Computer Basics 4
E-mail Basics
E-MAIL
E-mail or ‘electronic mail’ allows you to send and receive messages from anyone in the world with an e-mail
address. To access e-mail you need an e-mail account, the e-mail address of the person you would like to send
a message to, and internet access. To access e-mail you must go to your email provider (i.e. gmail.com,
yahoo.com, Hotmail.com etc.) by writing that URL into the address bar.
E-MAIL TERMS
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Inbox - When emails first arrive in your email they are put into your inbox.
Checkboxes/Selection Options – in order to move/delete/archive/or report messages,
they have to be first checked by simply clicking on the checkbox of each message, if
you want to select all, click the top checkbox.
Archive/All Mail- To archive messages and move them away from the inbox, click on
this button to archive those messages.
Sent -The sent folder will save a copy of every email that you send, unless you have
turned this setting off.
Drafts – Your drafts folder will hold emails that are not completed, and have not been
sent. To send one of these emails, open it, finishing writing in it, and send it. To archive
messages and move them away from the inbox, click on this button to archive those
messages.
Spam/Junk- Spam is email that is basically junk email. It is email that is sent to
numerous email addresses at the same time. This folder deletes emails after they have
been held for a certain amount of time. Spam messages in the inbox should be reported
as spam and forward will be considered that.
Yahoo Layout:
Hotmail/MSN
Layout:
7 Trash/Deleted - Your trash folder (also called the delete folder in some emails) will hold
emails that you have chosen to discard. Emails in this folder will be deleted after about
a week or so.
This work was created by PPL.
This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License. You are free to copy, distribute,
transmit, and adapt this work provided that this use is of a non-commercial nature, that any subsequent adaptations of the work are placed
under a similar license, and that appropriate attribution is provided where possible.
SENDING A MESSAGE
1) Log into your E-mail account.
2) Click Compose Mail to create a new e-mail message.
3) In the To: field, type the e-mail address of the person you’re sending the e-mail to.
- Add CC and Add BCC: CC is Carbon Copy.
It’s the same as To except the status indicates you are getting a copy but are not the primary
addressee. BCC is Blind Carbon Copy and is hidden. It is used to send out a mailing without
everyone knowing the other addresses
4) Then, click on Subject and type in the subject of your message.
5) Then, click in the large white box and type out your
message.
6) Finally click on the Send
This work was created by PPL.
This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License. You are free to copy, distribute,
transmit, and adapt this work provided that this use is of a non-commercial nature, that any subsequent adaptations of the work are placed
under a similar license, and that appropriate attribution is provided where possible.
E-MAIL ATTACHMENTS
1) Follow steps for “SENDING A MESSAGE”
2) Click Attach a file (paperclip). A new window will open up. Click My Computer.
3) Find your flash drive on the list. Double click on it.
4) You are now inside your flash drive and can see all the saved files. Double click on the file you
want to attach.
5) The file should now be attached to your message. Look below the subject box for a paperclip with
the name of the file written beside it. This means the document is attached.
6) Type a message explaining the attachment in the body section of the e-mail (the large white box).
Click Send when you’re done.
RECEIVING A MESSAGE
1) Log into your e-mail account.
2) Click on Inbox
3) Select the message you wish to read by clicking on the subject line.
4) Once you are finished reading chose from one of these options:
Reply: Click to reply to the message you have open.
Reply All: Click to reply to the sender and all the other recipients of the message you have open.
Forward: Click to forward all of the contents of the message you have open, including any attachments, to
another person.
Delete: Click to delete the message you have open. An alternative method is to click the box next to the
message you wish to remove and then click Delete.
DELETING A MESSAGE
 Select the message you want to delete by checking the box of the message.
 Then click on the trash icon
, this can also be done when the message is open.
This work was created by PPL.
This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License. You are free to copy, distribute,
transmit, and adapt this work provided that this use is of a non-commercial nature, that any subsequent adaptations of the work are placed
under a similar license, and that appropriate attribution is provided where possible.
PROFESSIONAL EMAILING TIPS
Excerpted from: Email Etiquette - Tips for Professional Email By Dawn Rosenberg McKay,
Mind Your Manners: Say please and thank you. Address people you don't know as Mr., Mrs., or Dr. Only
address someone by first name if they imply it's okay to do so.
Watch Your Tone: It is very difficult to express tone in writing. You want to come across as respectful,
friendly, and approachable and not curt or demanding.
Be Concise: Get to the point of your email as quickly as possible, but don't leave out important details that will
help your recipient answer your query.
Be Professional: Stay away from abbreviations and don't use emoticons (the smiley faces). Do not use a cute
or suggestive email address for business communications. Start with a greeting and end with a salutation.
Use Correct Spelling and Proper Grammar: Use a dictionary or Spell Check before sending a message. While
you can write in a conversational tone, pay attention to basic rules of grammar.
Wait to Fill in the TO Email Address: Completely proof the email to ensure it looks exactly the way that you
want, then type in the recipient’s email address. This will keep you from accidentally sending an email
prematurely.
SPAM
A lot of the email that you are going to receive is called Spam. Spam is basically junk mail. Your email
does filter for Spam, and puts these emails into the Spam folder. But many times after you use an
email address for a while you will start to receive spam that does not get filtered out. You will report
them as Spam by choosing an email, and clicking on the Spam button. Here are some guidelines for
the things you should report as spam:
CAUTION: don’t download any attachments on a spam message, increased rick for also downloading
a computer virus that can greatly damage your computer.
Free Things or Quick Cash- Have you ever heard that nothing good is free? Well as far as email is
concerned that is true. You will almost never receive anything free through your email or a legitimate
offer to get cash fast.
Loans- Do not trust any loan offers that you receive through your email. Loan offers that are too
good to be true are just that.
Sexual or Online Dating- Any emails for online dating sites or sexually based sites that you did not ask
for should be reported as spam.
Propaganda- If you get an email that is trying to get you to agree to a political position or stance it
should be avoided.
Unsolicited Offers- Any offers to enter for prizes or special deals that you did not ask for should be
reported as spam.
School Admission- Often times for-profit colleges and institutions will send out unsolicited school
entrance emails. Even if you are looking to go back to school these should be considered spam.
This work was created by PPL.
This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License. You are free to copy, distribute,
transmit, and adapt this work provided that this use is of a non-commercial nature, that any subsequent adaptations of the work are placed
under a similar license, and that appropriate attribution is provided where possible.
PUTTING YOUR KNOWLEDGE TO THE TEST
1. GET AN EMAIL ACCOUNT

If you don’t have an email account, go
to www.gmail.com and create your
own account.
- Remember your Username
and Password so you can check
your messages again later!


Click on Create an Account. This will
take you to the Create an Account
webpage.
Complete the steps to create an
account. (If you have questions, ask
your instructor.)

When finished, click on the button:
“I accept. Create my account”
2. SECURE PASSWORD
 Type Password Safety Checker into the Google Search Bar.
 Click on the link for microsoft.com (“Password Checker”).
 Try to find a safe password with the high strength.
3. COMPOSE A NEW EMAIL MESSAGE

Compose a new email to your own e-mail or [email protected].

CC yourself on the message.

Type “Email practice” in the Subject line.

Follow the steps under “E-mail Attachments”

Attach the Sample Formatted Resume from the Desktop.

Write a message in the body section of the new email.

Click Send.

Now check your Inbox for this new message.
This work was created by PPL.
This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License. You are free to copy, distribute,
transmit, and adapt this work provided that this use is of a non-commercial nature, that any subsequent adaptations of the work are placed
under a similar license, and that appropriate attribution is provided where possible.