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Lesson7:
Business, E-Mail, & Personal Information Management
E-mail is still the preferred standard communication tool for businesses. Benefits:
ability to write lengthy messages Include attachments displayed as a separate link,
such as an icon. The organization scans e-mail attachments to
ensure that they contain no malicious code the scanning takes place at the e-mail server.
Having an email trail of your communication In an e-mail message recipients must possess
a software necessary to open or edit the attached file to view a file attachment is the software necessary
E-mail is not dead
Two types of protocols: outgoing and incoming
Outgoing server: Simple Mail Transfer Protocol (SMTP) is used to send e-mail messages
Incoming server: Mail delivery agent (MDA) e-mail server program that receives sent messages and delivers them to their proper destination.
E-mail Protocols
Reply all=is the following e-mail response option that you
should use to respond to the original sender of an e-mail message and include everyone who was copied
Reply=is the following e-mail response option that you should use to respond only to the original sender of an e-mail message
Forward=is the following e-mail response option that you should use to send an e-mail message to users who did not receive the original The appearance of right-pointing angle brackets (>) in the text of an
e-mail message indicates that the message contains: forwarded text Unread messages are seen as a closed-envelope (or
similar) icons in an Inbox’s Message list represent
Composing E-mails
Emotion=is the term for a combination of characters that
you read sideways that helps convey emotion in an e-mail message. Netiquette
Shouting or anger is when someone uses all capital letters in an e-mail
You should you use an out-of-office messages when you will be out of the office for an extended period of time to explain why you may not respond to e-mail messages within a reasonably short period of time.
Auto responder =is the term for the feature in an e-mail client that automatically sends a specified response to anyone who sends e-mail to your address.
E-mail thread=an e-mail message that includes information from the original e-mail message in a response.
Writing E-mails
By default, e-mail clients typically save a copy of
every message you send in that Standard postal service
When you use an e-mail client to send and receive mail messages stored in your Outbox e-mails are sent, a copy of each sent message is stored in the Sent Items folder, and incoming messages are routed to your Inbox.
Set up a spam filter in your e-mail client to filter out spam messages is a client-side action that can be taken to reduce the amount of spam you receive.
Outbox folder=was designed for users with dial-up accounts who want to work offline and accumulate messages, then connect to the Internet and send all their queued messages at once.
You receive e-mail from an incoming mail server using POP3 or IMAP (they are used to store and access e-mails). POP3 AKA Post Office Protocol version 3 is
known as a “store-and-forward” e-mail service. IMAP AKA Internet Message Access Protocol is
known as “store-and-hold” Local access to e-mail messages are important
for those who use IMAP servers because if a network problem occurs, IMAP server users may not have access to their messages
Which is (username@domain)
E-mail message headers consist of: the To, CC, Bcc, Subject and
Attachment components In order to send email you have to
have an address in the To Field, but you do not have to have a subject
E-mail addresses
E-mail message headers
consist of: the To, CC, Bcc, Subject and Attachment
components In order to send email you have to have an address in the To Field, but you do not have to
have a subject
When you receive an e-mail transmission with an
attachment your browser knows which application or plug-in to open to view or play the attachment by
having the MIME definition for the application or plug-in
that is located inside the HTTP header at the
beginning of the transmission
Advantages:
You can add an attachment Disadvantages: Your user name and
password reside on a third-party server.
Web-Based Messages
The organization scans e-mail attachments to
ensure that they contain no malicious code the scanning takes place at the e-mail server.
Pretty Good Privacy (PGP) and GNU Privacy Guard (GPU) encrypt: the e-mail message and its attachments
Attachments
Spam =term for unsolicited and unwanted e-mail
message. Administrators can use IP addresses of known
spammers to filter out the Blackhole list. CAPTCHA (Completely Automated Public Turing Test
to Tell Computers and Humans Apart)= used to detect automated systems used by spammers for registering e-mail accounts.
Open relay =The term for an SMTP server that allows the third party relay of e-mail messages that spammers use to send spam?
Spam
Multipurpose internet Mail Extensions (MIME)=a
protocol that can be used by application to automatically process files downloaded from the internet.
Secure Multipurpose Internet Mail Extensions (S/MIME) and Pretty Good Privacy (PGP)= supports the encryption and decryption of e-mail messages.
You would use a personal information management (PIM) program to schedule appointments and meetings, store contact information, and manage tasks.
Definitions
GNU Privacy Guard (GPU)=is an open-source
implementation of Pretty Good Privacy (PGP) that does not use patented algorithms
Electronic mail (e-mail)=is considered the de facto standard communication tool for business