Chapter 4- Introduction toEmail-Gmail_new.ppt
- 2. Email • Electronic Mail (E-mail) is one of the most widely used services available on the Internet. Special Programs are used to send and receive message like: Microsoft Outlook, Outlook Express, Netscape Mail and Eudora. • Many websites provide users with free e- mail accounts, such as Yahoo, Google and Hotmail.
- 3. Advantages of E-Mail System • Speed of Delivery • Low cost • Easy to deliver, reaches you where ever you are • Can be sent to an individual or a group • You can create mailing lists and send the same message to a number of people • You can send text, sound, images and spreadsheets files as attachments.
- 4. Unsolicited E-mail • Spam: is the term used to describe unwanted, unsolicited e-mail sent to your mail box. • Spam e-mails may contain things for sale, chain letters, and hoax virus alerts. • Spam mails may also contact attachments with viruses, which can damage your computer files. • While Spam is basically impossible to stop, there are ways to limit your exposure to spam mail.
- 5. Unsolicited E-mail • Spammers use different ways to deliver Spam e-mail. The most common method is to use a free email address from a large e-mail provider, like Hotmail and Yahoo.
- 6. E-Message Contents • Likes a traditional mail message. • Consists of: 1. Introduction: - Sender and receiver address. - Sending Time. - Message Subject. 2. Message Body: written text. 3. Attachments: Files, pictures, documents,… etc.
- 7. E-Mail Address • The general construction: User_Name @ Host_Name.Top_Level_Domain <Bashar112@yahoo.com> Where: -User_Name: User address. -Host_Name: Host Name (Domain). E-Mail Server Name or company name (Yahoo, Hotmail, Gmail…etc.) - Top_Level_Domain: Network Type. - You can find the Country symbol in the last position of the address (.JO, .UK, .SY ……)
- 8. Creating and Using Email (Gmail) • On the Internet Explorer Page Type: www.google.com And then click on “Gmail”
- 9. Creating an Email Account
- 12. Here the password entered was: 123456
- 17. Using an E-mail Account
- 18. To create a new email, click on “Compose”
- 19. The folders/labels that contain your emails. The “Inbox” is selected, so the incoming emails are displayed on the screen. (1), is number of unread emails in your Inbox. “Starred”, are the important emails that you have marked them with a star. “Sent Mail”, the emails that you have sent to others. “Draft”, the emails that you created and saved, but not sent yet. Click on “More Labels”, to display extra labels. “Spam”, Contains the spam e-mails, described earlier. “Trash”, contains the deleted emails from other labels. Acts similar to Recycle Bin in Windows.
- 20. To open an email, click on it.
- 21. This is an opened email. The subject of the email. The email address of the sender. The email is received by the account owner. Time of the email arrival. You can print the email from here. This arrow will open an options-list.
- 22. Click on “Compose” to open the “New Message” window. Minimize Full Screen Save and Close Here add the email addresses of the recipients of your email. The subject of your email. Hint: Try to make it clear and describe the purpose of your email. Click on “Send” to send the email to the recipients. This area is used to write the body of your email. Creating A new Message
- 23. The main icons in New Message Toolbar Formatting Options Attach Files Insert Photos Insert emoji Discard Draft (Delete) More Options
- 24. The email is automatically saved.
- 25. If the email is saved without sending, it will be added into the “Drafts” label until you decide to send it. Click on the email to re-open it, edit it, and then send it. Once the email is sent, it will be moved into “Sent Mail” label.
- 26. The email has arrived to the recipient inbox. Click to open it. This is the email address that has sent this email. This area is used to send a reply to the sender. By pressing “Reply”
- 27. This is the email sent from your account Click on this arrow, to display the message details. Message Details
- 28. Message Recipients To: The main recipients of your email should be placed here. These are the ones that should receive the message and do something about it. Example: A team colleague in a Project. Cc: Other recipients of your email, that you need to send a copy to inform them of what is happening. Example: Other team members. Bcc: Other recipients that you want to send them your email, but without the knowledge of other recipients. Example: Your Manager.
- 29. An example of an email to multiple recipients. The details of the sent message.
- 30. The email at the recipient side, the BCC part is not displayed.
- 31. When you receive a message, you can reply back or forward it to other people. Reply More Options We use “Reply” to send a response to the original sender only. We use “Reply to all” to send a response to the original sender along with the people in the CC section. We use “Forward” to re-send the received email to people other than the sender.
- 32. Reply The replied email will be sent to the original sender.
- 33. Reply to all The replied email will be sent to the original sender and the contacts enclosed in CC section.
- 34. Forward The forwarded email will have an empty “To” section, so that you can write new recipients. The details of the original message.
- 35. Deleting a Message To delete a message you have to check it first, then press the delete icon displayed. Then the following message will appear. The message will be moved to the “Trash” folder. Where you can delete it permanently by pressing the “Trash” button next to it.
- 36. Restoring a deleted message You can restore a deleted message from Trash, by checking it, then from “Move to” list, select the folder you want to move it to. For example, select the Inbox, and the message will be returned back there.
- 37. Attachments To attach a file into an email message: 1. compose a new message, 2. click on the “Attach file” icon. 3. An Open dialogue will be displayed, where you can select the file you need to attach.
- 38. Attachments The attached file will appear at the end of the email. Of course, you can use the same icon to attach more files into you email. Any email sent or received with attachment, this sign will appear next to it.
- 39. Attachments When you open an email with attachment, the attached file will be displayed in this way. To download the attached file, click on the download icon. When “Download” is clicked, the file will be either automatically downloaded into “Downloads” folder on your PC, or a “Save as” dialogue will be opened to help you select the location for the file.
- 40. Starred E-mail You can star an email message, by clicking on the start next to an email, and make it yellow. This will move the email to “Starred” folder. You can star any email that you find important or you need to return back to it, so that you can find it easily later on.
- 41. Create a New Label From the side menu, click on “Create a new label”. Labels are used to organize your emails according to the sender or the topic. After creating a label, you can move messages to it, from the “Move to” icon. Click on “Create new label”, and this screen will appear. Write the name of the new label here, then click “Create”
- 42. Create a New Label The newly created label will be displayed now on the side menu. Click on it, and check that it still has no emails in it.
- 43. Move messages to a label Check on a message, and from “Move to” list, select the desired label. Then the email will be moved to the selected destination.
- 44. Create a Sub label Click “Create new label”, enter the name of the new label, and check “Nest label under:”. From this list, select the parent of the new label. And then press “Create”. The Parent and Child labels will appear in the side menu. You can also move messages directly to the child label.
- 45. Manage Labels You can apply changes on created labels by selecting “Manage Labels” from the side menu. For the system labels, such as Inbox, Sent Mail, …etc; you can only either show of hide them. But no deleting or editing is allowed.
- 46. Manage Labels For the labels you created, you can show, hid, remove and edit. When you click “remove”, a warning message will appear to make sure of your decision. When you click “edit”, an “Edit label” dialogue will be opened to help you to change the label name and wither it is a nested label or not.
- 47. Formatting Toolbar in a Message If the toolbar is not displayed, click here to display it. This list displays all available fonts in your PC, so that you can change the type of font you are using. This list displays the sizes of font you need to use. You can change to a smaller or larger size as desired.
- 48. Formatting Toolbar in a Message These icons change the style of the font (bold, italic and underlined) This icon displays color palette, to change the color of the text itself, or the message background.
- 49. Check Spelling When you write words that contain spelling errors, red wavy line will appear under them. To fix the spelling mistakes, right-click on the wrongly written word, and this menu will show the suggested correct words that you can choose among them.
- 50. Check Spelling Another way to check the spelling, is from the “More Options” icon, select “Check spelling”. All wrong spelled words will be highlighted with yellow.
- 51. Check Spelling Sometimes, you may use words that don’t actually have meaning in English, like names for example. The spell checker will consider them wrong. When right-clicking on such names, it will give you wrong suggestions. So, you can choose “Add to dictionary”, so that these words will be added to your dictionary, and you can re-use them again without considering them wrong. After adding the word “Eman” to the dictionary, it is not wrong anymore, no red wavy line under it.
- 52. Search Email This textbox is used to enter any text you want to search for in your emails. Either in the email addresses, the subjects or in the message body. Write a text in this textbox, and results will start appearing in a list, where you can select any of them.
- 53. Contacts From the side list, select “Contacts” to view your contacts (the people you are sending and receiving email from). When clicking on it, this screen will be displayed. To add a new contact, click on this icon.
- 54. Add A Contact When clicking on “New Contact” this dialogue will appear to fill the information about your contact.
- 55. Add A Contact Fill the information of your contacts. Then press “Add”.
- 56. Edit a Contact This is how your contact list will appear. Click on any of them to edit the information. To delete a contact, check it first, and from “More” list, select “Delete Contact”.
- 57. Create a Group of Contacts To create a new group, click on “New Group”. Then this dialog will appear. Write the name of the group you want to create, then press OK.
- 58. Adding contacts to a group Note that this group doesn’t have contacts yet. To add contacts to a group, check the contacts, then from “Groups” icon, select the desired group, then press “Apply”.
- 59. Adding contacts to a group Now, Friends group has two contacts in it.
- 60. Sending a message to a contact or a group of contacts. When you start writing the name of a group in “To” section in a message, the group will be displayed directly. Click on it, and the contacts in this group will be added directly to the section. The same applies when starting writing a name of a saved contact, you don’t have to write the full email address.
- 61. The End