29
Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Embed Size (px)

Citation preview

Page 1: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email (or E-mail ?)

Short for Electronic MailThe transmission of messages

over networks

Page 2: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email Account

Email is an Internet service, so you get your email account from your ISP Your email address is made up of: Your account username The @ symbol The ISP domain name

Page 3: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email Server

Your email account is known by your ISP’s email serverThe email server collects messages for its domain and stores them in mailboxes until the user connects and collects them

Page 4: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Types of Email Connections

The 3 most common Protocols used to make email connections are: POP IMAP WebMail

Page 5: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email connections - POPPOP (Post Office Protocol) email is down-loaded, or ‘popped’, from a mail server to a client computer. Once delivered, the message is typically deleted from the POP server unless setup otherwise Used with client email software like Microsoft Outlook, Netscape Messenger or Eudora The client email software enables you to read, process, and store emails locally on your computer

Page 6: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email connections - IMAPIMAP (Internet Message Access Protocol) has all the features of POP plus some additional ones

Allows your client to connect to your mail server and receive only the email message headers (date, from, subject)

A copy of the message is not downloaded to the client until you click on the message header

Even after the client gets a copy, the message remains on the server until you delete it from the server

Page 7: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email connectionsIMAP (cont.)

Since the mail is stored on the server you can have multiple client connections (home, office, school, etc.) to access the same email server account and the same messages in the inbox

Mail folders can be stored on either the client computer or the server. Mail folders on the server can also be accessed by multiple clients

Used with client email software like Microsoft Outlook, Netscape Messenger or Eudora

Page 8: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email connections - WebWeb-based email (Web Mail) is not a protocol It uses POP to send mail to an email mailbox that

your web browser can accessYour browser is your email client There is no configuration needed. Enter the URL

of your email site Entering your username and password initiate

the downloading of email from the server to the client

Your client space resides on their web server which allows access from anywhere in the world that you have an Internet connection

Page 9: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

POP, IMAP & WEB Comparison Table

 

WEB POP IMAP

No software configuration

Less complex protocol than IMAP

Remote feature manipulation

Functional, feature rich and mobile

Less complex to implement than IMAP

Multiple folder support

Branding Abilities

More client software currently available

Online performance optimization

Any computer w/ Internet connection and browser

Static usability - single computer

More mobile - synchronizes multiple computers

 

Page 10: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email Client/Server Models

Two models of using client/server electronic mail map directly into POP or IMAP The offline model The online model

Page 11: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email Client/Server Models

The offline model is used by the POP3 protocol In this model, a client application periodically

connects to a server, downloads all pending messages to the client machine and then deletes these messages from the server

The connection is only periodic, even though the computer may maintain connection to the Internet throughout

You process all of your mail locally on your client computer

Page 12: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Email Client/Server Models

The online model is most commonly associated with the IMAP mail protocol In this model, a client application manipulates

mailbox data on a server, maintaining a connection throughout the session

The client stores no mailbox data and only retrieves data from the server as needed

IMAP does allow you to download messages to process locally like POP

Page 13: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

SMTP

POP & IMAP are only for incoming mail communication between the client and the serverThe protocol that email servers use to communicate with each other to deliver messages (outgoing) is SMTP - Simple Mail Transfer Protocol

Page 14: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Configuring Your Email Client

Configuring an email client means telling it the essential information it needs to know, such as: The IP address of your mail server The name of your email account The type of connection to make (POP, IMAP)

Page 15: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Along with reading email, 3 common email tasks are: Composing and sending a new message Forwarding messages you’ve received to

someone else you know Replying to messages received

Page 16: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Most email systems have a form used for composing messagesIt includes a simple text editor You identify the recipient by specifying the recipient's email address in the “To” field of the form You then send the message by activating the send button on the form

Page 17: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Email clients have a shortcut which allows you to forward a message to another user.You enter the email address of the recipient and a copy of the message, along with your email header will be sent

Page 18: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Email messages shouldn’t stay in your inbox forever. If you don’t want to delete them, you can file (store) them You can create electronic folders for mail You can file mail in any folder on your

computer You can browse or search folders for old

messages

Page 19: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Adding a Name to Your Address Book Addressing Email to Someone Listed

in an Address Book Addressing Email to Groups of People

Address BooksTo avoid having to look up a person’s email address every time, you can record it in an address book

Page 20: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Searching Email Messages When you have a lot of accumulated

mail, you will eventually lose track of where everything is. Happily, you can search your mail messages to find things

“Old” email takes up disk space - yours or the server’s

Page 21: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Mail Attachments A mail attachment is a file that you attach to an email message When you send the message, the attached file gets sent along with it File attachments can be any kind of file that you use on your computer

Page 22: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Reading an Email Attachment:If the recipient of the file doesn’t have the software needed to open the attachment he/she will be unable to read itEach file appears as an icon toward the bottom of the message. To open the file, simply double-click its icon

Page 23: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

A signature file is a specific attachment that appends itself to every message you sendYou set it up in your email client and it remembers to attach it to your messagesIt can say anything, but should identify you Name, Title Contact information

Page 24: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Just delete it Spam continues because it's proven to

reach a mass audience. If it didn't work, spammers wouldn't waste their time

Send a reply indicating your disdain for the unwanted mail (to a known source)

Dealing with Unwanted Email There are two ways to deal with unwanted

email:

Page 25: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using EmailDealing with Unwanted Email

Prevention is the best medicine - avoid giving your email address to unknown recipients

Spammers use software programs that “troll” the Internet looking for email addresses

Organizations sell their list of email addresses to other groups

It can be wise to have more than one email address, one specifically for unfamiliar sources

Page 26: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

How to Avoid Catching Viruses from Email Attachments

Most viruses spread through attachments when you open them

Use caution whenever you click on an attachment, especially if it’s an executable filetype (extension = .exe, .bat, .vbs)

Some viruses are automatically executed when you download them

The virus must be a script that your machine recognizes and you must have your machine set up to allow this to happen

Microsoft OS comes set up this way

Page 27: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Using Mail Filters You can block mail from unwanted sources by using mail filtersA mail filter blocks mail that comes from email addresses that you forbid You can also block mail by filtering key words in the subject line

Page 28: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

Spell Checking It’s important to spell check each email you composeThere are built in spell checkers with most email client softwareRemember that spell check does not find all mistakes, so make sure you reread before you send

Page 29: Email (or E-mail ?) Short for Electronic Mail The transmission of messages over networks

Using Email

HTML enables you to include in a message bolding, italics, underlining, colors, fonts, and special symbols that do not get transmitted in plain text messages Some email clients may not be able to read HTML so make sure you know if the recipient can read it before you use this

Sending Mail in HTML format