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Email

Electronic mail, or email, allows for the transmission of text-based messages over networks like the Internet. It provides advantages like speed, low cost, and ability to attach files. However, it also poses security risks like hacking and viruses. To use email, you need an email account from a provider with a username and password. Accounts can be free through websites or paid through an ISP. Email software like Outlook Express is used to access accounts, compose messages, and attach files. Basic functions include replying, replying to all, and forwarding messages.

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36 views27 pages

Email

Electronic mail, or email, allows for the transmission of text-based messages over networks like the Internet. It provides advantages like speed, low cost, and ability to attach files. However, it also poses security risks like hacking and viruses. To use email, you need an email account from a provider with a username and password. Accounts can be free through websites or paid through an ISP. Email software like Outlook Express is used to access accounts, compose messages, and attach files. Basic functions include replying, replying to all, and forwarding messages.

Uploaded by

migabec167
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Technology

ICT
Option: Email
Email
Electronic mail is the transmission of mainly text based
messages across networks
This can be within a particular network - internal mail - or
between networks - external mail
The most common network used for email is the Internet

The main advantages of email are:

• Speed - from your computer to anywhere in the world


in minutes
• Cost - it is much cheaper than conventional mail
• Instant reply - reply instantly to an incoming mail
• Multiple send - sent to many recipients simultaneously
• Attachments - files such as photographs, documents
or drawings can be sent with the email message
• Storage - email can be easily stored and searched at a
later date
Email
It does also have some disadvantages:

• Security - it can be intercepted or hacked into


• Spam - junk mail is easier to send - more difficult to trace
• Viruses - email attachments can carry viruses and
spyware

Operation

In order to send or receive email, you must have an email account


with an email address from a service provider
The email account will also have a username and a password.
A typical email address looks like:
Email
The username and server provider parts are separated by the @
symbol. Typical providers include:

Usernames and Passwords

Usernames and passwords use alphanumeric characters.


Some service providers place restrictions on passwords such as
minimum and maximum length and ensuring a combination of
letters and numbers are used etc. Example:

• Username - johnireland
• Password - school07
Email
Email accounts

There are two main types of email account - Paid and Free:

• A paid account will have Internet access and a mailbox for


email. A ISP - Internet service Provider - will be paid
monthly for the service - Eircom
• A free account will only have a mailbox. To use the
mailbox, you log onto the providers website where you can
send, receive and manage email - Hotmail and Gmail

Email can be accessed in a number of ways:

• Using email software - the email messages are


downloaded from the service providers server onto your
computer. Outlook Express and Mozilla Thunderbird
are examples
Email
• Webmail - an Internet Browser such as Internet Explorer
or Mozilla Firefox is used to access the service providers
website and the email is managed on the website

Setting up an account in outlook Express

Some information is required before an account can be set up in an


email application:

• Email address - [email protected]


• Username - John Ireland
• Password - school 07 (Case sensitive)
• Incoming server address (POP3)
• Outgoing server address (SMTP)

The account can now be set up


Email
• Open Outlook Express
• From the tools menu, choose Accounts

• Click the Mail tab


• Click the Add button and choose Mail
Email
• Enter the Username in the Display name field and
click Next

• Enter the email address in the space provided and


click Next
Email
• Enter the Incoming and Outgoing mail servers as
shown below. These are unique to Eircom. Each
service provider will have their own server addresses
• Click Next

• Enter the Password in the space provided and click Next

• Click Finish in the next box to complete the process


Email
To access the email:

• Click the Send/Recv button in the email application


and select the required account to download the email

The settings necessary for setting up other providers accounts


in email applications can be found at the link below:

http://www.emailaddressmanager.com/tips/mail-settings.html
Email
Email Applications

Outlook Express is the most common email application in use


as it is bundled with Microsoft Windows

Other email applications include:

• Thunderbird - www.mozilla.com
• Pegasus - www.pmail.com
• Eudora - www.eudora.com
• Incredimail - www.incredimail.com
Email
Using Outlook Express

When Outlook Express starts, you are presented with the


welcome screen. Click on Inbox as shown below
Email
• The interface is now less cluttered and easier to
manage

• So set email options, click on the Tools menu and


choose Options
Email
• Click the General tab and set the application to start
with the Inbox displayed

• Set the required options in the Send tab


Email
• The Receipts tab can be used to request a receipt for
sent mails. This ensures that the email was opened
by the recipient

• The spell check can be set in the Spelling tab

• The application is now set up and ready for use


Email
Composing and Sending an Email

• Click File and New Message

• Enter the email address in the To: box and a quick


note in the Subject area. Don’t send an email without
an entry in the subject area as most recipients will
automatically delete it for security reasons

• Write your message in the area provided and click


Send
Email
Address Book

The address book is used to store email addresses and is very


useful when sending email. To open the address book:

• Click the Tools menu and choose Address Book

To add a new contact:

• Click the New button and choose Contact


Email
• Fill in the details and click OK

To create a group:

• Click the New button and choose Group


Email
• Add the group name and click Select Members

• Select the members and click OK. The group is


formed
Email
Using the Address Book

The address book is useful when sending an email to


multiple addresses etc

• Open Outlook Express and click Create Mail


• Click the To: button to open the address book

• Select the required email addresses and add them


to the Message Recipients area and click OK

• Fill in the Subject - complete the email as before


Email
CC and BCC

Carbon Copy and Blind Carbon Copy are also used with
multiple email addresses

• CC - the email addresses in this area will receive


the message as well as the addresses in the To:
box
Email
• BCC: - recipients entered in the BCC area
will not be aware of the other people receiving the
email message
Email
Attachments

Files can be attached to email messages. It is possible to


attach several files to an email. To attach a file:

• In the New Message window, click Attach and browse


to the required file or files, select and click the Attach
button

• Click the Send button


Email
Replying to Email

Below can be seen an email sent to a group. An attachment


is included in the email. At the top of the email window, there
are three buttons:

• Reply
• Reply All
• Forward
Email
Reply is used to reply to the sender only

• Click the Reply button. The address the subject fields


ate already completed. Type any message and click
the Send button
Email
Reply All is used to reply to the entire group

• Click the Reply All button. The address the subject


fields ate already completed. Type any message and
click the Send button
Email
Forward is used to send the email to a new recipient.

• Click the Forward button. The address the subject


fields ate already completed. Type any message and
click the Send button

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