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Email, Thunderbird (or Apple Mail)E-mailApple MailThunderbirdWriting/sending emails

Information Literacy I – EN(IL1) Course

E-mail SystemMessage delivery

A letter arrived from White Goat

Black Goat gobbled it up unread

Nothing for it but to write a letter right back

I'm sorry, what was it thatyour letter said?

The above translation is taken from the blog of by Matt Treyvaudhttp://no-sword.jp/blog/2009/10/goat_mail.html

“Goat Mail” (Yagi-san yuubin) is a very popular Japanese children’s song

Electronic mail (E-mail)

A method of exchanging digital messages using digital devices.Store-and-forward system.Mainly used for communications via computer networks.Historically, one of the services available via the Internet.

Exchanging Mails

The following 4 main steps can be identified:1. Writing and editing2. Sending3. Transmission4. Reception

Sending, Transmitting, Receiving

Writinga message

To: Mr.Black Goat

From: Mr.White Goat

Sending server

Server to process the

message

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

Example of Sending Failure:Incorrect Configuration of the Sending Server

Writinga message

To: Mr.Black Goat

From: Mr.White Goat

Sending server

Server to process the

message

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

Writinga message

I do not know this sending server!

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

To: Mr.Black Goat

From: Mr.White Goat

Example of Sending Failure:Incorrect Configuration of the Sending Server

Writinga message

To: Mr.Black Goat

From: Mr.White Goat

Sending server

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

The sender is suspicious!I will deny to transmit, because

(s)he did not pass authentication.

Example of Transmission Failure:Incorrect Configuration of Authentication

Writinga message

To: Mr.Red Goat

From: Mr.White Goat

Sending server

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

What? There is no Red Goat at this

address!

Example of Transmission Failure:Incorrect Address

Writinga message

Sending server

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

I do not know this receiving server!

To: Mr.Black Goat

From: Mr.White Goat

Example of Transmission Failure:Incorrect Configuration of the Receiving Server

Writinga message

Sending server

Receiving server

Receivingthe message

Relayingserver

Relayingserver

Relayingserver

This receiver is suspicious!I will deny to transmit, because

(s)he did not pass authentication.

To: Mr.Black Goat

From: Mr.White Goat

Example of Reception Failure:Incorrect Configuration of the Receiving Server

It is rare, but system failures occur as well

Writinga message

Sending server

Receiving server

Relayingserver

Receivingthe message

Relayingserver

Relayingserver

To: Mr.Black Goat

From: Mr.White Goat

Dear customers, we are sorry to inform you that today, due to

maintenance/malfunction/overload the mailing system is out of order.

Configuring an e-mailsoftwareMozilla ThunderbirdThunderbird is a free e-mail software, which is available for Mac, Windows, and Linux

Apple MailAvailable on MacOS and iOS(available in English here in TokyoTech)

E-mail account settingsFollow the configuration procedures very precisely, when installing Thunderbird on your personal computer.Remember that you first need to download and install the Thunderbird software on your PC.

Configuring an e-mail software

Detailed information/tutorial available from Tokyo Tech Portal:choose “Online guides” → “Setting up e-mail applications”Instructions available for Thunderbird, Outlook, and Mail.

IMAP (vs POP3)

E-mail protocol IMAPSynchronization with e-mail server (also for folders, tags, etc.)Convenient for high-speed networks, for use with smartphones

Another e-mail protocol POP3 is outdatedDo not use it!Messages are download to your computer/phone and removed from the server,Thus the messages are not available anymore from webmail or another device. It was (maybe) good when using a single device, but not convenient anymore!

Get your Tokyo Tech mail auth ID

Specific to TokyoTech.You do not need such ID for your private email accounts (gmail, yahoo, …)

ConfiguringApple Mail software

Select “Other Mail Account”

Note: You can also use for your private email and then choose Google/Yahoo/…

ConfiguringApple Mail softwareName: Choose a meaningful name! (not a funny nickname)E-mail address: Input your TokyoTech address(In the form: ****.*.**@m.titech.ac.jp)

Note: When clicking “Sign In”, there will be a warning/error. It is normal. Apple Mail does not know details about Tokyo Tech servers.

ConfiguringApple Mail softwareUser Name: TokyoTech mail auth ID

Note: Usually username and email address is the same. But not in TokyoTech.

Note: In Thunderbird, it is necessary to provide more information: port numbers

Configuring Apple Mail softwarelist of messages content of message

• From: sender• To: receiver• Cc: “copy-receiver”...

foldersto order

messages

ConfiguringApple Mail software

Possible to configure many optionsYou can check more by yourself

ConfiguringThunderbird softwareVery similar to Apple Mail.Roughly same information needed, but:-explicit port numbers-explicit protocols

Advantages of Apple Mail (or Thunderbird)It is fast

No need to login to Tokyo Tech portalCheck how fast the Inbox opens – vs Tokyo Tech Webmail

Multiple accounts can be handled (working, home, etc.)Advanced folder handlingAdvanced customization,including themes (skins)

ComposingMessages

Three types of destination addresses

The message will be sent to the address(es) written in the following fields:

To – Main destinationCC – Carbon CopyBCC – Blinded Carbon Copy

Basics etiquette for e-mail communication

Typically, one receives a few dozens e-mails a day.E-mail messages are typically “long” (a few paragraphs).Use your Tokyo Tech e-mail account (also from your smartphone) when communicated to the faculty members.Remember to configure your account to show your real name.

Basics etiquette for e-mail communication (cont)

When composing your message, add the subject that summarizes the contents and/or the topic of your letter.Always begin your message with the name of the person, whom you are referring to.When writing for the first time, state your name, the student number, the class, followed by the contents of your inquiry.

Example of good and not-so-good emails

Thank you for all your messages!

Example of good and not-so-good emails

Thank you for all your messages!

Purpose of Tokyo Tech e-mailThe main purpose of your Tokyo Tech e-mail account is to support your communications on the topics related to your studies.In particular, it will be used by Tokyo Tech for:

Notifications of cancelling classes (for instance, in the case of influenza outbreak)

Providing supplementary materials for classes

Announcements from Student Support Division

Etc.

Check regularly, once per day

Methods for protecting e-mail systems

IMAP + SSL/TLSPOP3 + SSL/TLSSMTP + SSL/TLS

IMAP (and POP3) are the protocolsfor incoming e-mailSMTP is the protocol for outgoing e-mailBut what is SSL/TLS?

Potential risks in Internet communications

Authentication failure: A fake mail-server may try to pose as the Tokyo Tech mail-server to steal users’ messages.

Information leakage: The communication over the network is intercepted, causing the leakage of username and password, so that the account may be hijacked.

Tampering: The messages sent and received by the user may be changed in the process of transmission, and also fake messages can be inserted.

Measures used in SSL/TLSto protect e-mail systems

Authentication: Identity of the e-mail server is certified and confirmed.Encryption: Communication with the server is encrypted.Tamper resistance: Keyed cryptographic hash functions are used as checksums.

SSL/TLS is the fundamental technologyfor protection of the Internet communication

Secure communication between web browsers and web serversAuthentication (certificate verification)Confidentiality (encryption)Integrity (tampering detection)

Security risks concerning e-mail systems

Do not trust the message headerAttached files: Careful! They are potentially dangerous!Visiting malicious websites: Careful! Do not click just any link, as it may be dangerous! (Your PC may get infected by malware just by visiting a malicious website.)Automatic opening of multimedia data (photos, videos, etc.) is potentially dangerous!

Identifying phishing

These are two recently received messages

Suspicious or not?

This cannot be right!

Suspicious or not?

I have never heardof this service

Suspicious or not?

If a valid digital signatureis included, we can trustthe message, right?

Suspicious or not?

This is too informalfor the bank!

Suspicious or not?

These expressionslook strange

Suspicious or not?

Why are they first talkingabout authorization, but then suggest me

to register?

The evolution of phishing

Phishing poses a real threat!

At the first glance, this message is from Resona Holdings, but if you just check, the link is pointing to a mysterious address www.v-i-p8.com(a closer look shows that this is a company located outside Japan)

Summary of key points

E-mail system – computer analogue of postal mail.Handled using e-mail software, some of which is free.(Thunderbird as an example.)Software must be (downloaded, installed), and configured prior to use.IMAP is the recommended e-mail protocol.

Summary of key points (cont.)

Various options can be used when composing and sending messages.In particular, copies of the same message can be sent to several addresses at once (To:, Cc:, Bcc:).Basic etiquette must be followed when writing e-mails.Security settings guarantee protection against unauthorized access to your private information (SSL/TLS).On top of this, measures must be taken to prevent phishing and other illegal activities.

1st Test – E-mail

Your answers should be submitted via the Google Form: https://forms.gle/u8wqLM7WgbLj1Ssj6 (link also on the website).

To be completed by May 24, 23:59.

You are allowed to submit your answers multiple time, the last submission before the deadline will be considered final.

This test is mandatory – it is a part of your course evaluation.

NB: Depending on the settings of your browser, some text in the above form may appear in Japanese. In any case, write your answers in English.