Module 2 Email

IMAP (Internet Message Access Protocol)

a common protocol for retrieving email messages via the Internet. •retrieves mail messages from a remote server or messages stored on a large local network

quoted message

a copy of the sender's original message with your inserted comments. It is a copy of the sender's original message with your inserted comments.

virus signature

a portion of virus code that is unique to a particular computer virus. (also called a virus pattern or a virus definition) is a sequence (string) of characters that is always present in a particular virus.

POP (Post Office Protocol)

an email protocol that stores and downloads messages to a client. Handles incoming messages

message body

contains the actual message content

SMTP (Simple Mail Transfer Protocol)

determines which paths an email message takes on the Internet

message header

routes the message to its recipients and identifies the subject of the message. contains information about the message

signature file

usually contains your name, title, and your company's name.•Signature files might also contain a mailing address, telephone numbers, a website address, and a company's logo. •Informal signatures can include nicknames and graphics or quotations that express a more casual style found in correspondence between friends and acquaintances.

Sending Messages:

A message can be queued, or temporarily held with other messages, and then sent when you either exit the program, connect to your ISP or network, or check to see if you have received any new email.

Virus

A piece of code that is capable of copying itself and typically has a detrimental effect, such as corrupting the system or destroying data. •it is a malicious program that can harm your device and its files.•Email attachments, just like any other computer files, can contain viruses.

mail client software

Software that requests mail delivery from a mail server to a user's device. Also called email program. The software that requests mail delivery from the mail server to an Internet device

group or a category

Sometimes an email address is not one person's address, but rather, a special address

MIME (Multipurpose Internet Mail Extensions)

A standard for encoding and interpreting binary files, images, video, and non-ASCII character sets within an e-mail message.Specifies how to encode nontext data, such as graphics and sound, so it can travel over the Internet

email address

An email address tells your email program where to send messages. The first part of the address is the name of the person's mailbox, where messages are stored. The second part, after the '@' sign, is the name of the organisation where messages should be sent over the internet. Uniquely identifies an individual or organization that is connected to the Internet

courtesy copy (Cc)

An email message sent to other people in addition to the primary recipient(s).•lines to send mail to people who should be aware of the email message, but are not the message's main recipients

Printing a Message:

Most email programs let you print a message you are composing or that you have received.

antivirus app or Internet security software

The category of software that detects viruses and other common security threats on the Internet

blind courtesy copy (Bcc)

The copy of an email message sent to a recipient without that recipient's address appearing in the message so that the message's other recipients are unaware that the BCC recipient received the message.

user name

To route an email message to an individual, you must identify that person by his or her account name. •also by the name of the mail server that manages email sent to the domain

To line

Type the recipient's full email address in the To line of a message header

emoticon

Typed symbols that convey emotional aspects of an online message. is a group of keyboard characters that when viewed together represent a human expression.

bots

electronic shopping agents or robots that comb websites to compare prices and product or service features. •Spammers often use software robots or bots to search the Internet for character strings that include the "@" symbol, which is used in every email address.

electronic mail

is a form of communication in which electronic messages are created and transferred between two or more devices connected to a network. •Email is one of the most popular forms of business communication, and for many people it is their primary use of the Internet •When you send an email message, the message is sent to a mail server

signature

might appear at the bottom of an email message and contain standard information about the sender, which the recipient can use to contact the sender in a variety of ways

Creating a Google Account

•Before you can use Gmail, you need to create a Google account. •To create a Google account, you must •enter your information, including username and a password; confirm the password •type the CAPTCHA on the screen •agree to the terms of service and privacy •Once you have created your Google account, sign into Google to get started; be sure your name appears in the upper-right corner near the Google apps button. •Use the Google apps button, which provides access to Google apps such as Gmail, Maps, and so on.

•Add a Contact to Google Contacts:

•Click the Gmail link, and then click Contacts in the menu to open the Google Contacts page •Click the Add new contact button •Enter the contact's first and last names, and then click the Create button •Use the fields to add the desired contact information •Click the Save button

•Create a Label:

•Click the check box of the message you want to label •Click the Move to button, then click Create new •Type the name of the label in the New Label window dialog box •Click Create to assign the selected message to that label

Assign an Email Message to an Existing Label:

•Click the check box of the message you want to label •Click the Move to button, then click the label name in the list that appears to assign the selected email message to the existing label

Save the Attachment

•Click the subject of the message with the attachment to open the message •Click the attachment to view it •Point to the attached file, and then click the Save to Drive button •Point to the attached file, and then click the Download button; the file is saved to the default Downloads folder unless you specify otherwise •Saving might vary slightly from one browser to the next

Deleting a Message:

•Deleting a message is usually a two-step process: 1.Temporarily delete a message by placing it in a "trash" folder or by marking it for deletion 2.Permanently delete the trash or marked messages by emptying the trash folder or indicating to the email program to delete the messages

Email Apps

•Different software companies that produce web browsers might also produce companion email programs that you can use to manage your email. •You can use these types of email programs to manage messages that are routed through a domain that sends email messages using the POP protocol. •Messages that are routed through a domain in this way are called POP messages or POP3 messages . •You might have multiple email programs installed on your computer; in this case, the choice of which email program to use is up to you. •Before you can use an email program, you must configure it to work with your email accounts.

Messages in Gmail

•Discusses the Gmail user interface including •Gmail button •Compose button •Inbox •Sent Mail •Drafts •Spam Starred •Refresh •More •Select button •Trash •Google apps •Google Account Settings

•Print an Email Message:

•Display the message that you want to print •Click the Print all button •Check the settings in the Print pane to make sure that the correct printer is selected •Use the settings in the Print pane to change the printer, the pages to print, the number of copies to print, the page orientation, or any other options available for the selected printer •Click the Print button in the Print pane to print the message

How does it work_

•Email messages are sent and received using protocols on networks

Common Features of an Email Message

•From: The From line of an email message includes the sender's name, the sender's email address, or both •Subject: The Subject line summarizes what the email message is about •Attachments •An attachment provides a simple and convenient way of transmitting files to one or more people •A kilobyte (KB) is approximately 1,000 characters; some Internet email providers limit the size an email attachment to 10 megabytes •Some programs refer to the process of saving an email attachment as detaching the file

Viewing and Saving an Attached File

•If a message includes an attachment, the attachment information appears in the message header. •When you receive a message with an attached file, you can view and save the attachment for as long as you store the message. •When you detach a file from an email message and save it on a disk or drive, it is just like any other file that you save. •When you delete the message, you delete the file attached to the message.

•Message Body and Signature Files

•If you are using email for business communication, a signature file usually contains your name, title, and your company's name. •Signature files might also contain a mailing address, telephone numbers, a website address, and a company's logo. •Informal signatures can include nicknames and graphics or quotations that express a more casual style found in correspondence between friends and acquaintances.

U.S. CAN-SPAM law

•In January 2004, the U.S. CAN-SPAM law (the law's name is an acronym for "Controlling the Assault of Non-Solicited Pornography and Marketing") went into effect; the law's main provisions are as follows: •unsolicited email 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 email address with an opt-out request to any other entity

Signing Out of Your Google Account

•It is important that you sign out before closing the browser to ensure the security of your email and to prevent unauthorized access. •If you are using your Google account on your personal device, you can leave your account signed in but be sure it is password protected. •To Sign Out of Your Google Account: •Click the Google Account button •Click Sign out Click Remove if you are using a public computer, then click the Close button

Dealing with Unsolicited Mail

•One way to reduce spam is to control the exposure of your email address in places where spammers look for them. •Some individuals use multiple email addresses to reduce spam. •Other approaches use one or more techniques that filter email messages based on their contents. •Spam is an ongoing and serious problem; many jurisdictions have passed laws that provide penalties for sending spam.

Forward a Message:

•Open the email message •Click the Forward link •Type the email address of the intended recipient •Add other recipients in the To, Cc, or Bcc field as needed, separating the email addresses using commas •Add a message above the forwarded message •Click the send button

Reply to a Message:

•Open the email message •Click the Reply link to reply to the sender •Click the Reply All link to reply to the sender and other recipients •Add other recipients in the To, Cc, or Bcc field as needed, using commas between the email addresses •Edit the message as needed Click the send button

•Delete a Label:

•Point to the label name on the left side of the page to select it, and then click the arrow that appears on the right side of the label name •In the menu, click the Remove label option •Click the Delete button in the window that opens, then click Delete again to confirm the deletion

Logging in to Your Gmail Account

•Sign in to your Google account •Click the Google apps button in the upper-right corner •Click the Gmail icon on the menu that opens to display the Gmail page •Click the Gmail button at the top of the left pane to display your inbox •In your inbox, you can send messages, review messages, label messages, organize messages, and delete messages

•Use Google Drive:

•Sign into your Google account •Click the Google apps button, then click the Google Drive icon •Use Google Drive just like any other file system by creating folders and subfolders to organize your files as needed •Upload a file or folder to Google Drive •Type the email addresses of people you want to have access to the file or folder •Set the Can view option, then click send to send people notification that the material is posted

•Organizing Messages

•Some programs let you define and use a filter to move incoming mail into a specific folder or to delete it automatically based on the content of the message. •Filters are especially useful for moving messages from certain senders into designated folders, and for moving junk mail (or spam), which is unsolicited mail, usually advertising or selling an item or service, to a trash folder.

Receiving and Opening a Message

•To Receive and Open a Message: •Click the Inbox link to check for new mail •Click the subject of an email message in the Inbox to open that message •Read the message, respond to the message as needed •Click the Inbox link to close the message and return to the list of messages in the inbox

Sending a Message Using Gmail

•To Send an Email Message: •Click the Compose button to open the New Message window •On the To line, type the recipient's email address •Add addresses to Cc and Bcc recipients as needed •Use commas or semicolons to separate multiple email addresses •Use the Attach files button to and select a file, then click the Open button •Click in the message body and type your message •Check your message for spelling and grammatical errors •Click the Send button

•To Delete a Message:

•When you don't need a message any longer, you can delete it by opening the message or selecting the message in the Inbox, and then clicking Delete •When you delete a message, you are simply moving it to the Trash folder •If you want to remove items permanently, you can delete them from the Trash folder

•Forwarding a Message

•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.

Replying to a message

•When you reply to a message that you received, the email program creates a new message and automatically addresses it to •the original sender (when you select the Reply option) •the original sender and all of the original To and Cc recipients of the message (when you select the Reply All option)

•Receiving and Storing Messages

•When your mail server receives messages for your account, those messages are held on the mail server until you ask the server to retrieve your messages •Saving old mail on the server lets you access your mail from any device that can connect to your mail server

•Managing Your Contacts

•You use a contact list to save email addresses and other optional contact information about the people and organizations with whom you communicate. •You can assign a unique nickname to each entry so it is easier to address your email messages. A nickname might be "Mom" for your mother or "Maintenance Department" to represent all the employees working in a certain part of an organization.

Netiquette

•a term coined from the phrase "Internet etiquette," is the set of commonly accepted rules that represent proper behavior on a network. •Using acronyms for commonly used phrases is fine for informal messages, but they are not acceptable in business communication.

Spam, also known as unsolicited commercial email (UCE) or junk mail

•includes unwanted solicitations, advertisements, or email chain letters sent to an email address.•In addition to consuming bandwidth on company networks and space on mail servers, spam distracts employees who are trying to do their jobs and requires them to spend time deleting unwanted messages. •A considerable number of spam messages include content that is offensive or misleading to its recipients.

webmail provider

•is a website that provides a free email address and features to manage, send, and receive email messages. •Most webmail providers also offer other web-based services, such as online file storage. •An email account from a webmail provider is called webmail because you access the email account through the webmail provider's website. •Two popular examples of webmail providers are Google's Gmail and Outlook.com email service from Microsoft.

Google Drive

•store and share access to these files with users that you specify. •For example, use Google Drive •To send multiple files or large files to others •To collaborate on a document, workbook, or other file with multiple users, or to share the content of a document with multiple users