Unit 2—Using the Computer Lesson 14 E-Mail and Electronic Communication

Unit 2—Using the Computer

Lesson 14 E-Mail and Electronic Communication

Computer Concepts BASICS - 2

Objectives

Understand and use e-mail features in Outlook.

Send and receive e-mail.Organize and manage e-mail you receive.Write effective and professional e-mail

messages.


Objectives (cont.)

Manage an address book.Explain other types of electronic

communication.


Electronic Mail

Transmission of files and data using

a network Message broken down into packets Messages can travel thousands of miles in

less than a minute.


Electronic Mail (cont.)

E-mail access Internet service providers

Wireless Cell phones/handheld computers


Microsoft Outlook

Provides the following tasks: Mail Calendar Contacts

The default task is Mail.


Microsoft Outlook Screen


Setting up an E-Mail Account

Free e-mail accountshttp://mail.yahoo.com/http://hotmail.com

Use Outlook’s Inbox to receive mail.


E-Mail Addresses

E-mail addresses consist of three parts User name of the individual “@” symbol User’s domain name

[email protected]


Starting Outlook

Checking for and reading mail Outlook sends a request to the mail server to

check for new mail. The number of new messages display in

parentheses in the Mail pane. Click the message header to display the

message.


Creating and Sending a Message

Click New to display the Untitled Message dialog box.

Enter e-mail or e-mail addresses.Type a subject in the Subject text box.Type your message.Click the Send button.


Message Dialog Box


Receiving, Opening, and Saving a Message

Click the Send/Receive button. Message is received in the Inbox

Click the message header to read the message.

Click File on the menu bar and then select the Save As command to save as a text file, HTML document, or template.


Replying to and Formatting a Message

Select the message.Click the Reply or Reply to All button.Format the message.

Change font type, font size, and text color Add bold, italics, and underline Center


Attach a File to an E-Mail Message

Attachments Documents, figures, and other files

Click File on the menu bar. Click Insert. Locate the file on your computer. Click the Insert button.


E-Mail Troubleshooting

Return message indicates mail cannot be sent Attachment size may be limited E-mail address incorrect Mail server down Other technical problems


Organizing and Managing E-Mail

Managing the Inbox Forwarding a message Saving a message Deleting a message

Message icons Provide clues about the message

A sealed envelope indicates the message has not been opened.

A paperclip indicates an attachment.


Special E-Mail Features

Most e-mail programs contain a variety of features. Automatic “out of office” response Forwarding Block Senders List Save Senders List


Adding Signature and Stationery

You can change backgrounds through the Options dialog box.

You can create a signature that automatically is added to the end of your messages.


Options Dialog Box

Messageformat

StationeryPicker


Flagging

Flag Status column Located to the right of the message heading Six different colors

Use flags for reminder notices or other indicators.


Sorting

Sort messages by any of the following methods: Flag color Date Type Subject


Encoding or Encrypting E-Mail

Scrambling the messageRequires certificates for digital signing and

encryption


Address Book

The address book is available through Outlook’s Contact feature.

Outlook creates an Address card for each contact.

Cards are arranged in alphabetical order.To add a new contact, click the New button.To delete a contact, right click the name

and select Delete from the shortcut menu.


Contact Information


Professional Communication

Proofread your message.Limit your use of emoticons.Keep your message short and to the point.Limit each message to a single subject.Double-check the address.E-mail sent through company networks is

not private.Use an appropriate mail format.


Other Features

Calendar Used to track appointments

Tasks Used to organize task information


Other Forms of Electronic Communications

Instant messaging Send messages in real time Set up through the Options dialog box


Summary

Microsoft Outlook includes features to manage appointments, tasks, and e-mail.

The Outlook bar displays shortcuts that give you quick access to each of the Outlook folders.

Electronic mail is similar to regular mail because it requires an address, a message, and a carrier to get it from the sender to the receiver.


Summary (cont.)

E-mail messages are broken into smaller portions of electronic data called packets, which are sent independently and then reorganized into the original message.

Wireless communications makes it possible to send and receive e-mail using a handheld computer or cell phone with e-mail capabilities.


Summary (cont.)

You can access e-mail on a computer using a program like Microsoft Outlook, or you can send and receive e-mail messages using a Web site with a built-in e-mail program, such as America Online or Hotmail.

E-mail addresses consist of three parts: the user name, the “@” symbol, and the domain name.


Summary (cont.)

An e-mail message header includes the address of the recipient, the subject of the message, and information about to whom the message is sent as a copy.

You can use the Inbox folder in Outlook to send and receive e-mail messages.

An attachment is a file that is sent with an e-mail message and can be opened by the recipient.


Summary (cont.)

You can reply to an e-mail message, forward a message to a new recipient, delete a message, or save a message.

Spam, or junk e-mail, consists of unsolicited messages that take up space in your Inbox unnecessarily.


Summary (cont.)

E-mail messages are organized in folders of incoming messages, sent messages, deleted messages, and junk e-mail.

You also can create additional folders to organize your own e-mail.


Summary (cont.)

Special e-mail features let you add an automatic signature to messages, block messages from certain addresses, create personalized stationery for your messages, and set up an automatic response or forward your messages to another address.

Professional electronic communication requires courtesy and brevity.


Summary (cont.)

Always check that the spelling and grammar is correct and that the message is being sent to the intended recipient(s).

The Contacts folder is designed to store information about business and personal contacts with whom you often communicate.


Summary (cont.)

You can create address cards that hold information such as name, address, phone number, e-mail address, and so on.

Address cards are listed in alphabetical order in the Contacts folder.

Other forms of electronic communication are available, such as instant messaging, which allow you to send messages in real time.