Internet

Internet

Sending, receiving, sorting electronic mails


Course contents

• Overview: Electronic mails

• Lesson 1: Create your mailbox

• Lesson 2: Read and send mail

• Lesson 3: Organize your mail

• Lesson 4: Protect yourself


Electronic mail, or email or e-mail is a funding application of networked communications.

The web was invented only in early 1900’s, but email dates back to early 1965 when all the users connected to a computer could exchange messages.

When several computers were able to communicate, email naturally extended to Internet.

Overview: you have mail!


Course goals

• Send and receive electronic mail; plain text or with attachment.

• Organize your mail.

• Know security.

Lesson 1

Create your mailbox


Gmail by Google

Many reasons to use Gmail:

About Gmail.

1. It’s free;

2. It integrates Google search;

3. It’s secure;

4. It’s fast;

5. You get a lot of space to store your messages…


Let’s get started: create your mailbox

The first step is to create your personal mailbox in Gmail.

http://gmail.com/

1. Connect to http://gmail.com/

2. Click on Create an account.

Next time you use Gmail, you can enter your Username and Password to connect to your own account.



And fill in the questionnaire:

http://gmail.com/

1. Your first name and last name2. Your login name. You must think

about it: this name will be used as your email address in the form [email protected].

You must choose a name that has a good meaning for you, that represents you, and that your friends can remember.

3. Click on the button to see if the name is available.




http://gmail.com/

4. Choose a good password.A good password includes letters and numbers and other signs.Do not use your name as password. Do not use a word that can be found in a dictionary.Do not trust the Gmail tool that tells that your password is good.Examples: C=H15ess RE82a\ra 87DI-fie L/IZe08s S.P14arg




http://gmail.com/

5. Do you want to stay connected or be automatically disconnected?

6. Web History can be a privacy issue: Google will collect data about what you are doing, what you prefer, what do you search for; so in the future it can give more appropriate results.




http://gmail.com/

7. Do you want Gmail to change your home page? Maybe not.

8. Choose a security question and answer.The security question is used in case you forget your password. To verify your identity, Google will ask you this security question. You have to provide this same answer to recover access to your account.Don’t lose your password!




http://gmail.com/

9. If you forget your password, Gmail can send a reminder to that address.

10.Enter your country.




http://gmail.com/

11.Enter the Captcha word.You can read the word waksints in red but a computer cannot.If you can read Gmail is sure you are a human.Other examples:




http://gmail.com/

12.Read the term of service (or not) and click on the I accept button.

Done!

You can change the information at any time. But you cannot change your mailbox name!


Your mailbox

After a few advertisement pages, you get the first glimpse at your mail box.

You already have few welcome messages, sent to you by Gmail.

Click on Sign out. To disconnect.

http://gmail.com/


Suggestions for practice

1. Go and create your Gmail account.

Lesson 2

Read and send mail


Your mailbox

On your mail account you have:

1. A list of mail folders, default is Inbox.

2. Some labels to sort the messages.

3. Actions to apply to the messages.

4. The list of messages with a sender, a title, arrival date and time, etc.


Your mailbox


1. A button to refresh the page an see the new messages.

2. Some buttons to navigate in the list of messages.

3. An old mail, in normal character.

4. And unread mail, in bold characters.


Your mailbox


5. A search box.

6. A button to Sign out.

7. A button to change your settings.


Reading a message

Click on a message subject, you access the contents of the message.

You can see:

1. The sender of the message.

2. The subject.

3. The contents of the message.


Reading a message

Click on a message subject, you access the contents of the email.

You can see:4. A button to delete the message.

5. Buttons to access other messages.

6. A button to reply to the message.


Your mailbox

Click on Inbox to go back to the list of messages.

There are 2 more messages with a symbol . It means the message has a file attached to it.


Reading a message

Look at the first message.

It has an image attached: the image is shown with the contents of the message.

You can view the image in Internet Explorer, or you can download the image file to your computer.


Reading a message

Look at the second message.

It has an PowerPoint file attached attached: the PowerPoint is not shown.

But you can download the presentation to your computer.

Gmail offers you to look at the presentation inside Gmail, but it is very slow and there is no animation.


Reply to a message

Click on the Reply button. It replies to the author of the original message only.

You can write your response message.

1. This is the space where you write you mail.The original mail is copied in that space; with a vertical bar in the left.It is better to reply after the original mail, it is more logical.


Do not do top-posting!

It is considered more correct to type your reply below the text you are replying to.

Write your reply after the text you cite, so you can do several citation/reply in your email.

Gmail and all mail clients offer you to reply before the original message, this is bad.

If you reply before, you include all the original message, sometimes it is too long.

A top-posting problem!


Reply to a message


2. Some buttons to format the text and check the spelling.

3. A place to list the recipients: this is a reply so the original sender is already included.


Reply to a message


4. Buttons to change the headers of the message:

• Edit the subject

• Add a Carbon Copy

• Add a Blank Carbon Copy

• Attach the original file or a new file


Reply to a message


5. Click on Send to send the mail.You see the conversation, with

the message you received and the reply you just sent.

A conversation is an original mail and the replies, and replies to replies, etc. that come after the first message.

Other systems call that a thread.


Reply to a message

Beside the Reply button, there is a Forward button that you can use to send a copy of this message to other persons.

In a forwarded message, the subjects starts with Fwd:

In the menu with the arrow you can send the reply to all the recipients of the original mail: reply only goes to the author.


The arrow menu

This menu has other features that allows you to delete the message, print it, etc.

Functionalities like filter and phishing will be explained later.

With Show original you can see the message as it is really transmitted over Internet. That may be useful in case of problems.


The arrow menu

Note the Compose Mail button on the top left of the page: you use it to start a new message, not following any existing conversation.

Click on Compose Mail.

You get a blank message to fill in.

You must enter one recipient, if there are several, separate the names with a comma.

You may omit the Subject.


Attach a file

Click on Attach a file to enclose a file to your mail.

Browse your computer to find the file to attach; and click Open.

You may attach several files to one message.

Click Attach another file.

And repeat the process.

Click Remove to delete an attachment.



1. Read your mails.

2. Send a new mail to a friend.

3. Send a new mail to many friends, attach an image.

4. Reply to a friend (do not reply to Gmail Team messages)

5. Reply to many friends, attach an image.

6. Forward a message to a friend.

Lesson 3

Organize your mail


Your contacts

The Contacts button on the left allows you to manage your address book.

The buttons and are used to add new contact, with one or several address.

You can edit, delete, group, etc. your contacts.


Your contacts

When you are writing an message, click on To:

You get a new window with your list of contacts.

You can search for, and select your correspondents in the list.


Search your mails

You can enter any words in the search field.

Gmail will give you the list of all messages that contain the words you entered.


Search your mails

If you need a more detailed search, click on Show search options.

You get access to a form where you can search emails by sender, recipient, subject, date, etc.

The pull menu Search allows you to select the mail folders you are searching, read/unread messages, etc.


Star messages

The star next to each message is used to mark some messages as important.

Click on the star to mark a message. Click on Starred, or select Starred in the search options, to see all the messages with a star.


Move around

Make a mark in the checkbox to select a message.

Click on Move to and select the mail folder where you want to send the messages.

You can select any pre-existing mail folder or create a new one.


Move around

Click on Personal in the menu on the left. You see the messages have been moved there.

You can also notice that the messages have a tag saying Personal.


Manage labels

If you use the button Labels instead of move to, you will add a new tag label.

You can also notice that the messages have 2 tags saying Travel and Personal.


Manage labels

If you remove all the labels of a message, you will not be able to find the message in any mail folder.

The message has not been deleted, it is just lost.

You can see it if you look at All Mail.


Sort your messages

Search for the messages you want to move.

Click on All to select all the messages.

Move them, label them.


Add a filter

A filter uses rules to select a message and applies actions to it.

Click on Create a filter.

You can filter a message by sender, recipient, subject, etc. just like in Search.

However you cannot filter by date.


Add a filter

You must fill in at least one criteria.

Then click on Next Step.

Choose one or several actions to apply to the messages that are selected by the filter.

You can automatically add a label, delete the message, add a star, forward it to another address, etc.

Gmail gives you a list of existing messages that match the filter; you can apply the action to theses.


Separate your addresses

You may consider opening a private mailbox to receive all your personal messages.

This allows you an easy and clear separation of your work and private mail.

You can handle mail in different way, you may want to share your work mail, but not your private mail, etc.



1. Add me in your contacts: [email protected]

2. Add some of your friends in your contacts.

3. Search for all messages that have the word “phone”.

4. Search for all messages sent by Gmail team.

5. Move them to Personal.

6. Create a label “Olivier”.

7. Create a filter that will add the label “Olivier” to all messages sent by me.

Lesson 4

Protect yourself


Google Buzz

Gmail gives you access to Google Buzz.

A social network by Google, like Facebook or Twitter.

Be very careful if you are using Buzz, you will be sharing your list of contacts with everybody.

You can change the settings to hide Buzz.


Protect yourself

Your mailbox is new, it receives only few messages.

As time passes by, you start receiving more and more mail.

Some wanted, some unwanted.

Some safe, some unsafe.


Protect yourself

Gmail does a good job at removing unwanted and unsafe messages.

But you better understand some rules, just in case…


Spam

Rolex, Viagra, Health Insurance, Giant Tomatoes, University Degrees, 貴方も一儲けしませんか , you see it all.

The longer you have your email account, the more people know you and the more spam you will receive.

Using your Gmail address to subscribe to free services on Internet will get you more and more spam. Use a disposable address.


Spam

Spam is not dangerous, but it is annoying.

There is the risk that good mail get lost in the middle of spam.

Gmail sorts spam and stores it under the label Spam.

Check your Spam label from time to time; Gmail deletes the messages after 30 days.


Phishing

Phishing is a serious threat.

Phishing impersonate your bank, your employer, Gmail Team, etc. They ask for your password, your bank account, your credit card number...

This is a simple phishing email; see it is full of errors like using olivier2553 instead of my real name.


Phishing

This email sends you to a phishing web page.

When you click on the link, it will send you to a fake Gmail page.

Its purpose is to steal your password by making you believe this really comes from Gmail.


Phishing

Phishing is an offense.

If the pirate gets the password to your bank account, he can steal your money!

You can Report phishing with one simple click.


Phishing

You still have a doubt?

Check for confirmation.

Your bank or your web team will be able to confirm by phone.

Security is just one phone call away.

Never, ever type any password or credit card number in a page you received by email.


Virus

Gmail does good job at removing email that contain a virus.

You won’t see them.


Virus

But virus detectors are always a step behind new viruses, so they can't detect 100% of them

There is always a short time when you are not protected from new viruses.

Be careful all the time when a message has an attachment.


Virus

Ask yourself:

1. Do I know the sender? 2. Does the sender usually write

to me in that particular language? (receiving a message in English from an BU colleague)

3. Does the sender usually send me this sort of message? (a business relation should not send a joke message)


Virus

Ask yourself:

4. Does the sender use that signature? 5. Why is the sender sending me this

file? 6. Do I trust the sender to be actively

looking for viruses?

If you answer no to any question, do not open the attachment. Ask for confirmation.

Better safe than sorry!

Internet

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