E-Mail and 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 accounts
 http://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
 Example
 dedwards@msn.com
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

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 message
 Requires 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

 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.

 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.

 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.

 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.

 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.