Practical PC, 7 th Edition Chapter 9: Sending E-mail and Attachments

1. Practical PC, 7th EditionChapter 9: Sending E-mail and Attachments

2. Sending E-mail and Attachments • FAQs • How does e-mail work? • How do I set up local e-mail? • What should I know about Webmail? • How can I organize messages and contacts? • What should I know about sending e-mail attachments? • What should I know about receiving attachments? • How should I deal with spam? • Technology: Compression Practical PC, 7th Edition

3. How does e-mail work? • An e-mail message is a digital document transmitted from one computer to another, usually over the Internet • Computers and software that provide e-mail services form an e-mail system • At the heart of the system is an e-mail server that runs e-mail server software • To access an e-mail system, user must have an account on an e-mail server and the PC must have software that helps user read, compose, and send messages Practical PC, 7th Edition

4. How does e-mail work? • Two types of e-mail systems • Webmail • User connects to the Web to read and compose e-mail messages using Web browser software such as Internet Explorer, Chrome, or Firefox • Incoming mail remains on the server, not on the local computer • Accessible from any computer that has an Internet connection Practical PC, 7th Edition

5. How does e-mail work? • Local e-mail • Runs on the hard disk • Allows user to compose and read mail while offline • Is based on store-and-forward technology meaning that incoming e-mail is stored on an e-mail server until the client computer connects and requests them • Also called POP mail based on the Post Office Protocol software used on the e-mail server Practical PC, 7th Edition

6. How does e-mail work? Figure 9-1 Practical PC, 7th Edition

7. How do I set up local e-mail? • To set up an e-mail account: • Obtain an e-mail address and password on a POP server • Have local e-mail client software, such as Microsoft Outlook, or Mozilla Thunderbird • To read e-mail messages: • Start your e-mail client, connect to mail server, and download messages to your inbox • The Send/Receive button usually initiates download Practical PC, 7th Edition

8. How do I set up local e-mail? • To compose a new message: • Fill in the e-mail header • Type text of the message • Use the Send/Receive button to send the message • Since local e-mail is stored on your hard disk, it is your responsibility to back up your mail Practical PC, 7th Edition

9. How do I set up local e-mail? Figure 9-2 Practical PC, 7th Edition

10. What should I know about Webmail? • To obtain a Webmail account: • Connect to a provider’s Web site and enter required information to obtain an e-mail address, a user ID, and a password • Popular providers include Google Gmail, Outlook.com and Yahoo! Mail • Use a browser to connect to the Webmail site • You can write, read, reply to, and delete e-mail messages Practical PC, 7th Edition

11. What should I know about Webmail? • Benefit of Webmail • Your e-mail will be available from any computer with an Internet connection • Remember to log off so others don’t access your account • Disadvantages of Webmail • Inability to access mail during a power outage • Potential privacy risk of storing emails on a remote server Practical PC, 7th Edition

12. What should I know about Webmail? Figure 9-3 Practical PC, 7th Edition

13. How can I organize messages and contacts? • Organizational tools offered by e-mail clients • Mark as read or unread • Prioritize • Group • Label • Work with threads • Sort Practical PC, 7th Edition

14. How can I organize messages and contacts? Figure 9-4 Practical PC, 7th Edition

15. What should I know about sending email attachments? • An e-mail attachment is a file that travels along with an e-mail message • Files with executable extensions, such as .exe., .com, .bat, and .app, are blocked by most e-mail servers • To send these types of files, zip them first • To help assure recipients that an attachment is legitimate, refer to it in the body of the message • Can also indicate the software used to create the attachment Practical PC, 7th Edition

16. What should I know about sending email attachments? Practical PC, 7th Edition

17. What should I know about receiving attachments? • Most e-mail software indicates an attachment with an icon, such as a paper clip • Double-click the icon to open the message • Use caution when opening attachments; some contain viruses • Make sure antivirus software is set to automatically scan emails as they are delivered to the inbox Practical PC, 7th Edition

18. What should I know about receiving attachments? • E-mail clients handle attachments in different ways • Gmail automatically displays attachments containing photos; Outlook does not • Neither automatically displays attachments containing documents, PDFs, and other types of files • Look for Preview or View button to display the contents • If no such option is available, save the attachment and then open it Practical PC, 7th Edition

19. What should I know about receiving attachments? Figure 9-6 Practical PC, 7th Edition

20. How should I deal with spam? • Spam is unwanted electronic junk mail • Was once a mere annoyance; now it is a major hacking took for cybercriminals • Phishing is an e-mail based scam that is designed to persuade you to reveal confidential information • Use a spam filter • Utility software that captures unsolicited e-mail before it reaches your Inbox • Can also use a disposable e-mail address Practical PC, 7th Edition

21. How should I deal with spam? Figure 9-7 Practical PC, 7th Edition

22. Technology: Compression • Compression • Any technique that recodes the data in a file so that it contains fewer bits • Smaller files produced as a result of compression require less storage space and can be transmitted more rapidly • Used routinely before sending images and other large files as attachments Practical PC, 7th Edition

23. Technology: Compression • Lossy Compression • Discards some of the original data during the compression process • Moderate levels of compression make the information loss unnoticeable • Applying too much compression can produce fuzzy images and low–quality audio • Most techniques have adjustable compression levels • Can be used for image, video, and music files Practical PC, 7th Edition

24. Technology: Compression • Lossless Compression • Compresses a file and then reconstitutes all its data into its original state • Used for text and numeric data files • Can also be used for images, videos, and music • Ways to compress files • Software compression • Automatically compresses data, i.e., camera saving a picture in JPEG format rather than in RAW format Practical PC, 7th Edition

25. Technology: Compression • Compression utilities • Apply lossless compression to shrink file size • Used to shrink files containing text and numbers as well as image and music files stored in RAW, WAV and other non-compressed formats • Compressing files is often referred to as zipping • Compression utilities can be used to zip multiple files into one package • Windows supplies a compression utility that produces compressed folders Practical PC, 7th Edition

26. Technology: Compression • Unzipping a folder extracts the files and folders and reconstitutes them to their original state • Folders that display a zipper contain compressed files Practical PC, 7th Edition

27. Technology: Compression Practical PC, 7th Edition