IC3 Lesson 16: Understanding Email, Contacts and Calendaring

How do you use "To", "Cc" and "Bcc" to add recipients?

The "To" line is used for the primary recipients. Click once on Cc or Bcc to open a new line. The "Cc" (carbon copy) line is for other recipients who are sent the email for information only and no response is expected. The "Bcc" (blind carbon copy) line is for other recipients whose names will not show on anyone else's copy.

How do you open a message in your Inbox? Then how do you return to the Inbox?

Click on a message to open it. Click on the back button (left arrow) under the Search Bar to return to your Inbox.

How do you access the Google Calendar?

Click on the Google Apps icon (9 dots in a square), then "Calendar".

How do you subscribe to a published calendar?

Click on the down arrow for My Calendar/Setting/ Browse interesting calendars. (On a Mac: click on the "+" next to "Other calendars", then "Subscribe" or "Browse" to add other calendars.)

What are some other ways you can avoid getting spam?

e. Don't put your email on online forums or newsgroups. Use an alias (another name) or add extra text to your email, e.g. j_smith at Gmail dot com. f. Use appropriate text in the subject line to avoid spam filters which look for words like: Hi, Re:, Your order, etc. g. You can get junk mail on cell phones and PDAs also. With texts, try sending the message: STOP.

What do you need to remember about a "Spell Check" program?

A Spell Check program is not perfect and may mark certain words as misspelled when they are not. It does NOT correct capitalization, punctuation and grammar errors. It is very important to proofread your email before you send it, to make a good impression and so errors don't distract from your message.

How can you get an email account?

A email account can be provided by your ISP, your school or workplace, or by a web-based email provider such as Gmail, Hotmail, iCloud or Yahoo.

How do you create a "recurring" meeting?

A recurring meeting is one that repeats on a regular schedule. After clicking "More Options", click on the "Does not repeat" button for scheduling options, choose a schedule, and click on "Done". Gmail will then add the settings for all occurrences to your calendar. If you click on a scheduled recurring event, you can edit or delete it for that date or for all scheduled dates.

How do you create a signature block?

A signature is a block of text that is automatically added to the bottom of a new message. You can create different signatures for different purposes but one must be chosen as the default. To create a signature, click the Settings icon, then "Settings", and then scroll down to "Signature". Enter the text you want, and click "Save Changes".

How do you "archive" a message?

ARCHIVING a message moves it from the Inbox and stores it in a separate folder. To archive, select the message(s), then click on the icon of a white down arrow in a black box. Archived messages are placed in the "All Mail" label. There is no limit to the number of messages in your archive and nothing is automatically deleted.

How can you deal with junk mail?

Above each message there is an "Report Spam" icon which is a white "i" in a black hexagon. You can click on it to add the sender to a list of blocked senders. This action will move the message to the Spam label (folder). To view or change blocked addresses, click Settings/ Settings/Filters and Blocked Addresses (in the tabs across the top).

What is an "address book"?

An address book is a central location where contact information for an entire organization is stored. Address books are created and maintained by a network administrator and they can be accessed by users on the network. The address book may include company-defined distribution lists, such as all employees, department managers, top-level executives, etc.

In the Gmail Calendar, what is the difference between an "appointment" and a "meeting"?

An appointment is an activity that usually involves only you and it blocks out the time in your calendar. A meeting involves other people as well and may require reserving meeting rooms or audiovisual equipment. Events that last an entire day or longer do not block out time on the calendar. Those that last less than a full day can be marked as "free", "tentative", "busy" or "out of office".

What are the parts of an email address?

An email address contains: a. The mailbox name or user name. Sometimes you can create your own name as long as it is unique. You can use letters, numbers and some symbols, but no spaces. b. The name of the company/organization that is hosting the email. c. The domain category, such as .com, .edu, .org.

How do you view an email attachment when you receive it?

An email that includes an attachment displays a paper clip at the right side of the message list. If you mouse over that paper clip, you will see options for "Archive", "Delete", "Mark as Unread", and "Snooze". After you open the email, a paper clip icon appears at the top right to remind you there is an attachment at the end. When you mouse over the preview or attachment box, there are icons for "Download", "Add to Drive", and "Edit with Google Docs". Once a file has been saved, it can be treated as any other file.

What should you do before you hit "Send"?

Check your grammar and spelling!!

If you click on "Reply", "Reply All", or "Forward", who does your response go to?

Clicking on Reply will send your response to the sender only. Clicking on Reply All will send your reply to everyone in the "To" and "Cc" fields. Use this option only when necessary. Use Forward to send the message to someone who was not on the original mailing list.

How do you update your email software?

If it is a desktop application, you will be notified when updates are available. If your account is from a Web-based provider, the provider will automatically handle the updates.

How do you add another person's calendar to your Google Calendar account?

If you receive an email that someone has shared their calendar with you, Google will automatically add the calendar to your account. This new calendar appears in a different color than yours to help you distinguish between the two. If you wish to remove someone else's calendar from your list, but not delete it, mouse over the name and then click on "Hide this calendar".

What is a "Contacts List" or "Address Book"?

It is a directory of contact information. Using the Contacts List or Address book is a fast and accurate way to insert email addresses. You can start typing the email address and matches will show up, or you can click on "To", "Cc", or "Bcc" to get a drop-down list from which you can select. If you want to delete the name of any recipient you added, click on the "x" to the right of their email address.

What is "spam"?

SPAM is unsolicited (not asked for) mail and it is often used to advertise products/services or to promote specific points of view. Spam is the same as junk mail and people who send these messages are called SPAMMERS. Most email programs use a filter to block spam and many ISPs run spam filters on their mail servers. You can also download other programs to block spam.

How do you create a new folder? A subfolder?

Scroll down to the bottom of the labels panel, click on "More", then "Manage labels", or "Create a new label". Type a name. If you want this new label to be a subfolder, click on "Nest label under" and enter the label name under which the new label (or subfolder) should appear.

How do you move messages?

Select the messages you want to move. A new row of icons will appear at the top of the message list. The one with the right-hand arrow is the "Move" icon. When you click on it, a drop-down list of your labels will appear and you can select which label (folder) to put the message in.

What should you remember about the subject line of the email?

The text in the subject line of the email should be short and explain what the email is about. Do not leave the subject line blank.

How do you attach a file to an email? What happens if the email is too big to send?

The toolbar at the bottom of the message contains icons to "Attach files", "Insert files using Drive", "Insert photo", "Insert link" and "Insert emoticon". Click on the appropriate icon, then navigate to where the file is located and double-click the file. You can add additional attachments, one at a time. If you want to delete an attachment before you click "Send", click on the "x" at the right of the file name. Generally, the maximum email message size limit is 20-25 Mb. If the email is too big, you will receive an error message when you try to send it.

What are some features you see on the web-based Gmail page?

The web-based Gmail page displays: a. The current account you are using. b. The Google Apps icon (9 dots in a square). c. The Navigation Tools: "Select" (an empty square with a down arrow next to it), "Refresh" (a circular arrow), "More" (3 vertical dots), and the right and left arrows to move between different screens of emails.

How do you delete a message?

To delete a message, select the message(s) and then click the "Delete" icon (trash can). You can also delete a message when you are viewing it by clicking on the same icon. Messages remain in the Trash folder (label) for 30 days and then are automatically deleted. To delete a message permanently, open the Trash label, select messages and click "Delete forever"; for all messages, click "Empty Trash now".

How can you share your calendar?

To share a calendar, mouse over your name in the Calendar List in the left pane. Click on the arrow or three vertical dots. Then click on "Settings and sharing" to open a new screen. Go to "Share with specific people" and add email addresses. You can select the type of permissions you want others to have with your calendar and restrict the type of information others can see. Click "Save" at end.

How do you attach files to an email?

Use the icons to the right of the "Send" button for attaching files, links, photos, etc.

How do you select email messages?

You can select messages by clicking on the box on the left side of each line. Using the "Select" box above the messages enables you to select all. Clicking on the arrow next to the Select box enables you to select various types of messages, such as Read, Unread, Starred, and Unstarred.

What are "contacts"? How do you manage them?

Your contacts are the people you communicate with. You can manage your contacts from Gmail by clicking on the Google Apps icon (9 dots in a square), then on "Contacts". From this view, you can add, edit, delete, merge duplicates, create folders, import, export and print contacts. The "All Contacts" list is updated when you sync your mobile device with your computer.

What are some ways you can avoid getting spam?

a. Don't add your email address to any marketing lists. If a web site asks for your email, check their privacy policy to see how they will use it. b. Set up a separate email account with a web-based email service (so it doesn't take up room on your hard drive) for these requests. Then it is easier to select and delete junk mail. c. Don't reply to junk mail, even if it says it will remove your name; you are confirming that your address is valid. d. Don't put your name and email on any public lists, such as petitions.

What do you have to remember when sending attachments with an email?

a. Keep the size of the attachment as small as possible. The size of an email message includes any attachments. b. If your attachment can be viewed online, consider including a hyperlink or URL link instead. c. If an attachment is confidential or you want it to be secure, consider sending it another way.

How can you create an appointment?

a. Quick Method: Click on the day and time slot for your appointment, then click "Create", add a title, and click "Save". b. To enter details: Click on the day and time slot, click "Create" and add guests, location, a description, or notifications, or click on "More Options", then click "Save".

What do you put in the message area of the email?

a. Type the message in the message area. There are text formatting options at the bottom of the message area. b. Enter your name as a signature. The signature will vary depending on the purpose and formality of the email (business, school, friends or family) and may include a first or full name, job title, department, company, and contact information.

How do you start a new email message in Gmail?

a. You must have an active email account to send email. b. Click "Compose" at the top of the left panel. A pop-up will open.

What are some additional things you should remember when sending attachments with an email?

d. Consider the file type. Ask if the recipient has the application to open it and check if it is permitted by your email service. e. Some email servers will block message with graphics or URLs. Check with your service or send a follow-up email asking if the first message was received. f. Always set your antivirus program to automatically scan and check all incoming and outgoing mail for viruses.

What are some other features on the web-based Gmail Page?

d. Settings - Clicking on the gear icon (el engranaje) will give you a drop-down menu of options. e. Labels - These are folders you can use to organize your messages. f. Inbox Tabs - There are four tabs: Primary, Social, Promotions and Forums. Google attempts to categorize incoming mail for you. g. Communication Options - located below the Labels: Chat and Meet (new)