Chapter 8

The Basic of Electronic Mail

 What is Email?
•short for electronic mail
•send & receive messages over the internet
What Makes Up An Email
• The Header
– Who sent the email.
– To whom the mail is sent.
– When the email was sent.
– The email subject.
– The size of the email.
• The Body
– Contains the message.
– May also contain an attachment.
• Attachments
– If not embedded within the body,
attachments are sent along with the
email.
 E-Mail - Electronic Mail
• Send mail electronically via the Internet
• Requires an account on a mail server and
supporting software on your PC
• The username and password will allow you
to access your account
• All e-mail programs allow you to Send,
Compose, Reply, and Forward mail
 Obtaining an E-mail Account
• You will need an e-mail server (post office) in
order to send and receive e-mail.
• You can obtain an account in school
• You can pay for an account through an ISP such
as AOL
• You can get free accounts:
– www.hotmail.com
– www.yahoo.com
EMAIL PROVIDER
Privacy and Terms of Agreement
• E-mail is less private than US mail
– If you need privacy, send a letter
• Every mail server has terms that you must
agree to
– No copyright infringements
– No harassing or stalking
– No junk mail or spamming
– No intentional sending of viruses
 The Mail Folders
• Inbox – new messages as well as messages that
have been read
• Outbox – messages not yet sent
• Sent items – messages that have been sent (moved
here from outbox)
• Deleted items – messages deleted from any folder
• Custom folders – additional folders created by the
user
 An E-mail Address
• Every e-mail address is unique and consists of two parts,
a user name and a host computer
• The @ sign is required
• The host computer can be omitted if you are logged onto
the same network or host computer
 Additional E-mail Capabilities
• Address Book
– Contains the e-mail addresses of frequent
contacts
– Enables you to enter an alias; e.g., “Bob”
instead of the complete address
• Distribution List
– A set of e-mail addresses stored under one
name
– Ideal for your professor to e-mail the class
 E-mail Protocols
• POP Client – Post Office Protocol
– Lets you work without being connected to mail
server
– Upload to send mail - Download to read mail
– Allows almost any e-mail program to access e-mail
from server
• IMAP – Internet Message Access Protocol
– Permits a "client" email program to access remote
message stores as if they were local
– Enables user to access messages from more than
one computer
How E-mail works
 Send and receive e-mail using
Microsoft Outlook Express
• To access your e-mail account you also need an e-mail program, which is also called
e-mail client software.
• You use the e-mail program to open, print, delete, reply to, forward, and save mail
from your e-mail server.
• One such program is Microsoft's Outlook Express, which installs as part of Internet
Explorer.
• Outlook Express can be accessed through the Start menu on the All Programs
submenu.
Microsoft Outlook Express
 Send and receive e-mail
• To send an e-mail message:
• Press the New Mail button on the Outlook Express toolbar
• Type in the e-mail addresses of the recipient
• Type your subject matter
• Type your message and then click the Send button
• To retrieve mail that has been sent to you:
• Click the Send/Receive button on the toolbar
• Outlook Express will contact your e-mail server and download your e-
mail messages
• To reply to a message:
• Click the Reply button
• The recipient address and the subject matter are automatically filled in
• When you have completed typing your reply, click the Send button
 The Outlook Express
New Message dialog box
 The Outlook Express
New Message dialog box
Reply to an e-mail message
Message with file attached
Receiving a message with an
attachment
How to Create a Signature
How does Email Work?

 Email travels via the Internet

from one computer to another.
 Computers known as mail
servers direct outgoing mail and
store incoming the mail.
 Once email reaches your mail
server, it waits in an electronic
mail box, the "Inbox” for you to
collect it.
Things You Can Do with Email

• Compose and Send: write an email and send it to others.

• Reply: reply to an email that you received.

• Forward: pass on an email that you received to others.

• Attachment: You can send files with your email such as:
pictures, music, software and documents
 What is an e mail etiquette?
• Email etiquette refers to the principles
of behaviour that one should use when
writing or answering email messages.
• Because email is less personal than a
phone or in-person conversation but
quicker to send than a letter, it is
possible for serious breaches of
manners to take place.
 12 Email Etiquette Rules
1. Include a clear, direct subject line.
2. Use a professional email address.
3. Think twice before hitting 'reply all.
4. Include a signature block.
5. Use professional salutations.
6. Use exclamation points sparingly.
7. Be cautious with humour.
8. Know that people from different cultures speak and write differently.
9. Reply to your emails--even if the email wasn't intended for you.
10.Proofread every message.
11.Double-check that you've selected the correct recipient.
12.Keep your fonts classic.
GOOD BUSINESS EMAIL
EXAMPLE
 How to Write a Formal Email
1. Use a neutral email address, not a nickname or username.
2. Keep the subject header short and accurate.
3. Write a proper salutation, and introduce yourself, if necessary.
4. Write your message. Keep it to the point.
5. Sign off appropriately, then sign with your full name.
6. Proofread the email before sending.

Writing a formal email can seem like a daunting task, since email is so often
used for personal and informal purposes. If you need to write an email to a to
a teacher, boss, business contact, government agency, or other recipient that
requires formality, just follow a few simple guidelines in the link below:

http://www.wikihow.com/Write-a-Formal-Email
Before you click the send button,
please recheck your Email based
on below list: