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 - johnireland@eircom.net
• 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
