Advanced Email

Last Updated: May 2008

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Class Outline

• Part 1 - Review– Review of email basics– Review of files and folders

• Part 2 - Attachments– Sending attachments– Receiving & viewing attachments

• Part 3 – More Email Tools– Creating folders to store messages– Saving a contact to the address book

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Part 1: Review

• An electronic message sent from one computer to another.

• Email saves money and time compared to regular mail.

• An email message takes seconds to reach destination.

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Part 1: Review

An email address consists of 3 parts:

Unique User Namechosen by the email

account owner

Domain Namecompany/organization

providing the email service

jackandjill@gmail.com

“At” sign

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Part 1: Review

Email Terminology Review:

• Compose: write an email to others.

• Reply: reply to an email that you received.

• Forward: pass on an email that you received to others.

• Draft: save an unfinished email message to be completed later.

• Attachment: You can send files (like pictures, music, software and documents) as attachments with your email

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Part 1: Review

Review of Storage Devices, Folders and Files:

“MyComputer” Window

Double Click

Removable Storage Devices

Double Click

Double Click

Folder

Files

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Part 2: Attachments

• Attachments can be files containing pictures, documents, media clips, etc.

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Part 2: Attachments

Steps for Sending an Attachment:

1.Compose your email message.

2.Select and attach files.

3.Send your message.

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Part 2: Attachments

Step 1: Compose your email message

1. Open Internet Explorer.

2. In the Address bar, type: www.gmail.com

3. Login with the username and password provided by your instructor

4. Click on “New” to begin composing a new message

5. Type your class partner’s email address into the “To” field, add a Subject and brief message

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Part 2: Attachments

Step 2: Select and Attach Files

1. Click on the “Attach a file” link

2. Find the files you want to send by navigating to the appropriate disk and folder

3. Select the appropriate file by clicking on it, then click on “Open”

4. Wait for Gmail to finish uploading your file. (The filename will appear just beneath the subject box)

5. Repeat steps 1-4 if you have more than one attachment to send

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Part 2: Attachments

Step 2: Select and Attach FilesClick on the “Attach” button1

2Find the file to attach by navigating to the appropriate disk and folder

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Part 2: Attachments

Step 2: Select and Attach Files

Click on a file to select it, then click on “Open”

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4Wait for Gmail to upload your file

Repeat steps 1-4 if you have more files to attach

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Part 2: Attachments

Step 3: Send Your MessageOnce you are satisfied with you message and all attachments are listed, click on “Send”

List of attachments

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Part 2: Attachments

Steps for Viewing and Saving Attachments

1. Open the message that was sent to you

2. Click on an attachment’s file name.

3. In the box that pops up you can choose to: 1. “View” the attachment if you just want to take a quick look,

2. “Download” it on to your computer (you will be prompted to specify the location you would like to save it to)

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Part 2: Attachments

Step 1: Open the Message

1. Click on “Check Mail” (or “Inbox”)

2. Double Click on the Message

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Part 2: Attachments

Step 2: Either click on ‘View’ or ‘Download’ below the Attachment’s Filename

Attachment Filenames

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Part 2: Attachments

Step 3: If you’re downloading the

image, decide whether you will open it automatically or save it to your hard drive.

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Part 2: Attachments

Select “Desktop” from Drop-Down Menu

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Part 2: Attachments

Go to desktop and open attachments

• Minimize the browser window (by clicking on the minimize icon in the top-right section of the window)

• Find your saved attachments on the desktop• Double click on each one to view it

(Note – Because you have downloaded these attachments to your computer they will still be available to you even after you sign out of your email account.)

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Part 2: Attachments

Downloading or opening all attachments at one time

Step 1- Click ‘Download all attachments’

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Part 3: More Email Tools

Email Labels

• An ‘email label’ is used to categorize emails in your in box.• The labels you create appear in a list below the main menu.

To create ‘email’ labels:

• Click on “New label” under the drop down menu titled “More Actions”.

• Type a name for your new label in the text box for this purpose.• Click the checkbox beside an email and label it by choosing a label

from the ‘More Actions’ menu.

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Part 3: More Email Tools

Steps for Adding a Contact

Double click“Contacts” in the

Main Menu

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Click on ‘Create Contact’ link in the Contacts page of

your account

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Part 3: More Email Tools

Steps for adding a contact (continued)

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Fill in contact form

‘Save’ or ‘Cancel’ your

contact request form

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Conclusion

Always Remember to Sign Out!

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Conclusion

• Handouts• Upcoming training programs• Library resources• Program evaluation forms

Any questions?