Upload
damian-stewart
View
214
Download
2
Tags:
Embed Size (px)
Citation preview
Unit 2—Using the Computer
Lesson 14 E-Mail and Electronic Communication
Computer Concepts BASICS - 2
Objectives
Understand and use e-mail features in Outlook.
Send and receive e-mail.Organize and manage e-mail you receive.Write effective and professional e-mail
messages.
Computer Concepts BASICS - 3
Objectives (cont.)
Manage an address book.Explain other types of electronic
communication.
Computer Concepts BASICS - 4
Electronic Mail
Transmission of files and data using
a network Message broken down into packets Messages can travel thousands of miles in
less than a minute.
Computer Concepts BASICS - 5
Electronic Mail (cont.)
E-mail access Internet service providers
Wireless Cell phones/handheld computers
Computer Concepts BASICS - 6
Microsoft Outlook
Provides the following tasks: Mail Calendar Contacts
The default task is Mail.
Computer Concepts BASICS - 7
Microsoft Outlook Screen
Computer Concepts BASICS - 8
Setting up an E-Mail Account
Free e-mail accountshttp://mail.yahoo.com/http://hotmail.com
Use Outlook’s Inbox to receive mail.
Computer Concepts BASICS - 9
E-Mail Addresses
E-mail addresses consist of three parts User name of the individual “@” symbol User’s domain name
Computer Concepts BASICS - 10
Starting Outlook
Checking for and reading mail Outlook sends a request to the mail server to
check for new mail. The number of new messages display in
parentheses in the Mail pane. Click the message header to display the
message.
Computer Concepts BASICS - 11
Creating and Sending a Message
Click New to display the Untitled Message dialog box.
Enter e-mail or e-mail addresses.Type a subject in the Subject text box.Type your message.Click the Send button.
Computer Concepts BASICS - 12
Message Dialog Box
Computer Concepts BASICS - 13
Receiving, Opening, and Saving a Message
Click the Send/Receive button. Message is received in the Inbox
Click the message header to read the message.
Click File on the menu bar and then select the Save As command to save as a text file, HTML document, or template.
Computer Concepts BASICS - 14
Replying to and Formatting a Message
Select the message.Click the Reply or Reply to All button.Format the message.
Change font type, font size, and text color Add bold, italics, and underline Center
Computer Concepts BASICS - 15
Attach a File to an E-Mail Message
Attachments Documents, figures, and other files
Click File on the menu bar. Click Insert. Locate the file on your computer. Click the Insert button.
Computer Concepts BASICS - 16
E-Mail Troubleshooting
Return message indicates mail cannot be sent Attachment size may be limited E-mail address incorrect Mail server down Other technical problems
Computer Concepts BASICS - 17
Organizing and Managing E-Mail
Managing the Inbox Forwarding a message Saving a message Deleting a message
Message icons Provide clues about the message
A sealed envelope indicates the message has not been opened.
A paperclip indicates an attachment.
Computer Concepts BASICS - 18
Special E-Mail Features
Most e-mail programs contain a variety of features. Automatic “out of office” response Forwarding Block Senders List Save Senders List
Computer Concepts BASICS - 19
Adding Signature and Stationery
You can change backgrounds through the Options dialog box.
You can create a signature that automatically is added to the end of your messages.
Computer Concepts BASICS - 20
Options Dialog Box
Messageformat
StationeryPicker
Computer Concepts BASICS - 21
Flagging
Flag Status column Located to the right of the message heading Six different colors
Use flags for reminder notices or other indicators.
Computer Concepts BASICS - 22
Sorting
Sort messages by any of the following methods: Flag color Date Type Subject
Computer Concepts BASICS - 23
Encoding or Encrypting E-Mail
Scrambling the messageRequires certificates for digital signing and
encryption
Computer Concepts BASICS - 24
Address Book
The address book is available through Outlook’s Contact feature.
Outlook creates an Address card for each contact.
Cards are arranged in alphabetical order.To add a new contact, click the New button.To delete a contact, right click the name
and select Delete from the shortcut menu.
Computer Concepts BASICS - 25
Contact Information
Computer Concepts BASICS - 26
Professional Communication
Proofread your message.Limit your use of emoticons.Keep your message short and to the point.Limit each message to a single subject.Double-check the address.E-mail sent through company networks is
not private.Use an appropriate mail format.
Computer Concepts BASICS - 27
Other Features
Calendar Used to track appointments
Tasks Used to organize task information
Computer Concepts BASICS - 28
Other Forms of Electronic Communications
Instant messaging Send messages in real time Set up through the Options dialog box
Computer Concepts BASICS - 29
Summary
Microsoft Outlook includes features to manage appointments, tasks, and e-mail.
The Outlook bar displays shortcuts that give you quick access to each of the Outlook folders.
Electronic mail is similar to regular mail because it requires an address, a message, and a carrier to get it from the sender to the receiver.
Computer Concepts BASICS - 30
Summary (cont.)
E-mail messages are broken into smaller portions of electronic data called packets, which are sent independently and then reorganized into the original message.
Wireless communications makes it possible to send and receive e-mail using a handheld computer or cell phone with e-mail capabilities.
Computer Concepts BASICS - 31
Summary (cont.)
You can access e-mail on a computer using a program like Microsoft Outlook, or you can send and receive e-mail messages using a Web site with a built-in e-mail program, such as America Online or Hotmail.
E-mail addresses consist of three parts: the user name, the “@” symbol, and the domain name.
Computer Concepts BASICS - 32
Summary (cont.)
An e-mail message header includes the address of the recipient, the subject of the message, and information about to whom the message is sent as a copy.
You can use the Inbox folder in Outlook to send and receive e-mail messages.
An attachment is a file that is sent with an e-mail message and can be opened by the recipient.
Computer Concepts BASICS - 33
Summary (cont.)
You can reply to an e-mail message, forward a message to a new recipient, delete a message, or save a message.
Spam, or junk e-mail, consists of unsolicited messages that take up space in your Inbox unnecessarily.
Computer Concepts BASICS - 34
Summary (cont.)
E-mail messages are organized in folders of incoming messages, sent messages, deleted messages, and junk e-mail.
You also can create additional folders to organize your own e-mail.
Computer Concepts BASICS - 35
Summary (cont.)
Special e-mail features let you add an automatic signature to messages, block messages from certain addresses, create personalized stationery for your messages, and set up an automatic response or forward your messages to another address.
Professional electronic communication requires courtesy and brevity.
Computer Concepts BASICS - 36
Summary (cont.)
Always check that the spelling and grammar is correct and that the message is being sent to the intended recipient(s).
The Contacts folder is designed to store information about business and personal contacts with whom you often communicate.
Computer Concepts BASICS - 37
Summary (cont.)
You can create address cards that hold information such as name, address, phone number, e-mail address, and so on.
Address cards are listed in alphabetical order in the Contacts folder.
Other forms of electronic communication are available, such as instant messaging, which allow you to send messages in real time.