft.com/en-us/ digitalliteracy/home
“E-mail คืออะไร ส่วนประกอบของ Email มีอะไรบ้าง และคาย่อที่พบได้บอ่ ย”
Retrieved February 20, 2020, from https://www.1belief.com/article/what-is-email
“ส่งไฟล์แนบและรูปภาพ” Retrieved February 20, 2020, from https://support.google
com/mail/topic/7280128?hl=th&ref_topic=3394151
“สมัครอีเมล์” Retrieved February 20, 2020, from https://thai.signup.com
“วิธีการส่งอีเมลหาคนอื่น” Retrieved February 20,2020, from
https://th.wikihow.com/ส่งอีเมลหาคนอื่น

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204100 IT & Modern Life 1

Department of Computer Science

Accessing an E-mail Account

Entering Information and Setting Up Password to get an

The Structure of Folders in an Email

Kinds of Messages Kept in Each Folder of Email

Formats of an Email Email are divided into 2 main parts:

Details of the Header in an Email Cc stands for Carbon Copy

Creating Email Using Outlook

2. A window will appear

Creating Email Using Gmail

2. A window will appear

Creating Email Using Yahoo Mail

1. Click on the button 2. A window will appear

How to Choose an E-mail Subject

Adding and Removing

Adding and Removing File Attachment

• E-mail service providers typically determine file formats allowed to be

Adding and Removing File Attachment

Sending a Normal vs. a Confidential Email

An Example of Turning On/Off the Confidential Mode of Gmail

Click to edit Master title style

For Outlook, Use Encryption and Priority Settings

Click to edit Master title style

04 Opening and Saving

Opening and Closing

Click to edit Master title style

Click to edit Master title style

Example on Yahoo Mail

Click to edit Master title style

Replying an Email Typically Provides the Following Options:

Reply on Outlook If choose ..., the

Click to edit Master title style

If choose ..., the

Click to edit Master title style

Click to edit Master title style

2. The number of removed emails

Click to edit Master title style

Click to edit Master title style

To remove this email.

Opening and Saving

Click to edit Master title style

Click to edit Master title style

Gmail : Printing a message can be done by clicking on the icon.

Click to edit Master title style

Yahoo : Printing a message can be done by clicking on Print.

Click to edit Master title style

Tools and Settings

Help on E-mail Client Help in Yahoo

Help on E-mail Client (Cont.)

Click to edit Master title style 1. Choose

Outlook: 1. Choose . 2. Choose Learn More under Sign you

Click to edit Master title style

Gmail: Go to Settings. There will appear details of determination.

Click to edit Master title style

Yahoo: Choose 1. Settings and then 2. Click on Go.

Click to edit Master title style

Click to edit Master title style

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