EmailEmailMr. EllsworthMr. Ellsworth

Introduction to EmailIntroduction to EmailEmail (electronic mail) is a major component of the Email (electronic mail) is a major component of the Internet and can be used to participate in nearly every Internet and can be used to participate in nearly every available online activity.available online activity.Beyond its pure Internet use, you may find that email can Beyond its pure Internet use, you may find that email can replace other forms of communication for you.replace other forms of communication for you.

It's faster than the U.S. Mail (or snail mail, as it's called It's faster than the U.S. Mail (or snail mail, as it's called on the Internet) yet has all the positive factors of a on the Internet) yet has all the positive factors of a written note.written note.Unlike faxes or phone calls, you can't get tied up with a Unlike faxes or phone calls, you can't get tied up with a busy signal or an answering machine.busy signal or an answering machine.Your message goes through and can be read by its Your message goes through and can be read by its receiver in its full length prose form.receiver in its full length prose form.Of course, the email reading habits of the person Of course, the email reading habits of the person you're emailing makes a huge difference in how quickly you're emailing makes a huge difference in how quickly they receive the message. (We’ll talk about this later).they receive the message. (We’ll talk about this later).

What does this address What does this address mean?mean?

You should now have an Internet email address.You should now have an Internet email address.My email address is My email address is mellsworth@spectrumhighschool.orgmellsworth@spectrumhighschool.org

Login Name, At (@), DomainLogin Name, At (@), DomainLogin Name = mellsworthLogin Name = mellsworthAt = @ (simple enough)At = @ (simple enough)spectrumhighschool.org is my domainspectrumhighschool.org is my domain

What the heck is a domain?What the heck is a domain?In an email address, a domain is the In an email address, a domain is the information after the @ symbol.information after the @ symbol.

Domain NamesDomain NamesDomain Names - An identification label; strings of Domain Names - An identification label; strings of letters and numbers (separated by periods) that are letters and numbers (separated by periods) that are used to name organizations, computers, and used to name organizations, computers, and addresses on the Internet.addresses on the Internet.What do the following domain name examples tell us What do the following domain name examples tell us about this email address?about this email address?Example:Example:

ellsworm@augsburg.eduellsworm@augsburg.edu““ellsworm” is the login nameellsworm” is the login name““edu” tells us that the account is at an edu” tells us that the account is at an educational institution.educational institution.““augsburg” tells us the name of the institution augsburg” tells us the name of the institution where the email address is located.where the email address is located.

Domain NamesDomain NamesSubdomains refer to each segment of information Subdomains refer to each segment of information in a domain address; separated by a period.in a domain address; separated by a period.It is most common today for email addresses to It is most common today for email addresses to have only two subdomains (maybe three).have only two subdomains (maybe three).This example has four subdomains:This example has four subdomains:

mason@utkvx.utcc.utk.edumason@utkvx.utcc.utk.eduThis address tells us we're sending to a This address tells us we're sending to a person (mason) at an educational institution, person (mason) at an educational institution, which is the University of Tennessee at which is the University of Tennessee at Knoxville, who is attached to the University of Knoxville, who is attached to the University of Tennessee Computing Center, and whose Tennessee Computing Center, and whose account is on a computer called “utkvx.”account is on a computer called “utkvx.”

DomainsDomainsThe “original” domains commonly used in the The “original” domains commonly used in the United States, and what they mean:United States, and what they mean:

com - commercial organizationcom - commercial organizationedu - educational institutionedu - educational institutiongov - government agencygov - government agencyint - international organizationint - international organizationmil - military group or agencymil - military group or agencynet - networking organizationnet - networking organizationorg - nonprofit organizationorg - nonprofit organization

Using Email BasicsUsing Email BasicsBegin your Spectrum High School email session Begin your Spectrum High School email session by logging into your spectrumhighschool.org by logging into your spectrumhighschool.org email account.email account.

NOTE: If you already have an external web-NOTE: If you already have an external web-based email account, you may be able to based email account, you may be able to consolidate your email accounts into one by consolidate your email accounts into one by forwarding your other account to your forwarding your other account to your Augsburg account (or vice versa).Augsburg account (or vice versa).

Check your external account to see if this is Check your external account to see if this is an available option. Then you'll only have to an available option. Then you'll only have to check for your mail at one place. Keep your check for your mail at one place. Keep your other account for the day when you (sniff, other account for the day when you (sniff, sniff, sigh :-( ) leave Spectrum.sniff, sigh :-( ) leave Spectrum.

Using Email BasicsUsing Email BasicsSending, Receiving, Forwarding, and ReplyingSending, Receiving, Forwarding, and Replying

While most email clients adhere to the same basic While most email clients adhere to the same basic rules, we are going to focus on your rules, we are going to focus on your “spectrumhighschool.org” mail client for this lesson.“spectrumhighschool.org” mail client for this lesson.

By default, your email page will check to see if you By default, your email page will check to see if you have any new email.have any new email.

Unread messages will be bold.Unread messages will be bold.Messages you've seen before will be in normal text.Messages you've seen before will be in normal text.

In order to file or delete an item in the list view, first In order to file or delete an item in the list view, first select the message by clicking in the checkbox next to select the message by clicking in the checkbox next to that item's subject.that item's subject.Then click the button from the left-hand column that Then click the button from the left-hand column that corresponds to your intended task.corresponds to your intended task.

Using Email BasicsUsing Email BasicsTo open a message, click on the message title text.To open a message, click on the message title text.When you open a message, more buttons will appear When you open a message, more buttons will appear which include options such as reply and forward. Click which include options such as reply and forward. Click the button which corresponds to your intended task.the button which corresponds to your intended task.Forwarding MessagesForwarding Messages - Sending a received message to - Sending a received message to a new recipient.a new recipient.

While you will need to address forwarded messages, While you will need to address forwarded messages, simple reply messages are automatically addressed simple reply messages are automatically addressed to the sender of the current message.to the sender of the current message.

ReplyReply - Will send your reply to the person who sent the - Will send your reply to the person who sent the messagemessageReply AllReply All - Sends your reply to the person who sent the - Sends your reply to the person who sent the message, message, andand to everyone else who received the to everyone else who received the message (in the To: or Cc: fields).message (in the To: or Cc: fields).

ComposeCompose - A new email message can be - A new email message can be started by clicking on the "Compose" button.started by clicking on the "Compose" button.DeleteDelete - Will purge your inbox of the selected - Will purge your inbox of the selected messages.messages.

Note: Deleted messages are usually not Note: Deleted messages are usually not permanently deleted; they are stored in a permanently deleted; they are stored in a “trash” folder.“trash” folder.

Using Email BasicsUsing Email Basics

Composing email messagesComposing email messages““To:” refers to who the recipient of your message is.To:” refers to who the recipient of your message is.““Cc:” refers to other recipients of the same message.Cc:” refers to other recipients of the same message.

Cc stands for carbon copy.Cc stands for carbon copy.““Bcc:” refers to other recipients of the same Bcc:” refers to other recipients of the same message, but the other recipients will not know who message, but the other recipients will not know who the “blind recipient” is, or that there is one.the “blind recipient” is, or that there is one.

Bcc stands for blind carbon copy.Bcc stands for blind carbon copy.Most email clients are HTML based.Most email clients are HTML based.

A full set of text formatting tools are usually A full set of text formatting tools are usually available, including bolding, underlining, colors, etc.available, including bolding, underlining, colors, etc.

Using Email BasicsUsing Email Basics

Spam Spam Spam Spam Spam Spam Spam...Spam...

No, not the canned meat.No, not the canned meat.No, not the Monty Python song.No, not the Monty Python song.Spam is the “junk mail” of your email inboxSpam is the “junk mail” of your email inbox, , and is a constant problem for email users.and is a constant problem for email users.

Some estimate as much as 70% of all email Some estimate as much as 70% of all email sent is spam.sent is spam.What a waste of resources!What a waste of resources!While I know of no reliable way to rid yourself While I know of no reliable way to rid yourself of all spam, using your of all spam, using your spam filterspam filter is one is one good way to trap much of it. good way to trap much of it. 

SpamSpamIn general, In general, spam filters are sets of rules used by spam filters are sets of rules used by your email program or your provider's email your email program or your provider's email delivery system that look for certain sets of delivery system that look for certain sets of words, phrases, senders, and punctuation to words, phrases, senders, and punctuation to detect email messages that are most likely to be detect email messages that are most likely to be junk.junk.

Spammers like to use multiple exclamation Spammers like to use multiple exclamation points!!!!!!!!points!!!!!!!!Spammers like to use words like free, win, Spammers like to use words like free, win, claim your prize, etc.claim your prize, etc.

Today, email clients are equipped with effective Today, email clients are equipped with effective spam filters, so you don’t have to do much with spam filters, so you don’t have to do much with it.it.

SpamSpamBefore email clients had reliable and effective Before email clients had reliable and effective spam filters, it was up to you to maintain your spam filters, it was up to you to maintain your own spam filter...own spam filter...

Each time you reject or accept an email Each time you reject or accept an email trapped by your spam filter, you are teaching trapped by your spam filter, you are teaching your spam filter for what to look. It's as if your spam filter for what to look. It's as if each time you reject a message you "vote" each time you reject a message you "vote" that this kind of email is actually spam.that this kind of email is actually spam.Over time, you train your spam filter to Over time, you train your spam filter to become ever more skilled at detecting the become ever more skilled at detecting the good and bad messages.good and bad messages.

Be spam savvy and use your spam filter!Be spam savvy and use your spam filter!

Email AttachmentsEmail AttachmentsAttachments are other computer files, such as pictures or Attachments are other computer files, such as pictures or word processing documents, that can be affixed to your word processing documents, that can be affixed to your outgoing mail.outgoing mail.

This is done by clicking the "Attachments" button.This is done by clicking the "Attachments" button.A new window appears which displays a "Browse... " A new window appears which displays a "Browse... " button. Click the button--this will return a dialogue box button. Click the button--this will return a dialogue box used to navigate to the file you want to attach.used to navigate to the file you want to attach.Browse your storage device (hard disk drive, network Browse your storage device (hard disk drive, network storage drive, etc.) to locate the file you intend to attach.storage drive, etc.) to locate the file you intend to attach.The selected file will be copied and attached to your e-The selected file will be copied and attached to your e-mail message. When the process is finished, the name mail message. When the process is finished, the name and size of your file will be displayed in the lower part of and size of your file will be displayed in the lower part of the Attachments utility.the Attachments utility.

Repeat if desired. If you want to attach more Repeat if desired. If you want to attach more files to the same message, go through steps 1 files to the same message, go through steps 1 and 2 again to add the additional files.and 2 again to add the additional files.As you add them, their names and sizes will be As you add them, their names and sizes will be added to the listing in the lower part of the added to the listing in the lower part of the Attachments utility.Attachments utility.Click "Done" to dismiss the Attachments utility.Click "Done" to dismiss the Attachments utility.When you send this email message, the When you send this email message, the attached file(s) will also be sent.attached file(s) will also be sent.

Email AttachmentsEmail Attachments

Be Forewarned:Be Forewarned:Attachments often don't work if the intended Attachments often don't work if the intended recipient doesn't have the appropriate software recipient doesn't have the appropriate software to read the attachment.to read the attachment.Good email etiquette suggests you clearly Good email etiquette suggests you clearly indicate to your correspondent with what indicate to your correspondent with what program they can open your attachment.program they can open your attachment.Example: “John, I am attaching a Microsoft Example: “John, I am attaching a Microsoft Word document of my final paper.”Word document of my final paper.”or “Jill, attached is the final design; it is a or “Jill, attached is the final design; it is a Photoshop document. If you do not have Photoshop document. If you do not have Photoshop, let me know and I will send it in Photoshop, let me know and I will send it in another format.”another format.”

Email AttachmentsEmail Attachments

SignaturesSignaturesAn email signature is a small piece of text An email signature is a small piece of text which is appended to outgoing email which is appended to outgoing email messages.messages.

This saves you from having to manually This saves you from having to manually finish your emails with your name and finish your emails with your name and information.information.If you want your recipients to know the many If you want your recipients to know the many ways you can be reached, this information is ways you can be reached, this information is stored here.stored here.It is professional and follows proper email It is professional and follows proper email etiquette (which we will discuss later).etiquette (which we will discuss later).

SignaturesSignaturesYour signature footer should include your name, Your signature footer should include your name, position, affiliation and Internet addresses and position, affiliation and Internet addresses and should not exceed more than 10 lines.should not exceed more than 10 lines.Optional information could include your address, Optional information could include your address, phone number and URL for a WWW homepage.phone number and URL for a WWW homepage.

My signature is:My signature is:Matthew EllsworthMatthew EllsworthEnglish, Literature, Communication Arts and English, Literature, Communication Arts and MediaMediaSpectrum High SchoolSpectrum High SchoolElk River, MinnesotaElk River, Minnesota763-241-8703763-241-8703mellsworth@spectrumhighschool.orgmellsworth@spectrumhighschool.org