Everything You Wanted To Know About EmailBut Were Afraid To AskSam Gladstein

Email Trivia for $100.00• First Email sent in?

– 1972 by Ray Tomlinson• Total worldwide email traffic per day is?

– About 171 billion messages• How much of that is spam?

– 70% of all email sent are spam – need a new home loan or free laptop?

• How many people use email?– 1.1 billion email users worldwide

According to the Radicati Group

Email 101• Do you know:

– How to clean up your email Inbox?– How to organize your email into

folders?– The difference between Reply, Reply

All and Forward?– The difference between CC and BCC– How to prevent email viruses?– How to add an attachment to an email– Email etiquette or netiquette

Web-based vs. Local Email• Local

– No connection needed to compose– Easy to save – archive emails– Integrates well with MS Office

• Web-based– Accessible from any web browser– Integrates with RSS and other web-

based technologies

Web-based vs. Local Email• Local

– MS Outlook– MS Outlook Express

• Web-based– Yahoo mail– Google Mail– Hotmail / MSN Live Mail

Yahoo Mail

Google Mail

MSN Live Mail

Outlook 03 Overview

How To Clean Up Your Email Inbox• Inbox too full – too many old email

messages• Don’t want to keep an email

– Delete it (delete key or on the button bar)

– You must also empty your “ Deleted Items” folder >> right click on the folder and select “Empty Deleted Items”

• Sent email will also fill up your Inbox and need to be cleaned– If deleted make sure to “Empty Deleted

Items”

Organize Your Email Into Folders• Right click on Personal Folders and

select New Folder to create a folder to organize your email– You can have as many folders as you

want / need– Click and drag email you want to keep

and organize into the respective folders

– Email stored in Personal Folders are only kept on your workstation

– Are not counted as part of your Inbox limit

Reply, Reply All and Forward• Reply

– Your response only goes to the person who sent the email to you

• Reply All– Your response goes to ALL the people who

received the email – great for discussions with a group – bad for responding to a personal email

• Forward– Forwards the email you received to someone

else –attachments and all

CC and BCC• CC

– Carbon Copy – If sending email to a list of people use this to avoid a long list in the “To Box”

• BBC– Blind Carbon Copy – Email address /

names will be hidden from the person (people) you send the email to via the “To Box”

– Use this to protect your student’s or parent’s privacy if sending out bulk email

Preventing Email Viruses• Be careful opening email with

attachments

– Know who sent you the attachment– Know what the attachment is– When in doubt – delete the email

•DO NOT OPEN THE EMAIL or ATTACHMENT– Keep your antivirus software up-to-

date

Email Attachments• To add an attachment to an email

– Compose your email (new Email)– Select the paperclip icon or select

Insert from the File menu and then File– Browse to locate the file you want to

insert (it must be saved on your computer or a drive you can access)

– Select Insert– Let the person you are sending the

email to know that you have attached a file- e.g. Attached PowerPoint slideshow for you to review

Email Etiquette• Keep your email short – 100 word or less

– More to say – add the information as an attachment

• Make the subject line count– Don’t use urgent – unless it truly is – phone

call might be better• Spelling counts – use spell checker

– DON’T USE ALL CAPS – its like shouting• Don’t forward warning about viruses,

plagues, etc– let I.T. handle these issues

• If sending pictures resize first– Picassa is a great (free) tool

• Email is NOT private – Think of it like a postcard

Questions?I still need to know … about email

– Write your questions on the index card supplied and drop in the envelope

– You do not need to include your name– You may only use one side of the index

card ,so keep it brief!