Send and Retrieve 2009 Learning Guide Part 2

8/11/2019 Send and Retrieve 2009 Learning Guide Part 2

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ICAU1133ASendandretrieve

information

over

the

Internetusingbrowsers

and

email

LearningGuideandWorkbook

PARTTWO

StudentName:


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TableofContents

Send and retrieve information over the Internet using browsers and email 4

Assessment information 4

Workplace Scenario 5

Learning Pack 3 6

Use email 6

Preview 6

Learning outcomes 6

Before you start 6

Check your understanding 3 7

Reading 3: Use email 8

Email accounts and email packages 9

Email 9

Types of email accounts 9

Email packages 9

Structure of an email address 9

Accessing email 10

Common features of email packages 11

Read and reply to messages in Inbox 11

Create and compose a new email message 14

Add an automatic signature 15

Attach files to an email message 19

Establish priority settings on an email message 20

Forward an email message 21

Create a carbon copy of an email 22

Some rules about using email 23

Netiquette guidelines 23

Common error messages 24

Summary 25

Check your progress 25

Practice 3 26

Assessment 3 28

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVE Version1.0 2


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Terms 33

Learning Pack 4 34

Preview 34

Learning outcomes 34

Before you start 34

Check your understanding 4 35

Reading 4: Organise email 36

Features to organise email 37

Opening and saving an attachment received 37

Compressing a file 39

Searching for email messages in an email account 40

Establishing a priori ty setting on an email 40

Deleting an email 41

Printing an email 41

Saving email messages to email folders 41

Create a new folder to save emails in 43

Save emails into a folder 43

Sorting your Inbox 43

Manually adding an email address to the Address Book 45

Creating a distribution list and using it to send emails 46

Using a distribution list 49

Automatical ly updating your address book f rom messages received 50

Summary 51


Practice 4 52

Activity 3: Create a distribution list 52

Activity 4: Save emails to a folder 52

Research 53

Assessment 4: Organise email 54



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SendandretrieveinformationovertheInternetusingbrowsersand

email

Welcometo

ICAU1133A

Send

and

retrieve

information

over

the

Internet

using

browsers

and

email.

TheInternetandemailarenowheavilyreliedonforallkindsoftasksinmostworkplaces.Youll

needtobeabletousethemanyfunctionsofwebbrowsersandemailapplicationsinordertodo

yourjobefficiently.

Inthisunit,youlldofourtasksforacompanycalledFastbear,toallowyoutodemonstrateyour

skillsandknowledgeinsendingandretrievinginformationusingbrowsersandemail.Todothese

tasksyoullneedtobeableto:

*AccesstheInternet.

*SearchtheInternet.

*Research

and

apply

netiquette

principles.

*Sendandorganisemessages.

*Createanaddressbook.

Assessmentinformation

TosuccessfullycompleteICAU1133ASendandretrieveinformationusingwebbrowsersandemail,

youwillneedtobeableto:browseandsearchtheInternet;sendandreceiveemails;andorganise

theemailprogramonthecomputer.

Yourassessment

tasks

will

require

you

to

demonstrate

your

competence

by:

*accessingtheInternet

*searchingtheInternet

*researchingandapplyingnetiquetteprinciples

*sendingandorganisingmessages

*creatinganaddressbook.

Therearefourfinaltasksgivenineachlearningpackofthisresource.Youwillberequiredto

completetheseforyourassessmenttasks.

Readings

EachLearningPackhasarequiredreading.

Thereadingswillhelpyoutodevelopyourknowledgeandskills.Makesureyourefertothereadings

togathertheinformationrequiredtocompleteyourpracticeandassessmenttasks.



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Workplace

Scenario

WelcometoFastbear.Wereadistributioncompanyforlargeruralmachinery.Wevebeenin

businessfortwentytwoyearsdistributingtooutletsacrossAustralia.Wehaveoperationsin

Melbourne,Brisbane,PerthandHobart.OurHeadOfficeisinSydneywheretherearefivesections

employing42

people.

AsanITAssistant,youllbeworkingasatraineeintheITUnitofourSydneyHeadOffice.Yourmain

roleistoprovideassistancetotheSydneyITManagerandNetworkAdministratorasrequired.The

ITUnitisresponsibleforrecommending,installingandmaintainingallequipmentinHeadOffice,as

wellasadvisingtheotherstateoffices.

Arecentreview(seebelow)recommendedthepurchaseofnewprintersforthecompany,soinitially

youllhelpindeterminingwhatprinterswellpurchase.ThiswillinvolveusingtheInternetto

researchinformationaboutprinters,andusingemailforcommunicatingwithintheorganisation.

Review

A review of all printers being

used by Fastbear has been

conducted and a recommendation

was made to purchase nine new

printers for general use.

One of these new printers has to

be capable of high quality, colour

publications for printing

promotional material on

Fastbears products.

The main specification for the

new printers is that they must use

low-cost consumables.



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LearningPack3

Useemail

Preview

InthisLearningPackyoulldevelopyourskillsinusinganemailsystem,includingmanyofits

efficiencyfunctions.AswellyoulllearnaboutrulesofacceptableInternetusageandonline

behaviour.

Learningoutcomes

Aftercompletingthistopicyouwillbeableto:

Openanemailapplication,gototheinboxandcreateanewemailmessage,accordingto

organisationalguidelines.

Createand

add

an

automatic

signature,

so

that

it

appears

automatically

in

every

new

email

message.

Attachfilestotheemailmessage,usingtheattachmentfeature.

Determineandsetapriorityforanemailmessageandspellcheckandedittextasrequired.

Replytoreceivedmessagesandforwardasappropriate,usingthecarboncopyandforward

features.

Developapersonallistofnetiquetteprinciplestobeappliedtoemailandnewsgroup

discussionsconsistentwithorganisationalpolicies.

Beforeyoustart

YoushouldalreadybeabletouseapersonalcomputertoloadaprogramfromtheStartmenuor

fromthedesktop,haveaccesstotheInternetandbeabletosavetoandretrieveafilefromafolder

onadisk.



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Check

your

understanding

3

Doyouthinkyoualreadyhavetheknowledgecoveredinthistopic?Answerthefollowingquestions

tocheckyourunderstandingorcomebacklateranddothissectionifyoudonotknowtheanswers!

Whatemail

package

do

you

use?

Namethreeotheremailpackagesyouknow.

Attheopeningscreenofyouremailpackage,whatfeaturescanyouidentify?

Whatarethecomponentsofanemailaddress?

Whatstepswouldyoutaketocomposeandsendanewemailmessage?

Nameatleastthreeorganisationalrequirementsyoumightseeinapolicyandproceduredocument

onInternetandemailusage.

Whatarethepossibleprioritysettingsyoucouldsetforemailmessagesyousend?

Ifyouincludeanemailaddressinthecarboncopy(cc)addresslineofyouremailmessage,itwill

sendacopyoftheemailtoathirdparty,howeverthemainrecipient(To)willnotbeawareofthis.

Trueorfalse?

True

False



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Reading3:Useemail

Thereadingsherewillhelpyoutodevelopyourknowledgeandskillsforusing

email.Thiswillinvolveanunderstandingof:

Emailaccountsandemailpackages

Accessingemail

Commonfeaturesofemailpackages

Somerulesaboutusingemail

Somecommonerrormessages.

Email accounts and email packages 9

Email 9

Types of email accounts 9

Email packages 9

Structure of anemail address 9

Accessing email 10

Common features of email packages 11

Read and reply to messages in Inbox 11

Create and compose a new email message 14

Add an automatic signature 15

Attach files to an email message 19

Establish priority settings on an email message 20

Forward an email message 21

Create a carbon copy of an email 22

Some rules about using email 23

Netiquette guidelines 23

Common error messages 24

Summary 25




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Emailaccountsandemailpackages

Email

Emailstandsforelectronicmail.Itisthemeansofsendingandreceivingmessagestooneormany

peopleconnectedtoacomputernetwork.Emailusesanaddress(anemailaddress)likepostalmail

(snailmail),butratherthanapersondeliveringthemessageitisdeliveredviaacomputernetwork

tothereceiverscomputer.Itisveryfast(ofteninstant),verycheapandallowseasyinternal

communicationwithinanorganisationaswellasexternalcommunicationwithanyonewhohasa

connectiontotheInternetandanemailaccount.

Standardfeaturesofanemailpackageallowyouto:

receiveandsendemailmessages

sendthesameemailmessagetomorethanonepersonatatime

sendanemailmessageandattachanumberoffiles(suchasimagefilesordocuments)toyour

message

forwardanemailyouhavereceivedontoanotherperson

copyoneormorepeopleintoanemailmessageyousend

storerecordsofpeoplesemailaddressesandothercontactdetailsinanAddressBook.

Typesofemailaccounts

Therearebasicallytwotypesofemailaccounts.Youmighthaveaworkemailaccountaswellasa

personalemailaccount.Yourpersonalemailaccountmightbewithoneofthefreeemailservices

suchasHotmail,Yahoo!Mail,Email4LifeorGmail.Workemailaccountsarerestrictedtoemployees

ofanorganisation.Thesesystemscanbeoutsourcedtoaspecialistemailbusinessormanagedin

houseandrunonadedicatedemailserver.

Email

packages

Anemailpackageisemailaccountsoftware,suchasMicrosoftOutlook.Theinterfacethatyouuseto

accessyouremailaccountwillvarydependingonthetypeofaccountyouhave(asdiscussedabove).

WorkemailaccountscommonlyuseMicrosoftOutlook,OutlookExpressorEudoraprograms.The

otheremailserviceswillusetheirowninterfacewhichyouwouldgenerallyaccessbyvisitingtheir

websiteontheInternet.

ForthepurposesofthisLearningPack,wewillbefocussingonaworkemailaccountusingan

appropriateemailpackage.

Structure

of

an

email

address

Anemailaddressismadeupthreeparts:thename(ornicknameoralias)oftheperson(sometimes

thejobtitleoftheperson);the@symbol;thedomainnamewherethepersonsemailaccountis

maintained.TakeAmySmithsemailaddresssmith@optusnet.net.auasanexample.Thethree

partsare:

1 smith(nameornickname)

2 @(ineveryemailaddress)

3 optusnet.net.au(thenameoftheInternetserviceproviderororganisationwherethepersons

emailaccount

is

held).



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Accessingemail

Generally,youremailaccountsoftware(emailpackage)isfoundonyourdesktop.Toopentheemail

package,doubleclickontheapplicationicon.

Figure 1:The Microsoft Outlook icon on a desktop (2007 Outlook icon is shown to the right)

Iftheshortcutforyouremailpackageisnotonthedesktop,youwouldneedtogototheStart

button,chooseProgramsandlocateyouremailpackage,thenclickonthenameoftheemail

packagetoopenit.

Figure 2:The Start menu

Whenthepackageisopenyoumayneedtoenteryourusernameandpasswordtoaccessyour

email.



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Commonfeaturesofemailpackages

ReadandreplytomessagesinInbox

Whenyoufirstopenyouremailpackageyouaremostlikelylookingfornewmailreceived.Thisis

locatedinyourInbox.Dependingonhowyouremailpackageissetup,youmayhavetochooseyour

Inboxfromaselection.

Figure 3:

Customise Outlook

Select Inboxfrom the list. You will then be shown the list of emails you have received.

Figure 4:Outlook Inbox new messages, which have not yet been opened, are shown in bold

DependingonhowtheoptionsfordisplayingyourInboxareset,youmayseeapreviewoftheactual

message.Themessagehasnotyetbeenopenedthoughuntilyoudoubleclickontheenvelope

symbolbeside

the

message.

Whenyoudothisyouwillseethecontentofthemessageonyourscreen,withanewmenuand

toolbartoallowyoutoactionthemessage.



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Figure 5:Contents of an email message the contents of the message can now be seen, with a

new menu and toolbars to allow you to act on the message

Toreplytothismessage,youwillclickonReplyintheToolbar.Whenyoudothis,youwillbeready

towriteanemailmessagetothesender.

OnceyouhaveclickedonReplynoticetheemailaddress(ofthesender)isplacedforyounow

theyare

the

recipient

of

your

email

message.

Depending

on

the

options

set

on

your

email

package,

thetextoftheoriginalmessagemayappearinthetextarea.

Figure 6:Reply screen



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Sincetheemailaddressisalreadyentered,andthesubjectlineisalreadyentered(withthewordRE

beforeit)youonlyneedtowriteyourmessagebyclickingyourmouseinthetextareaandtyping.

WhenyouhavedonethisyoucanclickontheSendbuttontosendthemessage.

Figure 7:The text of the reply appears at the top of the screen

If you are using an email package other than Microsoft Outlook, you can look for tutorials

under the Helpmenu of your program, or go to the Researchsection of this Learning Pack

and find tutorials on accessing an Email message and replying to it.



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Createandcomposeanewemailmessage

OK.Thatsfineifsomeonehaswrittentoyouandyouwanttoreply.Whatifyouwanttostartthe

processbysendingsomeoneanemail?

1 ClickontheNewbutton.

Figure 8:In Outlook the New button is in the top left-hand corner of the window.

2 WhenyouclickonNewyouwillbepresentedwiththefollowingscreen.

Figure 9:A new message screen

3 IntheTolineyoucantypetheemailaddressofthepersonyouaresendingyouremailmessage

to.Forexample,[email protected].

4 EnterthesubjectofyouremailintheSubjectline.

5 Typeyourmessageinthetextarea.Finishyourmessagewithasignoffofsomedescription,eg

Regards+your

name,

your

title

and

perhaps

your

organisation.

6 Alwayscheckyouremailmessageedititandspellcheck.

7 ClickontheSendbuttontosendyourmessage.

UsinganAddressBook

Alternatively,toenteranemailaddressintheToline,youcanclickontheAddressBookbuttonon

thetoolbarandsearchforapersonsemailaddress(ifyouhavealreadysetupanAddressBook).For

example,youwouldaccesstheAddressBookandtypeinapersonsnameintheTypeNameor

SelectFromListboxandthiswouldretrievethatpersonsemailaddressandallowyoutoputthis

intotheToline.



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Figure 10:Select names in Microsoft Outlook click on a name or group list in the left window, then

click on the To button to add the selected name/s to the To line of your new email message

Addanautomaticsignature

Havingtorecordyoursignoff,name,titlelineandorganisationlineforeveryemailyoursendgetsa

bittedious.Letssetupanautomaticsignaturetotakecareofallthat.

AttheInboxscreen:

1 ChooseToolsmenu

2 ClickonOptions

3 ClickontheMailFormatTab

4 IntheSendinthismessageformatbox,clickthemessageformatyouwanttousethesignature

with.

5 ClickSignaturePicker,andthenclickNew.

6

Inthe

Enter

aname

for

your

new

Signature

box,

enter

aname.

7 UnderChoosehowtocreateyourSignature,selectwhethertostartfromscratchorusean

existingsignature.

8 Toselectafiletobaseyoursignatureon,clickUsethisfileasatemplateandtypethepathand

filenameinthebox,orclickBrowsetoselectfromalist.

9 ClickNext.

10 IntheSignaturetextbox,typethetextyouwanttoincludeinthesignature.Remember,you

maywantatitleline(yourjobtitle),anorganisationline(thenameofyourorganisation)and

perhapsaphonenumber.



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Figure 11:Use Options under the Tools menu to change your email options



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Figure 12:Mail Format tab with Signature Picker at the bottom of the window

Figure 13:In the Signature Picker box, click New to create a new signature



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Figure 14:Give the signature a name

Figure 15:Click Next and type the text for your signature and format as required

YoucanformatthetextinyoursignaturebyclickingonFontandParagraph.Whenyouaresatisfied,

clickonFinishatthisscreen,thenOK,thenApplyattheMailFormatTab,thenOKattheMail

FormatTab.CheckthattheUsethisSignaturebyDefaultentryholdsyourname,thencheckifthe

boxistickedbesideDontusewhenreplyingorforwarding.Mostpeopleremovethisticksothat

yoursignatureisincludedwithyouremailmessageallthetime.



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Attachfilestoanemailmessage

Attachmentsarefileswhichyousendwithyouremailmessage.Unlikethetextinyouremail

message,thereceiverwillgenerallyneedtoopenorsavetheattachmentsontheircomputertosee

thecontentsofthesefiles.

Toattach

afile

to

an

email

message:

1 Createyournewmessage.

2 Composetheemailintheusualway.

3 Clickonthesymbolforattachments(mostcommonlythepaperclipsymbol).

4 Browsetofindthefileyouwanttoattachandclickonthisfiletoselectit.

5 ClickonInserttoinsertthefileyouveselectedandtoreturntotheemail.

Ifyouwanttoattachfurtherfiles,dotheabovestepsagain.

6

Spell

check

and

edit

the

email.

7 Sendtheemail.

Figure 16:Choosing an attachment choose the file you wish to insert from the list by clicking on it.

Remember, you may have to change the Look in location. Click on Insertto return to your message.



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Figure 17:Attached files can be seen in the message area. Click on the Send button to send the

email with the attachments.

Notethatwhenyouhaveattachedallthefilesyourequire,youwillseethemsomewhereinyour

message.Iftheyareinterruptingthetextofyourmessage,draganddropthefilestothebottomof

yourmessage,

generally

after

your

signature.

Establishprioritysettingsonanemailmessage

Inmostemailpackages,threelevelsofprioritysettingscanbemade:High,LowandNormal.Togive

anoutgoingmessageaprioritysetting:

Inanewmessagescreen:

1 ChoosetheViewmenu.

2 ClickOptions.

Figure 18: The View menu, Options

3 IntheImportancelist,dooneofthefollowing:



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Tomarkamessageasveryimportant,clickHigh.

Tomarkamessageasnotimportant,clickLow.

Toremovetheimportancelevelsymbolfromthemessage,clickNormal.

Notice,sensitivitysettingscanalsobeshownonmessages.

Figure 19:Message importance can be set at the top of this window

4 ClickonClosetoreturntothemessage.

Ifyouchooseahighprioritylevelsetting,theredexclamationsymbolonyouremailtoolbarwillbe

selected.Ifyouchoosealowprioritylevelsetting,thebluedownarrowwillbeselected.

Figure 20:The priority setting symbols in the toolbar

Forwardanemailmessage

ToForwardanemailmessagemeanssendinganemailyouvereceivedontoathirdperson:

OriginalsenderYouThirdperson

Thisisveryusefulifanotherpersonalsoneedstheinformationinanemailmessagethatyouve

receivedfirst.Youdontneedtoretypethemessage,andifthereareattachmentswiththe

message,theattachmentswillalsobeforwarded.

Toforwardanemail:



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1 Openthemessage.

2 ClickontheForwardbutton.

3 Typeintheemailaddressforthepersonyouareforwardingthemessageto,orinserttheir

emailaddressfromtheAddressBook.

4

Itis

considered

netiquette

to

make

some

note

in

the

text

area

like

For

Your

Information

(FYI)

orForYourActionifthatiswhatisrequired.

5 ClickontheSendbutton.

Figure 21:The Forward button this takes you to a new message screen that has the original

message copied into the message area. At the new message screen, type the email address of the

recipient or insert it from the Address Book.

Figure 22:Forwarding a message it is courteous to type some comment like FYI or For Your

Action in the text area

Createacarboncopyofanemail

Acarboncopyissomethingofanoldworldterm.Inyearspastatypistwouldtypeadocumentand

placeasheetofcarbonpaperbetweentheoriginalandasecondsheetofpaper,orsometimesa

numberofcarbonsheetsbetweenseveralsheetsofpapertomakecopiesoftheoriginal.Inthe



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contextofemail,wecreateacarboncopytosendacopytoanotherpersonorpersons.Ifweusethe

CCfield(carboncopy)intheemailheader,theoriginalrecipientknowswhoelsehasreceivedthe

copy.IfweusetheBCCfield(blindcarboncopy)intheemailheader,theoriginalrecipientdoesnot

knowwhoelsehasreceivedacopy.

InordertoshowtheBCCfield,youmayneedtoturnitonbychoosingtheViewmenu,thenclicking

onBCCfield.

Completetheemailsubjectlineandtextintheusualway,thenclickontheSendbutton.

Somerulesaboutusingemail

ForrulesonInternetusageandemail,youshouldrefertotheInternetusagepolicydocumentin

yourworkplace.Mostorganisationshavesuchapolicydocumentsettingoutguidelinesinthisarea.

Remember,followingtherulesisveryimportantandtheconsequencesofnotdoingthiscanoften

leadtodismissalandperhapslegalactiontakenagainstyouremployeroryourself.

Aswell

as

these

rules,

there

is

an

acceptable

standard

of

Internet

usage,

commonly

known

as

netiquette.

Netiquette

guidelines

1 Rememberatthefinaldestinationofyourmessagethereisaperson.Althoughthemediumis

impersonal,yourcommunicationisnot.Youshouldnotusespeechthatannoys,harassesor

alarmsotherpeople.

2 WhenyouareontheInternetyouareinpublic.Adheretothesamestandardsofbehaviouras

youwouldinreallife.Thatis,beingethicalandlawabiding.Becomefamiliarwithissuessuchas

ethicsandprivacy.

3

Knowyour

audience.

Make

sure

the

message

you

send

is

appropriate

to

the

members

of

the

groupyouarecommunicatingwith.

4 Donotwasteotherpeoplestimewithirrelevantorunnecessaryinclusionsinyouremail.

5 Dontuseallcapitals(uppercase)inyourmessage.CapitalsaretheequivalentofSHOUTING.

Theyarealsomoredifficulttoreadthanmixedcase.

6 Alwaysincludeasubjectlinewhichallowstherecipienttoidentifythecontentsofyour

message.

7 Keepyourmessagesshort,andmakesureyouleaveablanklinebetweenparagraphs.Dont

sendmessagesthatarepagesinlengthapproximately100linesisconsideredthemaximum

length.

8 Clearlylabelanyhumourorsarcasm.Rememberthatwithoutthecuesassociatedwithfaceto

facecommunicationitiseasytobemisunderstood.Emoticonsareoftenusedtoprovide

emotionalclues,forexample, :) isasmileyfacedenotinghappiness, ;) isawinkshowingyou

arejoking.

9 Readcarefullywhatyousendtomakesureyourmessagewillnotbemisunderstood.Alsocheck

yourspelling.

10 Includeyournameattheendofamessage.Youcandothisaspartofasignature.Keepthis

shortandtothepoint.



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11 Dontsendjunkmail.ItisannoyingtoreceivethistypeofmailviatheInternetastherecipient

hastotakethetimetolookatthemessagebeforeitisdiscarded.Itwastestimeandisvery

inconsiderate.

Moreinformationonnetiquettecanbefoundat:

http://www.tafe.lib.rmit.edu.au/olg/netiquette.html

Commonerrormessages

Therearemanyerrormessagesthatmayoccurwhileyouareusingemail.Themostcommonerror

messageissomethinglike:

Yourmessagedidnotreachsomeoralloftheintendedrecipients.

Thereareanumberofcausesforthismessageincluding:

youhavenotenteredthecorrectemailaddress

thepersonnolongerholdsthatemailaccount

thecomputerwherethepersonsemailaccountismaintainedisnotfunctioning

yourcabling(network)structureisnotfunctioning

youarenotloggedon.

Thesolutiontothiserrormessageistochecktheemailaddress.Correcttheaddressifnecessaryand

resend

the

message.

http://www.tafe.lib.rmit.edu.au/olg/netiquette.htmlhttp://www.tafe.lib.rmit.edu.au/olg/netiquette.htmlhttp://www.tafe.lib.rmit.edu.au/olg/netiquette.html


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Figure 23:For an undelivered message, check the email address carefully

Summary

Inthisreadingwevelookedatwhatemailisandwhyyouwoulduseit.Wevedevelopedsome

technicalskills.

These

skills

include

opening

and

replying

to

an

email

sent

to

you,

creating

anew

emailmessage,andconsideringorganisationalguidelineswhenusingemail.Weveseenhowto

createanautomaticsignature,howtoattachfilestoemails,howtoestablishaprioritysettingforan

emailandhowtoforwardanemailandmakecarboncopiesofyouremail.

Termsusedacrossdifferentemailpackagesareverysimilar.Thoughthescreensshownheremight

notbeexactlythesameinyouremailpackage,byusingtheHelpfacilitiesinyourpackage,or

followingthetutorialsintheResearchsectionofthisLearningPack,youwillbeabletofindexactly

howtodothesethingsinyouremailpackage.

Checkyourprogress

Nowyou

should

try

and

do

the

Practice

activities

in

this

topic.

If

youve

already

tried

them,

have

anothergoandseeifyoucanimproveyourresponses.

Whenyoufeelready,trythe'Checkyourunderstanding'activityinthePreviewsectionofthistopic.

Thiswillhelpyoudecideifyourereadyforassessment.



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Practice3

Activity

1:

Understanding

Internet

usage

policy

Listat

least

three

items

you

would

expect

to

find

in

an

organisations

Internet

usage

policy.

Activity

2:

Send

an

email

with

attachment

Emailafriendandattachadocumentorimageyouthinktheymaybeinterestedin.Saveacopyof

theemailyousent.(DothisusingGmailoryourTAFEStudentAccount)

Activity

3:

Use

the

Forward

function

Thinkofasituationwhenyoucouldhave(orhavealready)usedtheforwardfunctioninyouremail.

Tryusingthisfunctionappropriatelywithanemailoverthenextweek.

ForwhatpurposewouldyouusetheForwardfunctionofyouremailpackage?

Activity

4:

Practise

netiquette

Givefourexamplesofgoodonlinemanners(netiquette)foremailornewsgroupdiscussions.



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Research

Youcanlearnmoreaboutusingemailsandnetiquetteprinciplesbysearchingthefollowing

websites.Usethesearchfunctionwithkeytermssuchasemail,emailtutorials,netiquette,

ethicsandprivacy,emoticonsorsupport.Forwebsitesofeducationalinstitutions,youcanfollow

linkssuch

as

study

at

,

IT

support

or

library

and

using

the

Internet.

MicrosoftCorporationathttp://www.microsoft.com

MichaelLernerProductions,LearntheNet.comathttp://www.learnthenet.com

MonashUniversityathttp://www.monash.edu.au/

NetscapeCommunicationsCorporationathttp://www.netscape.com

Sofweb,aninitiativeoftheVictorianDepartmentofEducationandTrainingat

http://www.sofweb.vic.edu.au/

TheNetiquetteHomePageathttp://www.albion.com/netiquette/index.html

UniversityofTechnology,Sydneyathttp://www.uts.edu.au

Visualtutorials.comathttp://visualtutorials.com/index.htm

WorldWideWebfootPressathttp://www.webfoot.com

http://www.microsoft.com/http://www.microsoft.com/http://www.learnthenet.com/http://www.learnthenet.com/http://www.monash.edu.au/http://www.monash.edu.au/http://www.netscape.com/http://www.netscape.com/http://www.sofweb.vic.edu.au/http://www.sofweb.vic.edu.au/http://www.albion.com/netiquette/index.htmlhttp://www.albion.com/netiquette/index.htmlhttp://www.uts.edu.au/http://www.uts.edu.au/http://visualtutorials.com/index.htmhttp://visualtutorials.com/index.htmhttp://www.webfoot.com/http://www.webfoot.com/http://www.webfoot.com/http://visualtutorials.com/index.htmhttp://www.uts.edu.au/http://www.albion.com/netiquette/index.htmlhttp://www.sofweb.vic.edu.au/http://www.netscape.com/http://www.monash.edu.au/http://www.learnthenet.com/http://www.microsoft.com/


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Assessment3

Yourcoach

Max

Dobson,

IT

Manager

at

Fastbear

has

an

Email

task

for

you

to

perform

MaxDobson1MaxDobson

Send

Emails

Canyouemailmethosewebpagesaboutsuitableprintersthatyoufoundearlier?Markthisemail

formyfollowupplease.Ineedtohavealookatit,addmyrecommendationandthenwellsenda

finalprinterrecommendationtotheGeneralManager(GM).

IllreplywhenIvehadachancetocheckyouremailandaddtoit,thenIllgetyoutoforwardmy

replytotheGM.

Oh,makesureyoufollowourorganisationalpolicyandproceduresforemailespeciallysinceyoull

beemailingtheGM!Itsalsoagoodideatofollowgeneralnetiquetteprincipleswhenwritingyour

emails.

ToDo:

1.Createandsendanemailwithsavedwebpagesattached,andmarkthisemailforfollowup.

2.Forwardthereplytoyouremailtoanotherrecipient,andcopyinthesenderwhenyouforward

theiremailon.

FollowFastbearspolicyguidelinesonemailaswellasgeneralnettiquetteprincipleswhen

composingyouremails.

Tips

AskafriendandyoursupervisororfacilitatoriftheycanplaytherolesofMaxDobsonandthe

GeneralManagerinthistask.FortheMaxDobsonroletheywouldneedtoreceiveyouremail,then

sendyouareply.FortheGeneralMangerroletheywouldneedtobetherecipientoftheforwarded

email.

Toshowthatyouhavesenttheemailwithattachmentsandthenforwardedthereply,youcangoto

yourSentboxandprintcopiesoftheemailsyouhavesent.

Tolearnabouttheskillsandknowledgerelatedtothistask,pleaseworkthroughorreviseLearning

Pack3if

you

havent

done

so

already.

Good

luck!



29/54

Internet

Usage

Policy

FASTBEARRURALPTYLTD.

I.Purpose

Todefine

Fastbears

(the

company)

policy

with

regard

to

use,

retention

and

disclosure

of

electronicmailmessagessentorreceivedbythecompany'semployees(orotherauthorised

individuals)usinganyelectronicmailsystemmadeavailableoraccessiblebythecompany.

Thispolicyanditsrequirementsareextremelyimportantandprotectvitalcompanyassets

andinterests.

II.Scope

Thispolicyappliestoallcompanyemployeesandallotherauthorisedusersoftheglobal

electronicmailandmessaginginfrastructuremadeavailablebythecompany,including

Internet,Intranetandonlineaccessprovidersystems.Usersareresponsibleforcomplying

fullywith

this

policy

as

stated,

but

the

company

reserves

the

right

to

modify

this

policy

at

anytime,withorwithoutpriornotification.Violationscouldbethebasisforemployee

disciplineordischarge.

III.Generalpolicy

Electronicmail,includingInternetandIntranetaccess,isprovidedtoemployeesasa

businesscommunicationtoolforappropriateinternalandexternalbusinessuses.Theemail

system(theSystem)isownedsolelybythecompanyandinformationintheSystemwillbe

treatedjustlikeothercompanybusinessrecords,files,electronicrecords,documents,

materialsandequipment.ProhibitedusesofemailaredetailedinSectionIVofthispolicy.

Usersmust

take

particular

care

not

to

disseminate

confidential

company

information

to

unauthorisedusers.Useofthesystemforthecommunicationofpersonal,privateor

confidentialinformationisnotappropriate.Ifincidentaloroccasionalpersonaluseofthe

systemismade,suchuseisstillsubjecttothesamepoliciesandproceduressetoutinthis

policy.

Thecompanyreservestherighttoreviewallcompanyelectronicrecords,includingemail

messages.Therefore,employeesshouldhavenopersonalexpectationthattheirelectronic

mailmessagesareprivate.

Becauseemailmessagesdeletedbytheusermaystillbepresent,eitherinanotherperson's

mailbox,

or

on

a

file

server

or

back

up

file

of

a

user,

care

must

be

taken

to

ensure

the

accuracyandprofessionalismofallemailcommunications.Emailmessagesmustbeableto

withstandscrutinywithoutcausingembarrassmenttothecompany,itsemployeesor

customers.

Allcompanypoliciesincludingbutnotlimitedtopoliciesconcerningcopyright,

confidentiality,harassmentandcompliancewithequalemploymentlawsapplytotheuse

ofelectronicmail.

IV.Proceduresandguidelines

A.AuthorisedUsesofElectronicMail

Allcompanyemployeeswithalegitimatebusinesspurposemayuseemail,maintaininga

separatemailboxaddressforthesendingandreceiptofmessages.



30/54

B.SecurityofEmailConfidentialMessagesandUserPasswords

1 Employeesmustensurethatinternalmessagesmeantonlyforcompanyemployeesare

notsenttooutsiders.

2 Systemusersshouldsecureaccesstotheirmailboxesthroughtheuseofpasswordsand

othersecuritydevicesandshouldnotleavetheSystemonandavailableto

unauthorisedusers.

3 Internet,Intranetand/oronlineaccessproviderservicesandthecompany'sInternet,

Intranetorserviceprovideraddressmaybeusedsolelyforbusinesspurposes.

4 Employeesmaynotrevealanyconfidentialinternalemailnamesandpasswordsof

companyemailuserstoanyoneoutsidethecompany,includingpeoplewhorequest

suchinformationoverthetelephoneandseemtohavealegitimatereasonforasking.

AllsuchrequestsmustbereferredtotheNetworkAdministratorforaresponse.

5 Extremecaremustbetakeninbothconfigurationofthesystemandcontentof

communications

not

to

expose

the

company

to

risk

of

a

security

breach,

harassment

or

sabotage.

6 Recommendedconfigurationofbrowsers:

Minimumrequirementsforbrowsersisthattheyshouldshowatoolbar,buttons

andmustshowtheaddressbar.

Toolbarsanddisplaymaybemodifiedaccordingtousersneeds

Linksshouldnotbevisible

ColoursshouldbesettoUseWindows.

Fonts

should

be

set

to

Latin

Base

Language

script.

Fullscreendisplayshouldgenerallynotbeused.

ForInternetbrowser,homepageshouldbesetasthecompanywebsitehome

page.

C.ProhibitedUsesofEmailSystem

Theseinclude:

sendingcopiesofdocumentsinviolationofcopyrightlawsorlicensingagreements

sendingmessagesprohibitedorrestrictedbygovernmentsecuritylawsorregulations

sendingconfidentialorproprietaryinformationordatatopersonsnotauthorisedtoreceiveit,eitherwithinoroutsidethecompany

contentthatmayconstitutesexualharassmentorbeconsidereddiscriminatory,

obscene,derogatoryorexcessivelypersonal,whetherintendedtobeseriousor

humorous

sendingchainletters

illegalactivity

harassment

exchangingsensitiveinformationrelatedtopossibleoractuallitigation



31/54

personalcommercialactivities

promotionofpoliticalpositionsoractions

solicitationofanytype,exceptforcompanysanctionedactivities.

Employees

cannot

disclaim

responsibility

for

failure

to

adhere

to

these

restrictions.

If

you

needclarificationonanyoftheseprohibiteduses,contacttheITManagerortheNetwork

Administrator.

D.Privacy/AccesstoElectronicMail

Thecompanydoesnotintendtoroutinelymonitorthecontentsofelectronicmail

messages.However,usersshouldexpectthatelectronicmailmessagesmaybeaccessedby

authorisedsupervisorsorSystemAdministratorswithorwithoutthepermissionofthe

employee.However,nootheremployeesmaymonitororaccessemailmessagesofanother

user.

Anyrequests

for

access

to

the

contents

of

email

in

order

to

respond

to

legal

process,

such

as

subpoenas,orforpurposesofrepresentingthecompanyinconnectionwithanyactualor

threatenedlitigation,investigationorclaimmustbebroughttotheattentionoftheIT

Manager.

Unauthorisedaccessofemailmessagesisaseriousviolationofcompanypolicyandgrounds

fordismissal.

E.Emailcompositionguidelines

Emailssenttointernalorexternalrecipientsshouldgenerallyincludethefollowingstandard

features:

subjectlinetobeusedthatsuccinctlydescribesthetopicoftheemail

automaticsignatureofsendertobeincludedthatgivesthesendersname,position,

companynameandtelephonenumber

contentstobespellcheckedbeforesending

prioritysettingtobeusedappropriatelyandasrelevant

attachmentstobeinsertedatendofmessageandlistedinthebodyoftheemail.

V.Responsibilities

Allemployees

must

ensure

that

they

have

management

authorisation

to

use

the

system

andareresponsibleforadheringtothispolicy.Employeesshouldnotifytheirsupervisoror

theITManagerofanyviolationsofthispolicy.

BusinessManagersandDepartmentHeadsareresponsiblefor(a)ensuringthattheir

employeesunderstandthispolicyandformonitoringusagewithintheirdepartment;(b)

ensuringthataccessprivilegesareterminatedwhenappropriateincasesoftransfer,

terminationorchangesofassignment;and(c)cooperatingwithandprovidingresourcesfor

investigationsofsystemuseandmisuse.



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VI.Disclaimers

Pleasebeawareofthefollowingwhenusingemail:

Emailmessagescanbemisdirectedbythesenderorbyanerrorinthemessage

routingprocess.

InternetandIntranetemailreliesonpublicnetworksthatareoutsidecompanycontrol.Servicelevelsandconfidentialitycannotbeguaranteed.

Oncesent,emailmessagescannotberetrievedorremovedfromarecipient'smailbox.

YoullneedaccesstoacomputerwithanInternetbrowserandaconnectiontothe

Internet.



33/54

Terms

Email:electronicmail

Emailaddress:madeupofthreecomponents:name,@symbol,domainnameofcomputerwhere

accountis

maintained;

eg

[email protected]

Emailmessage:thecontentofacommunicationeitherreceivedbyyou,orsentbyyouusingyour

computernetwork

Eudora:apopularfreewareandcommercialemailmanagementprogram

Exchange:MicrosoftsintegratedfaxandemailprogramdesignedforWindowsoperatingsystems

Flame:aninsultingmessageexchangedviaemailorwithinnewsgroups;aseriesofflamesareknown

asflame

wars

Interface:thecomputerscreenyouusetoaccessyouremailaccount

ISP:InternetServiceProvider;thecompanywhichprovidesyouwithaconnectiontotheInternet

Mailinglist:alistofemailaddressestowhichmessagesaresent;youcanusuallysubscribeto

mailinglistsbysendinganemailtothecontactaddress

Network:asystemofconnectedcomputersexchanginginformationwitheachother;egalocalarea

network(LAN)isarelativelysmallerformofanetworkincomparisontotheInternetwhichisa

worldwidenetwork

of

computers

Signature:apersonaltagautomaticallyappendedtoanemailmessage;maybeshort,suchasthe

authorsname,authorsorganisationandtelephonenumber

Snailmail:paperbasedmail

SPAM:multiple,sometimesthousands,ofmessagessenttoanewsgroupormailinglist;canbevery

harmfulasitisoneofthemainwaysthatvirusesinfectlargenumbersofcomputers

mailto:[email protected]:[email protected]:[email protected]


34/54


35/54

Check

your

understanding

4

Doyouthinkyoualreadyhavetheknowledgecoveredinthistopic?Answerthefollowingquestions

tocheckyourunderstandingorcomebacklaterandtryagain.

Emailmessages

in

your

Inbox

or

Sent

box

can

be

sorted

according

to

different

criteria.

Enterthemissingwords:

IcansortmyInboxinto____________,______or______order.

Iwouldupdatemyaddressbookwhenreceivingemailfromsomeonenewby

Enterthemissingwords:

Theprogrammostcommonlyusedforcompressingfilesis______.

Givetworeasonswhyadistributionlistorcontactgroupisuseful.

FiveofthefoldersprovidedinanOutlookstyleworkemailaccountsetupare:



36/54

Reading4: Organiseemail

Thereadingsherewillhelpyoutodevelopyourknowledgeandskillsfor

organisingemail.Thiswillinvolveanunderstandingof:

*Openingandsavinganattachmentreceived

*Searchingforemailmessagesinanemailaccount

*Establishingaprioritysettingonanemail

*Deletinganemail

*Printinganemail

*SortingyourInbox

*Savingemailmessagestoemailfolders

*Manuallyaddinganemailaddresstotheaddressbook

*Creating

adistribution

list

and

using

it

to

send

emails

*Automaticallyupdatinganaddressbookfrommessagesreceived.

Features to organise email 37

Opening and saving an attachment received 37

Compressing a file 39

Searching for email messages in an email account 40

Establishing a priority setting on an email 40

Deleting an email 41

Printing an email 41

Saving email messages to email folders 41

Create a new folder to save emails in 43

Save emails into a folder 43

Sorting your Inbox 43

Manually adding an email address to the Address Book 45

Creating a distribution list and using it to send emails 46

Using a distribution list 49

Automatical ly updating your address book from messages received 50

Summary 51

a


RiverinaInstituteofTAFE,Wagg WaggaCampus,2009.CGVE Version1.0 36


37/54

Featurestoorganiseemail

Agoodemailpackagewillincludefeaturestohelpyoutokeepyouremailmessagesandlists

organisedwhichmaybenecessarytocopewiththegrowingamountofemailsandemail

addressesyoucollectasyouuseyouremailaccount.

Inthis

reading

well

look

at

features

to

allow

you

to:

Saveafilethatissenttoyouasanattachment.

Searchforaparticularemailyouweresentoroneyouhavesent.

Markanemailyousendasapriority(tofollowup)forthereceiver.

Keepyouremailaccounttidybydeletingunwantedemails.Deletingemailsisalsonecessary

tokeepyouraccountwithinasizelimit(thatis,thetotalsizeofallemailfilesreceived,sent

andsavedinyouraccount).

Keepahardcopyofanemailbyprintingit.

Keepasoft

copy

of

an

email

by

saving

it

onto

your

computer.

Keepyouremailboxesorganisedbysortingemailsbydifferentcriteria.Thiswillhelpyouto

findemailstoo.

Useaddressbooksanddistributionslistsyoucreateinordertostoredetailsofpeopleand

theiremailaddresses,andgrouppeoplesoyoucanquicklysendthesameemailtomorethan

oneperson.

Here,welllookatthesefeaturesinMicrosoftOutlook.Ifyouareusinganotheremailpackage,use

theHelpfacilitytofindouthowtousethesefeatures,orgototheResearchsectionofthisLearning

Packand

find

the

tutorials

there.

Openingandsavinganattachmentreceived

WhenyoulookatyouremailinyourInbox,youcanseewhichmessageshaveattachments,as

messageswithattachmentswillhavetheattachmentsymbol(egapaperclip)besidethesenders

name.

Figure 1:The unopened email message has the symbol (paper clip) beside the senders name to

show the message has an attachment



38/54

Whenyouhaveopenedyouremail,ifthereisanattachmentyouwillnoticegraphicsshowingfile

names.Alternatively,youmayseetheattachmentrecordedintheheaderblockwiththeword

Attachments:thenthenameofthefilesattachedlistedbesidethis.

Toopenand/orsaveanattachment,youcanfollowthesesteps:

1

Openattachments

by

clicking

with

your

rightmousebuttononthegraphicof

thefile,oronthenameofthefile

besidethewordAttachments.Youcan

thenchoosefromamenu.

Figure 2:Right mouse click menu

2 Youmaywanttosavethefiletoalocationonyourcomputer.Oftenfilesaresavedandthen

viruscheckedbeforebeingopened.Openingafilecouldinfectyourcomputerwithavirus,so

beverycautiousaboutopeningattachmentsfromunknownsenders.

3 Tosavetheattachmenttoaparticularlocationonyourcomputer,chooseSaveAsthen

navigatethrough

your

system

to

locate

the

folder

you

wish

to

save

this

file

in.

Figure 3:Save the file in the appropriate folder

4 ThenclickonSaveintheSaveAsdialogbox.



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Compressing

a

file

TosavestoragespaceonyourcomputeryoumaywanttocompressthisfileusingtheWinZip

program.Acompressedfilecanalsobesentasanattachment,andthisisusefulifyouwanttosend

averylargefilewhichexceedsthesizelimitofyouremailaccount.

1

Tocompress

afile

you

must

have

Winzip

(or

another

compression

program)

installed

on

your

computer.

2 Locatethefileusingyoursystembrowser,egMyComputerinWindows.

3 RightclickonthefileandchooseAddtoZip.Thisscreenwillbedisplayed:

Figure 4:The WinZip Add screen

4 AttheAddtoArchivebar,namethezipfileyouwishtocreate(probablythesamenameasthe

originalfile).

5 Ifyouarehappyforthezippedfiletobesavedinthesamedirectoryasyouroriginalfile,simply

clickontheAddbutton.WhenyouclickonAddyourfilewillbesavedinaWinZipfile.Ifnot,

clickontheNewbuttontonavigateandfindthefolderyouwouldliketosavethezippedfilein.

Youwillfindyourzippedfileinthelocationwhereyousavedit.

Zippingfilescansaveconsiderableroomonyourharddisk,andcanmakesendingfileswith

attachmentsmusteasierifyouusezippedfileswhentheoriginalfileistoolarge.



40/54

Searchingforemailmessagesinanemailaccount

Alotoftimecanbewastedinlookingforemailsreceivedorsent.Themostefficientwaytoensure

thisdoesnthappenistofileemailsintoappropriatefolders.However,ifyoustillhavedifficulties

locatingemails,youcancompleteasearchonthese.

1

Clickon

the

Find

button

on

the

toolbar.

2 Searchfortheemailyourequire.Youcanchoosewhethertolookonlyinthesendersname

underFromandSubject;orSearchalltextinthemessagebyclickingintheboxbesidethis

entry.ThentypewhatyouwanttosearchintotheLookForbar.

Figure 5:The find button is located at the top of the screen

Establishingaprioritysettingonanemail

Whenyoulocatetheemailyouaresearchingfor,openitbydoubleclickingandsetpriorityby

choosingViewmenu,clickonOptions,thenchooseNormal,HighorLowpriority.Youcanalsodo

thisinanewmessagescreenwhenyouarecreatingamessage.

1 SelecttheViewmenu.ThenchooseOptions.

Figure 6:Choose Options from the View menu

2 NextchoosetheImportancesettingforthismessageasrequiredandclickonClosetoreturnto

themessage.

Figure 7:Choose the importance setting and click Close



41/54

Deletinganemail

YoucandeleteanemailinyourInbox,theSentItemsfolderoranyemailfolderinyoursystem.

Figure 8:The Delete button is located on the Toolbar

Todeleteanemail,clickonthemessagetoensureitishighlighted.ThenpresstheDeletekeyon

yourkeyboardorclickontheDeletebuttonthetoolbaratthetopofthescreen.Thisisasimilar

procedureformostemailpackages.

Printinganemail

YoucanprintanemailinyourInbox,theSentItemsfolderoranyotheremailfolderinyouraccount.

Figure 9:The Printer button is located is located on the Toolbar

Toprintanemail,firstclickonthemessagetoensureitishighlighted.Thenclickontheprinter

buttononthetoolbaratthetopofthescreen.Thisprocedureissimilarformostemailpackages.

Savingemailmessagestoemailfolders

Mostemailpackagesareinstalledwithexistingfolderstructures.InMicrosoftOutlookthefolders

availableforstoringemailsareArchiveFolders,DeletedItems,Inbox,SentItems,Outbox,Drafts,

PublicFolders.

YoucanseeallthesefoldersbychoosingtheViewmenu,thenchoosingFolderList.



42/54

Yourscreenwillnowlooklikethis:

Figure 10: The Folders list is visible

WiththeFoldersListvisible,youcandraganddropanemailmessagefromyourInboxlisttothe

folderofyourchoice.

Thefolderspresentedwillnothelpyoutoorganiseyourmessagesverywell.Youwouldneedto

createyourownfolderstoallowyoutosavemessagesinameaningfulwayforyou.



43/54

Createanewfoldertosaveemailsin

Tocreateanewfolder:

1 ChooseFilemenu.

2

Hover

your

mouse

over

New.

3 ClickonFolder.

Beverycarefultocheckthelocationwhereyouarecreatingyourfolder.

4 Nameyourfolder.

5 CheckthatyouhaveMailitemsintheFoldercontainsbar.

6 Checkthelevelwherethefolderwillbecreated,ieToolboxGroupinthisexample.

7 ClickonOK.

8 YouarethenpromptedtomakeashortcutontheOutlookBar.

Figure 11:Add shortcut dialog box

9

Clickon

Yes

to

see

it

in

My

Shortcuts.

10 YournewfolderisnowcreatedinthefolderlistandyourfolderisshownonMyShortcuts.

Saveemailsintoafolder

TosaveanemailtoyournewfolderyoucandraganddropthemessagefromtheInboxlisttothe

folder.

IftheemailyouwanttosaveinthisfolderisnotvisibleonyourInboxscreen,youwillneedto

changetothefolderwheretheemailisheldbyclickingonthatfolderinthefolderslist.Thenyou

candraganddroptheemailintothefolderyourequire.

SortingyourInbox

YourInboxcaneasilybesortedonsendersname(inalphabeticalorder);Subject(inalphabetical

order)orDateReceived(fromoldesttonewestornewesttooldest).

SorttheemailsinyourInboxbyclickingonthecolumnheaderforeithertheSender(From),Subject

ordateReceived.



44/54

Figure 12:Column headers are located beneath the Inbox title

InFigure12theFromheaderhasbeenclickedsotheInboxissortedfromAtoZ(ascendingorder)of

sendersname.

In

Figure

13,

the

From

header

has

been

clicked

again

so

the

Inbox

is

sorted

from

Zto

A(descending)ofsendersname.

Figure 13:Inbox is sorted from Z to A (descending) of senders name by clicking twice on From

Figure 14:Inbox sorted from A to Z of subject by clicking on Subject

InFigure14,theSubjectheaderhasbeenclickedsotheInboxissortedfromAtoZofSubject.

ClickingasecondtimeontheSubjectheaderwouldcausethelisttobeshownindescendingorder,

fromZto

A.



45/54

Figure 15:Inbox sorted from most recent to oldest message by clicking on Received

InFigure15,thedateheader(Received)hasbeenclickedsotheInboxissortedfrommostrecentto

oldestmessage.Clickingasecondtimeonthedateheader(Received)wouldcausethelisttobe

shownindescendingorder,fromoldesttomostrecentmessage.

ManuallyaddinganemailaddresstotheAddressBook

AnAddressBookisafeaturethatallowsyoutostorenamesandcontactdetails,justlikeapaper

basedaddressbook.Youcanthenlookupsomeoneintheaddressbooktoquicklyentertheiremail

addressinto

anew

email

message.

FromtheInboxscreen:

1 ClickontheFilemenu.

2 SelectContact.

3 Recorddetailsofyournewcontact(asyouwouldinamanualrecord).Enterallnecessary

details,especiallytheemailaddress.

4 ClickonSaveandClosetorecordinyourAddressBook.



46/54

Figure 16:The File menu with Contact selected

Figure 17:Enter the contact details

Creatingadistributionlistandusingittosendemails

Makingadistributionlistentryissimilartostoringanewentry(alsocalledacontact)inyour

AddressBook.However,adistributionlistisagroupofcontacts,sothatyoucansendanemailtoa

group(distributionlist)youcreate,insteadofhavingtoentermanyemailaddressesonebyoneinto

thenewemailmessage.

FromtheInboxscreen:

1 ClickontheFilemenu.

2 SelectDistributionList.



47/54

3 Recordthenameofyournewlist.

4 SelectMembersfromyourAddressBook,ormakenewmembersasnecessary.

5 ClickonSaveandClosetorecordthedistributionlistinyourAddressBook.

Figure 18:Select Distribution List from the File/New menu

Figure 19:Name the distribution list



48/54

Figure 20:The Select Members box in the Address Book



49/54

6 ClickonAddwhenyouhavehighlightedthepersonyouwantinyourdistributionlist.

Figure 21:The Add New Member box

7 GenerallyyouwouldclickonAddtocontactssothispersonisalsoinyourAddressBook

8 ClickonOKtoreturntoyourdistributionlistscreenandcontinueaddingmembers.

Figure 22:You will see your entries recorded in your distribution list

InNetscape,thisisreferredtoasaList.SeethetutorialslistedforNetscapeintheResearchsection

ofthisLearningPack.

Usingadistributionlist

Tosendanemailmessageusingyourdistributionlist:

1 ClickontheAddressBookbuttoninanewmessagescreen.

2 Typethenameofthedistributionlist.

3 Clickonthenamewhenyoulocateitinthedistributionlist.

4 ClickontheTobuttonandthedistributionlistisrecordedintheMessageRecipientslist.

5 ClickonOKtoreturntothemessagetocompleteandsendintheusualway.



50/54

Figure 23:Selecting a distribution list from the contacts list from your Address Book click on the

distribution list, then click the Tobutton. Notice these lists have an icon of two people to show they

are distribution lists.

Automaticallyupdatingyouraddressbookfrommessagesreceived

YoucaneasilyupdateyourAddressBookwhenyoureceiveanemailfromsomeone(thatis,add

theiremailaddresstoyouAddressBook):

1 Opentheemailmessage.

2 Useyourrightmousebuttontoclickonthesendersname.Amenuwillappear.

3 ChooseAddtoContactsfromthemenuthatappears.Thiswillautomaticallytransferthe

sendersaddresstoyourAddressBook.

Figure 24:Selecting Add to Contacts from the right mouse menu



51/54

Summary

Inthisreadingyouhavelearntaboutfeaturesofanemailaccounttoallowyoutoorganiseyour

emailmoreeffectively.

Youcanopenandsaveattachments,includingcompressingthoseattachmentstosavestorage

space.

Youcansortyourinboxinavarietyofwaysandmoveemailmessagestofolders.

Youcannowaddentriestoyouraddressbookforindividualcontacts,bothmanuallyand

automatically;andfordistributionlists.

IfyouareusinganemailpackageotherthanMicrosoftOutlook,usetheHelpfacilityinyour

package,orfollowingoneofthetutorialslistedintheResearchsectionofthisLearningPacktofind

exactlyhowtodothesethingsinyouremailpackage.

Checkyourprogress

Nowyou

should

try

and

do

the

Practice

activities

in

this

topic.

If

youve

already

tried

them,

have

anothergoandseeifyoucanimproveyourresponses.

Whenyoufeelready,trytheCheckyourunderstandingactivityinthePreviewsectionofthistopic.

Thiswillhelpyoudecideifyourereadyforassessment.



52/54

Practice4

Activity1:Compressafile

Selectafileonyourharddisktocompresssothatitisreducedinsizeand,therefore,more

appropriatefor

an

email

attachment.

Writedownthestepsyoufollowedtocompressthefile.

Activity

2:

Search

for

an

email

Listsomecommonwaysyoucansearchforaspecificemailyouhavereceived.

Activity

3:

Create

a

distribution

list

1. UsingyourTAFEstudentEmailorGmail,createacontactgroupordistributionlist.For

example,includetheaddressesofagroupoffriendsorcolleagues.

2. Nowsendanemailtoeveryoneonyourlist(youcouldtellthemyouarestudyingandneed

topractiseusingemail).

3. Viewyourcontactgroupordistributionlistandprintthescreenorwindowshowingthislist.

Aswell,saveacopyoftheemailtoyourdistributionlist.

Whyisitusefultousegroupsordistributionlist?

Activity4:Saveemailstoafolder

1. Createandnameanewfolderwithinyouremailapplicationtosaveemailsto.

2. AsrepliescomebacktoyoufromtheemailyousentinActivity3,savetheserepliesintothe

folder.3. Sorttheseemailsbydate.



53/54

Research

Youcanlearnmoreaboutsearchengines,bookmarksandnetiquette(orwebetiquette)bydoinga

searchusingkeywordssuchassearchengines,tutorialsornetiquette.Youmightliketostart

withthe

following

websites:

http://www.searchengines.com

http://searchenginewatch.com

http://www.lisp.com.au

http://www.albion.com/netiquette/index.html

Youcanalsolookupthesecommonsearchengines:

Googleathttp://www.google.com

Yahooat

http://www.Yahoo.com

MSNathttp://www.msn.com

Lycosathttp://www.lycos.com

AltaVistaathttp://www.AltaVista.com

Netscapeathttp://www.Netscape.com

Askathttp://www.Ask.com

http://www.searchengines.com/http://www.searchengines.com/http://searchenginewatch.com/http://searchenginewatch.com/http://www.lisp.com.au/http://www.lisp.com.au/http://www.albion.com/netiquette/index.htmlhttp://www.albion.com/netiquette/index.htmlhttp://www.ask.com/http://www.ask.com/http://www.ask.com/http://www.albion.com/netiquette/index.htmlhttp://www.lisp.com.au/http://searchenginewatch.com/http://www.searchengines.com/


54/54

MaxDobson

Assessment4:Organiseemail

TheGMhaslookedatourrecommendationsforthenewprinters,andhedlikethebranchestogive

theirfeedbacktoo.CanyousendthebranchesthesameinformationyousenttotheGMandaskfor

theirfeedback?

IllsendyoualistofthebranchITManagersemailaddresses.Youllneedtoaddthesetoyouremail

addressbook,createadistributionlistcalledBranchITManagers,andsendthemthesameemail

youforwardedtotheGM.Oh,anddontforgettoincludemeinthisdistributionlist!

Finally,afterallthiswork,yourinboxwillneedacleanup.Isuggestyousortyourinboxaccordingto

sendersnames

(relevant

to

the

Fastbear

tasks),

then

save

all

these

emails

in

afolder

called

New

printers.

ToDo:

1. CreateadistributionlistthatincludesallFastbearITManagersemailaddresses.Callthislist

BranchITManagers.

2. SendanemailtothemembersoftheBranchITManagerslist.Printthisemail.

3. SortyourinboxsothatallemailsrelatingtoFastbeartasksaregroupedbysendersnames.

4. SaveallFastbearemailsinafoldercalledNewPrinter.

Tips

UsefourofyourclassmatesorfriendstoposeastheFastbearbranchITManagers

YoucouldaskyoursupervisororfacilitatortoplaytheroleofMaxDobson,andincludethem

inyourdistributionlist.

Toshowthatyouhavesortedyourinbox,andsavedemailsintoafolder,youcouldsave

screenshots(astippedinTask2)showingyourinboxlistandfoldercontents.

Tolearnabouttheskillsandknowledgerelatedtothistask,pleaseworkthroughorreviseLearning

Pack4ifyouhaventdonesoalready.Goodluck!

Send and Retrieve 2009 Learning Guide Part 2

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Transcript of Send and Retrieve 2009 Learning Guide Part 2