internet tutorial 02

New Perspectives on The Internet, Sixth Edition—Comprehensive Tutorial 2

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Evaluating an E-MailProgram and a Web-Based

E-Mail Service

Basic Communication on the Internet: E-Mail

Tutorial 2


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XPObjectives

• Learn about e-mail and how it works.

• Learn about the Thunderbird and Opera e-mail clients.

• Explore Web-based e-mail services.


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XPObjectives

• Configure and use Outlook Express to send, receive, and print e-mail messages.

• Create and maintain an address book in Outlook Express.

• Configure and use Hotmail to send, receive, and print e-mail messages.

• Create and maintain an address book in Hotmail.


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XPWhat is E-Mail andHow Does It Work?

• A form of communication in which electronic messages are created and transferred between two or more computers connected to a network.

• One of the most popular forms of business communication.

• Fast and inexpensive.

• It can be sent and received at anytime.


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• Mail server: a hardware and software system that determines from the recipient’s address one of several electronic routes on which to send the message.

• Protocols: rules that determine how the Internet handles message packets flowing on it.

• SMTP (Simple Mail Transfer Protocol): decides which paths an e-mail message takes on the Internet.

• POP (Post Office Protocol): handles incoming messages.


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• IMAP (Internet Message Access Protocol): protocol for retrieving mail messages from a server.

• MIME (Multipurpose Internet Mail Extensions): a protocol that specifies how to encode non-text data, such as graphics and sound, so it can travel over the Internet.

• Mail client software or e-mail program: software that requests mail delivery from the mail server to your PC.


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• Email Address: uniquely identifies an individual or organization that is connected to the Internet.

• E-mail addresses usually are not case-sensitive.• Two parts of email address:

User name – identifies person within an organization.

Host name – specifies the computer to which the email is to be delivered.

Separated by an “at” sign (@)


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• Most people have more than one e-mail address.

• Primary e-mail address for personal and/or business correspondence.

• Secondary e-mail addressed for online subscriptions, online purchases, and mailing lists.

• Being careful about distribution of primary e-mail address may lessen amount of spam and junk email that you receive.


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XPCommon Features ofan E-Mail Message

• Message Header: contains all the information about the message.

• Message Body: contains the actual message.

• Signature: appears at the bottom of your e-mail messages and contains standard information about yourself that the recipient can use to contact you in a variety of ways.

Common Features of anE-Mail Message


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• Type the recipient’s full e-mail address in the To line of an e-mail header.

• Use the courtesy copy (Cc) and the blind courtesy copy (Bcc) lines to send mail to people who should be aware of the e-mail message, but are not the message’s main recipients.

• No recipient can view the list of Bcc recipients.

• In a group, a single e-mail address can represent several or many individual e-mail addresses.


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• The From line of an e-mail message lists the sender’s name.

• The Subject line should indicate the message’s content and importance.

• An e-mail attachment provides a simple and convenient way of transmitting electronic documents to one or more people.

• Attachments can contain viruses, malicious programs that can harm your computer and its files.


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XPCommon Features of E-Mail Programs

• Although e-mail messages are less formal than business letters, but you should still follow the rules of formal letter writing.

• Signatures can contain Name Title Company name Contact information Graphics Nicknames Quotations


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XPInternet Etiquette (Netiquette)

Netiquette: a set of commonly accepted rules that represent proper behavior on the Internet.

Avoid writing messages in ALL CAPITAL LETTERS BECAUSE IT LOOKS LIKE YOU ARE SHOUTING.

Keep your messages simple, short, and focused. Include a descriptive Subject line and a signature. Avoid sending unsolicited messages, especially those with attachments. Use a spell checker and read your message and correct any spelling or

grammatical errors before sending it. Use common courtesy, politeness, and respect in all of your written

correspondence

Internet Etiquette (Netiquette)

Commonly used e-mail acronyms


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• Sending messages• Receiving and storing messages• Printing a message• Filing a message• Forwarding a message• Replying to a message• Deleting a message


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• A message can be queued, or temporarily held with other messages, and then sent when you either exit the program or check to see if you received any new e-mail.

• When you receive e-mail, it is stored on the mail server until you use your e-mail program to ask the server to retrieve your mail.

• Most e-mail programs let you print a message you are composing or that you have received at any time.

• Some programs let you define and use a filter to move incoming mail into one or several folders automatically based on the content of the message. They are especially useful for moving junk mail.


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• When you forward a message to another recipient, a copy of the original message is sent to the new recipient you specify without the original sender’s knowledge.

• When you reply to a message that you received, the e-mail program creates a new message and automatically addresses it to the original sender.

• In most e-mail programs, deleting a message is a two-step process to prevent you from accidentally deleting important messages.


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XPMaintaining an Address Book

• You use an address book to save e-mail addresses and to associate those addresses with nicknames.

• Nicknames are special names that are easy to remember. You can use a nickname to represent a person or a group.

• You can usually organize contact information about individuals and groups in an address book.

• You can refer to entries in your address book at any point while you are composing, replying to or forwarding a message.


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XPE-Mail Programs

• When you install a browser such as Microsoft Internet Explorer, you also install an e-mail program you can configure to send and receive your e-mail messages.

• You should become familiar with the different e-mail programs available before you decide which one to use.


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XPMozilla Thunderbird

• Complements the Firefox Web browser, but must be downloaded separately from the Mozilla Web site.

• Allows you to import address books and other settings from another e-mail program on your computer.

• Has a spell checker and allows you to encrypt or digitally sign messages.

• A powerful feature of Thunderbird is its adaptive spam and junk mail filters.

• Saved Search folders make it easy to find messages based on criteria that you specify.


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XPMozilla Thunderbird

• Has the ability to subscribe to and receive newsfeeds automatically using Really Simple Syndication (RSS).

• Really Simple Syndication (RSS): an XML file format that makes it possible to share updates such as headlines and other Web site content via a newsfeed.

• Most RSS newsfeeds must be read through a program called an aggregator that lets you receive newsfeed content.

• When you subscribe to a newsfeed, you can choose a frequency on which to download messages.

• Can be used to manage your Usenet newsgroup subscriptions.

Thunderbird Inbox Window


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XPOpera M2Client

• Installed with the Opera Web browser.• Allows you to import information from Outlook

Express, Netscape Mail, Eudora, and earlier versions of Opera.

• Includes a spell checker and a Label button to assign messages to categories.

• Messages are stored in a single database (instead of folders) so that messages are easy to sort, search, and retrieve.

• Has the ability to subscribe to RSS newsfeeds automatically.

Opera Mail Panel


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XPWeb-Based E-Mail Services

• Many Internet Web sites provide free e-mail addresses and accounts for registered users. They may be used with any Web browser with Internet access to send and receive e-mail messages.

• They may be used as your primary e-mail address or to set up a separate, personal address when the use of personal e-mail is restricted at work or school.

• Popular choices for free Web-based e-mail services are: Yahoo! Mail, ExciteMail, and Hotmail.


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• Companies can provide free e-mail because of advertising messages displayed on their websites.

• You will see links to other services offered by Web-based e-mail services on their Web pages.

• E-mail messages sent from Web-based mail accounts might also contain some sort of advertisement, such as a promotional message or a link to the Web-based mail service.

Web-Based E-Mail Services


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XPGmail from Google

• Gmail promises two gigabytes of storage space for every user, causing other online Web-based e-mail services to increase their free storage space.

• Paid for by adding advertisements to e-mail messages based on searches of those messages is causing concerns about the privacy of e-mail messages.

• Because Google performs routine maintenance on its servers, such as backups and archives, your messages might be stored forever in these files, making your private messages part of a permanent archive.

Google Gmail Inbox Window


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XPWeb Logs

• Web logs, or blogs, have been around for awhile, but were catapulted into mainstream media during the 2004 presidential campaigns.

• Howard Dean, Senator John Kerry, and President George W. Bush used blogs to communicate with supporters and respond to stories in the media.

• Blogs are not subject to the same ethical guidelines of professional reporters, so information contained in them should be considered personal opinion, not “hard news.”


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XP“You’ve Got Spam!”

• Spam: unsolicited commercial e-mail (UCE) or bulk mail.

• Includes unwanted solicitations, advertisements, or e-mail chain letters sent to an e-mail address.

• Spam wastes people’s time, bandwidth, and storage space.

• It is estimated that the amount of spam received by the average company increased from approximately 1% in 1995 to 80% in 2005.


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XP“You’ve Got Spam!”

• Many grassroots and corporate organizations are fighting spam aggressively.

• Most companies find it more effective and less costly to eliminate spam before it reaches users.

• An increasing number of approaches have been devised or proposed to combat spam, such as the passing of laws and technical changes in the mail handling systems of the Internet.


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XPReducing Spam

• Reduce the likelihood that a spammer can automatically generate your e-mail address

• Control the exposure of your e-mail address so software robots searching the Internet for e-mail addresses cannot easily obtain them. (They search for strings containing “@”.)

• Use multiple e-mail addresses such as one for your Web site, another to register for access to Web sites, another for shopping accounts, etc.


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XPCAN-SPAM Law

• Many U.S. jurisdictions have passed laws that provide penalties for sending spam.

• The CAN-SPAM Law is the first U.S. federal government effort to legislate controls on spam.

• Regulates all e-mail messages sent for the primary purpose of advertising or promoting a commercial product or service.


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XPCAN-SPAM Law

• According to the CAN-SPAM law, unsolicited e-mail messages must: identify the sender contain an accurate message subject and a notice that

the message is an advertisement or solicitation make it possible for the recipient to “opt out” of future

mailings within 10 days of receipt of the request include the sender’s physical postal address prohibit the sender from selling or transferring an e-

mail address with an opt out request to any other entity


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XPCAN-SPAM Law

• Each violation is subject to a fine of up to $11,000.• Additional fines are assessed for those who violate one of

these provisions and also harvest e-mail addresses from Web sites, send messages to randomly generated addresses, use automated tools to register for e-mail accounts that are subsequently used to send spam, and relay e-mail messages through a computer or network without the permission of the computer's or network’s owner.

• Enforcement is a problem because spammers can move their operations from one server to another in minutes.

Microsoft Outlook ExpressInbox Window


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Outlook Express is the e-mail program installed with Internet Explorer.


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XPMicrosoft Outlook Express

• Folders list: displays a list of folders for receiving, saving, and deleting mail messages.

• Inbox folder: stores messages you have received.

• Outbox folder: stores outgoing messages that have not been sent.

• Sent Items folder: stores copies of messages you have sent.


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XPMicrosoft Outlook Express

• Deleted Items folder: stores messages you have deleted.

• Drafts folder: stores messages that you have written but have not sent.

• Contacts list: contains information about the addresses stored in your address book.

• Message list: contains summary information for each message that you receive.


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XPConfiguring E-Mail

• You must configure Outlook Express so it will retrieve your mail from your ISP (see instructions on pp. 102-103).


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XPSending a Message UsingOutlook Express

• Click the Create Mail button on the toolbar.• Type the recipient’s e-mail address in the To box.• Type the e-mail address of any Cc or Bcc

recipients in the appropriate boxes.• Click the Attach button to attach a file.• In the message body, type your message.• Check your message for spelling and grammatical

errors, and then click the Send button.

Sending a Message UsingOutlook Express


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XPReceiving and Readinga Message (Outlook Express)

• If necessary, connect to your ISP.• Click the Send/Recv button on the toolbar.• Message headers of messages you haven’t

opened yet are in bold and with a closed envelope icon next to them in the message list.

• Click a message in the message list to view it in the preview pane.

• Messages that you have opened are displayed with an open envelope next to them.


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XPViewing and Saving anAttached File (Outlook Express)

• Click the message that contains the attached file in the message list to display its contents in the preview pane.

• To view the file, click the paperclip icon in the preview pane to open the shortcut menu, and then click the attached file’s name. Close the program window that opens after viewing the file.

• To save the file, click the paperclip icon in the preview pane to open the shortcut menu, and then click Save Attachments.

• Click the file to save or click the Select All button to save all attached files, click the Browse button, and then change to the drive and folder in which to save the attached file(s).

• Click the Save button.


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XPReplying to Messages (Outlook Express)

• To reply to a message: Click the message in the message list to which you want to reply Click the Reply button to reply to the sender; click the Reply All

button to reply to the sender and Cc recipients of the original message

“Re:” is added to the Subject in the new message window The original message is copied and placed in the message body Type your reply above the original message in the message body Click the Send button.


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XPForwarding Messages (Outlook Express)

• To forward a message (send a copy of the original message to recipients who were not included in the original message): Click the message in the message list that you want to forward Click the Forward button “Fw:” is added to the Subject in the new message window The original message is quoted (copied) in the message body Type your message above the quoted message in the

message body Click the Send button


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XPFiling and Printing an E-Mail Message (Outlook Express)

• You can use Outlook Express mail folders to file your e-mail messages by topic or category.

• When you file a message, you usually move it from the Inbox to another folder. You can also make a copy of a message in the Inbox and save it in another folder.

• You can print a message at any time—when you receive it, before you send it, or after you file it.


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XPDeleting an E-Mail Message and Folder (Outlook Express)

• When you no longer need a message, it is a good idea to delete it.

• Select the message and then click the Delete button.• Select multiple messages by pressing and holding the

Ctrl key, clicking each message in the message list, and then releasing the Ctrl key.

• Select folders and delete them using the same process.• When you delete a message or folder, you are really

moving it to the Deleted items folder. • To remove items permanently, delete them from the

Deleted items folder.


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XPMaintaining an Address Book (Outlook Express)

• To add a contact to the Address Book: Click the Addresses button on the toolbar Click the New button, and then click New Contact Enter the contact information Click the OK button Click the Close button

• If you enter a short name in the Nickname text box in the contact’s Properties dialog box, then you can type the nickname instead of a person’s full name when you address a new message.


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XPAdding a Group of Contacts to the Address Book (Outlook Express)

• You can use Outlook Express to create a group, which is a single address book entry consisting of two or more e-mail addresses.


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XPHotmail

• Hotmail is a Web-based e-mail service powered by MSN.com that you use to send and receive e-mail.

• To use Hotmail, you must use a Web browser to connect to the Hotmail Web site.

• No matter where you are in the world, if you can connect to the Internet, you can access your Hotmail account.

• Portability makes Web-based e-mail a valuable resource for people who travel or do not have a computer or other device on which to use e-mail.


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XPCreating a Hotmail Account

• You must set up a Hotmail account before you can use Hotmail (see instructions on pp. 120 – 125).

MSN Hotmail – Inbox Page


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XPCreating a Hotmail User Account

• The Hotmail homepage displays the Today, Mail, Calendar, and Contacts tabs.

• The Today tab opens when you log on to your Hotmail account and includes information about the day’s current events, your mailbox, and appointments.

• The Mail tab displays a list of messages that you have received and provides options for working with email messages.


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XPCreating a Hotmail User Account

• The Calendar tab contains options for organizing your scheduled appointments and daily calendar.

• The Contacts tab contains options for managing your address book.

• You can click the Options and Help links to open pages containing program options and help for Hotmail users.


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XPSending a Message Using Hotmail

• Open the Hotmail home page, log on to your account, click the Mail tab, click the New button list arrow, and then click Mail Message.

• In the To text box, type the recipient’s e-mail address.

• Type the e-mail address of any Cc or Bcc recipients in the appropriate text boxes.

• Click the Attach button, and then click File to attach a file.

• Type your message in the message body.

• Check your message for spelling and grammatical errors, and then click the Send button.

Sending a Message Using Hotmail


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XPReceiving and Reading a Message (Hotmail)

• Log on to your Hotmail account• Click the Mail tab.• Message headers of messages you haven’t

opened yet are in bold and with a closed envelope icon next to them in the message list.

• Click the sender’s name to open a message in a message window.

• Messages that you have opened are displayed with open envelope icons on the Mail tab.


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XPViewing and Saving anAttached File (Hotmail)

• Click the sender’s name for the message that contains the attachment to open the message.

• To view the file, click the attached file’s name in the Attachment section to scan the file for viruses, click the Download File button, and then click the Open button in the File Download dialog box. Close the program window that opens after viewing the file.

• To save the file, follow the steps above, except click the Save button instead of the Open button. Use the Save in list arrow to change to the drive and folder in which to save the attached file, click the Save button, and then click the Close button.

• Click the Cancel button.• When you detach a file from an e-mail message and save it on

a disk or drive, it is just like any other file that you save.


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XPReplying to Messages (Hotmail)

• To reply to a message: Open the message to which you want to reply Click the Reply button to reply to the sender; click the Reply All

button to reply to the sender and Cc recipients of the original message.

“RE:” is added to the Subject in the new message window The original message is copied and placed in the message body

with the > symbol to the left of each line of the original message Type your reply above the original message in the message body Click the Send button


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XPForwarding Messages (Hotmail)

• To forward a message (send a copy of the original message to recipients who were not included in the original message): Open the message that you want to forward Click the Forward button “FW:” is added to the Subject in the new message window The original message is quoted (copied) in the message body

with the > symbol to the left of each line of the original message Type your message above the quoted message in the message

body Click the Send button


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XPFiling and Printing an E-Mail Message (Hotmail)

• You can use the Hotmail folders to file your e-mail messages by category.

• When you file a message, you move it to another folder.

• You can print a message at any time—when you receive it, before you send it, or after you file it.


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XPDeleting an E-Mail Message and Folder (Hotmail)

• When you no longer need a message, you can delete it by opening the message and clicking the Delete button.

• You can delete a folder by selecting its check box on the Manage Folders page and then clicking the Delete button.

• When you delete a message or folder, you are simply moving it to the Trash Can folder.

• To remove items permanently, you must also delete them from the Trash Can folder.


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XPMaintaining an Address Book (Hotmail)

• To add a contact to the Address book: Click the Contacts tab to open the List View –

ALL page. Click the New button list arrow, and then click

Contact to open the New Contact page. Enter the person’s quickname (nickname), first

and last name, and e-mail address and any other additional contact information.

Click the Save button.• Quicknames are mandatory in Hotmail.


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XPAdding a Group to the Address Book (Hotmail)

• You can use Hotmail to create a group, which is an address book entry consisting of two or more e-mail addresses.


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XPSummary

• You learned how to send and receive e-mail messages.

• You learned how to print, file, save, delete, respond to, and forward e-mail messages.

• You created an address book into which you stored the name, e-mail address, and other important details about a person or a group of people.

• You can use your e-mail program’s Help system to explore the many other features that it includes to expand your skills.

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