E mail basics (bob's)

Presented by Celia Bandelier

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What is E-Mail?

E-mail is the most popular use of the Internet today. It’s one of the best ways to stay in touch with family, friends, and business associates. E-mail is short for Electronic Mail.

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Sending E-mail

Sending e-mail is a lot like sending a regular letter except e-mail arrives in the recipient’s mailbox within minutes (most of the time), and prompts a quick reply. You can even include documents, pictures, sounds, movies and links to other on-line resources. You can even send the same letter to several people with the click of a button.

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Great Things About E-mail You can access your account from

anywhere. You don’t have to own your own

computer to have an e-mail account. You have a personal account that is

password protected. You can keep in touch with friends. In some cases, it is FREE.

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E-mail Address

To send or receive e-mail, you first need an e-mail address. An e-mail address is unique for each person and is made up of two parts: the account name /user name and the domain/server name.

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Domain/Server Name

The Domain/Server Name is the part after the @.

The Domain/Server Name is like a street address—a lot of people live on the same street or have the same domain name.

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Account Name

The account name is the part before the @.

The account name is like a house number—it tells exactly where you are on the street so your mail can be delivered.

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1&1

We will be using 1&1.com to explore an e-mail account for this class.

There are hundreds of free e-mail providers to choose from….

…(go to www.e-mailaddresses.com for a list of them).

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1&1

1&1 is being used because a Roanoke Public Library Board Member is allowing us to use his account so that everyone will be looking at the same thing.

Note: All email accounts have the same basic structure. The names and placements of items change depending on the Service Provider chosen.

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Open Internet Service Provider Open Internet Explorer, type

http://webmail.1and1.com in the address box.

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Webmail Login

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You should be seeing…

Enter User Name User names will be as follows: student1@minstrelsong.com student2@minstrelsong.com student3@minstrelsong.com student4@minstrelsong.com student5@minstrelsong.com student6@minstrelsong.com student7@minstrelsong.com student8@minstrelsong.com

Note: Instructor will assign you a number.

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Enter PasswordPassword for…

Student 1 is “studentone”

Student 2 is “studenttwo”

Student 3 is “studentthree”

Student 4 is “studentfour”

Student 5 is “studentfive”

Student 6 is “studentsix”

Student 7 is “studentseven”

Student 8 is “studenteight”

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Security Window

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Click “yes” in the Security Box

Mail Host This will open your Mail Host home window.

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Menu Bar

List of incoming messages

Messages you have

Number of messages you have

Other Task Options

Open Inbox

Click the blue open envelope icon next to the house on the menu bar to open the inbox.

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Inbox It should look something like this….

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Folders

Menu bar

Incoming messages

Preview of highlightedmessage

Sending an E-mail

Click on the New button right below the menu bar (right above where it says “Hello, Student XXXX”

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Your Message Here is where you enter your message,

but first you must enter the following information:

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Recipient’s e-mail address To: Recipient’s e-mail address-this must be

the complete e-mail address of the person you are sending the message to (Example: johnsmith@hotmail.com).

Note: more than one recipient can be entered as long as they are separated with a comma, blank space or a semi-colon depending on the Service Provider.

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Subject

Subject: This is the summary of your e-mail that your recipient will see when they open their inbox.

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Option Information

Cc: Carbon Copy-another recipient to get a copy of the message.

Bcc: Blind Carbon Copy-this recipient will receive a copy of the message but the primary recipient will not know.

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Sent Items Saved

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Your sent item will be saved in the “Sent Objects” folder.

Send You can send your message right away

by clicking the Send button. Note: make sure the message is correct and has

any attachments before sending. You cannot retrieve a message once it is sent.

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Contact List To find your contact list (your personal list

of email addresses) click on the man icon on the menu bar.

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Bounced or Returned Mail If you make a mistake typing in the address or

the address no longer exists, you may receive an email telling you of the error.

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Save Draft You can save your email to a draft folder to

finish and/or send at another time by clicking on Save Draft.

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Saved Draft The saved draft will appear in the Drafts

folder. Clicking on the email will bring the email up

and allow you to finish and/or send or delete the e-mail.

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Exercises

Compose a test message either to yourself or to a class member.

Send the message.

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Signing Out When you are finished using your e-mail

account, you need to always remember to do two things.

1. Sign out of the account by clicking on the Logout button.

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Step 2

Always close the browser (Internet Explorer) window using the close button. This action clears the Back button memory.

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Signing In

If you sign out when you are done, you will need to sign in when you want to use e-mail again.

1. Type http://webmail.1and1.com in your browser’s address box.

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Another Computer If you are signing in to a computer that your

information is not saved to, you will need to type in your e-mail address and password, then click Login.

Note: Checking Remember me and/or Remember my password boxes (when offered)stores the information on the computer, only do this if it is your own computer, not a public one.

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Receiving Mail Your inbox will show all the messages

you have and how many are unread, meaning you have not opened them to read yet.

Regular print are read. Bold print are unread.

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Regular Print

Bold Print

Sorting e-mail You can sort the columns by clicking,

From, Subject, Received or Size. Note: In the example, Received is chosen. You

can tell this because it is highlighted.

To arrange differently, highlight what you want and click.

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Reading the e-mail To read an e-mail, click on the subject of the

email.

The email will

open.

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Options after Opening e-mailYou can: Reply to it. Forward it. Delete it. Save it. Report it as spam/ junk mail Print it.

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Reply

Click on the Reply button

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Results of clicking Reply The senders address will automatically go in

the To: box. The subject line will add “Re:original subject” in

its box. The original message will be place in the

message box.

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Type you message

1. Type your message in the area with the “I”.

2. Click on the Send button to mail it or the Save draft button to save it.

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1. Type your message here.

2. Click Send or Save draft

Reply All to an e-mail

The only difference between “Reply” and “Reply All” is that with Reply All everyone who received the original message will receive your reply.

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Forward an e-mail The To: box will be empty. (You need to add an

address to be able to send it). The Subject: box will be labeled “Fw: original

subject”. The original message will be in the message box. Note: When you forward a message to another address, the original

sender is not notified.

Click Send to forward it to the new recipient(s).

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Delete an e-mail Occasionally you need to cleanout your inbox,

especially since you are allowed a certain amount of space for your account.

If the message is open you can click on the Delete button.

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Retrieving Deleted You can retrieve a deleted message. The

messages will remain in the Trash folder until you empty the folder. To access the Trash folder, click on the option on the left side of the window under E-Mail.

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Print an e-mail

To print a mail message, click on the Printer icon.

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Print Window A new window will open showing you what is

going to print.

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Click on Print On this screen, you can chose which

printer, how many copies and which pages you want it to print.

Click Print.

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Exercises

1. Reply to a message in your inbox using the Reply button.

2. Forward a message in your inbox to someone else in the class.

3. Delete a message in your inbox.

4. Print a message in your inbox.

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Creating Folders You can create folders to store your

messages in, just like you would create folders to store paper files in. By creating folders, you can easily manage and keep track of messages. Folders also keep your Inbox clear for new messages.

There will already be some folders set up in (Inbox, Spam/Junk, Sent, Drafts and Deleted) but you can create your own.

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Step 1 RIGHT Click on any existing folder to get a

drop down menu with an option to create a new folder.

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Step 2 Click “New Folder” Under the folder you clicked to get the drop

down folder a new folder will appear.

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Step 3 While the name of the folder is still

highlighted in blue, you can type to change the name of the folder.

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Or…. You can click on the downward arrow that

appears when the folder’s name is highlighted.

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A dropdown menu will appear with an option to rename

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Rename

Changing the name Clicking on “Rename” will highlight the

folders name and allow you to type to change it.

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Moving Messages to Folder When you are looking at messages in your

inbox, click the message This will highlight the message.

Then drag it into your new folder.

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To see the message in the folder, simply click on the folder name to open it.

Your message will be in the folder.

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Message in Folder

Exercises

Create a new folder and call it your name

Move a message from your inbox to your new folder

Create another new folder, Call it my new folder

Rename the folder with your name. Call it my second folder

Delete my second folder

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Attachments You can include other computer files to send

with your message, like pictures, Word documents, or Excel Worksheets. However, the recipient must have the same program the file was created in to be able to open it.

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Send an Attachment An attachment will be a file that is saved on

either the hard drive (C:) or on a Flash or USB drive.

1. When you are composing a message, click on the Add attachments button.

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Attach local file

A drop down menu will appear. Click on Attach local file

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A window will appear A new window will appear. Click Browse to search for the item you want

to attach.

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Data Folder The last folder you put data into will open. You can chose an item from this folder or

continue looking on your computer.

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Click Open Once you have found the folder with the file

you want to attach, click on it (this step may have to be repeated numerous times to get down to the file you want to attach) and then click Open.

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Browse window

The “Browse” window will reappear with the name of the file chosen in the box.

Click OK to continue.

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Attached to e-mail Upon successful completion of adding an

attachment, you will see it added to your e-mail.

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Receiving Attachments When you receive a message with a paper

clip next to the Sender name, it means there is an attachment.

Remember, you must have the program used to create the attachment on your computer or you may not be able to open it successfully.

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Open the Message Click on the message to open the e-mail. The e-mail will open showing the attachment.

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To see the Attachment Click on the name of the attachment

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WARNING!

Never open an attachment from someone you do not know or trust. Viruses are carried through attachments and can harm your computer when they are opened/downloaded.

Viruses are only spread if you OPEN the file that contains the virus. Just opening the e-mail message DOES NOT spread the virus.

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Exercises

Send an attachment to a classmate. Open the attachment you received from

a classmate.

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The End Any Question? Please fill out the questionnaire For more information, contact the

Library at 260-672-2989 or director@roanoke.lib.in.us or come in and talk to a librarian.

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