Conventions used in this document: Keyboard keys that must be pressed will be shown as Enter or Ctrl. Objects to be clicked on with the mouse will be shown as Icon or. Cross Reference Links will be shown as Appendix A. Tips will be shown in this format. The table of contents is interactive. Click on any topic to go directly to that section of the document. You can return to the table of contents at any time by holding down the Ctrl key while you press and release the Home key (Ctrl + Home). Table of Contents EMAIL ACCOUNTS... 2 EMAIL PROVIDERS... 2 Microsoft (MSN)... 2 Google... 2 Yahoo... 2 CREATE AN EMAIL ACCOUNT... 2 EMAIL ACCESS... 3 POP3 AND IMAP... 3 IMAP (Internet Message Access Protocol)... 3 POP3 (Post Office Protocol)... 3 EMAIL PROGRAMS AND APPS... 3 Internet Browser... 3 Microsoft Sign-in... 4 Google Sign-in... 4 Yahoo Sign-in... 5 Mail and Calendar App... 5 Mail App Initial Set Up... 5 Dedicated Email Programs... 8 RECEIVE EMAIL... 8 EMAIL FOLDERS... 9 Inbox Folder... 10 Junk or Spam Folder... 10 Drafts Folder... 10 Sent Items Folder... 10 Deleted Items or Trash Folder... 10 Archive Folder... 10 Custom Folders... 10 MANAGING INCOMING EMAILS... 10 Outlook Apps... 10 Search Mail and People... 11 Settings... 11 Help... 11 Outlook Toolbar... 13 ATTACHMENTS, INSERTS, AND LINKS... 14 ATTACHMENTS... 14 INSERTS... 14 LINKS... 15 WRITE AND SEND E-MAILS... 15 CONTACTS... 16 CREATE A NEW EMAIL... 17 Address the Email... 17 Enter and Format the Text... 17 Insert a Picture... 18 Attach a File... 18 Send the Email... 18 REPLY TO OR FORWARD AN EMAIL... 18 Reply and Reply All... 18 Forward an Email... 19 Page 1 Revised 8/26/16
Email Accounts Electronic Mail (Email) is a method of exchanging digital messages between computer users. You must establish an Email account with an Email provider. The Email provider will provide an Email address and will require that you create a password to use the account. You can than access your Email account and send and receive Email messages from other users who have an Email account. Email message are transmitted electronically. The major Email providers use the internet to transmit messages. This is the method we will discuss and use. You are not limited to any one provider and you can create more than one Email account. Email accounts are often used to sign in to various services on the internet. Email services are typically free to the user. Email Providers An Email provider will let you create an Email account and will provide all the services needed to let you send and receive Email messages. Major providers will also provide additional services with your account beyond just Email. Microsoft (MSN) You already have a Microsoft account if you created one to sign in to Windows 10 on your computer. Microsoft accounts use the names MSN, Hotmail, and Outlook for their accounts. A Microsoft account gives you access to additional services: OneDrive online storage Online Office programs Windows Store Microsoft Calendar And More Google You may already have a Google account if you use an Android Smartphone or Tablet. Google uses the name Gmail for their Email accounts. Additional services from Google include: Google Drive online storage Google Docs (Office type programs) Google Calendar Web Store And More Yahoo Yahoo uses the name Yahoo for their accounts. Additional services from Yahoo include: Yahoo Calendar 1 TB of Email storage Create an Email Account You can create a new Email account by visiting the Email provider s website. Microsoft Account Google Account Yahoo Account If you are creating a new account be sure to use the Sign Up option rather than the Sign In option. You will be asked to complete a form that will require some basic information about yourself. The information is just to help them identify you and does not require any risky information. You will also be directed to create an Email address. The address must be unique and will include the identifier for your provider. Use the space provided on the form for your Email address. There will be help available to make the address unique if you need it. All Email addresses use the format Emailname@isp.com or net. You will also be required to create a password for the account. There will be requirements for creating the password such as password length and valid characters. You may have to enter the password twice for verification. To create a secure password, follow these guidelines: Create a unique password, do not use a password you have used for any other account. Use at least 8 characters. Do not use Names, Dates, Whole Words, or Phrases. Include at least one each of the following in your password; Capital Letter, Number, and Punctuation. Example - fnk7rd?3 Write the password down before you enter it and keep it in a safe place. Page 2 Revised 8/26/16
You will probably have to verify that you are a human by responding to a Captcha box. Captcha will require you to type in the text you see in an image. The image will be distorted so that a computer robot cannot tell what is in the box. If you cannot tell what is in the box you can request another text or you can select a voice option that will read the text to you. You can create as many additional Email addresses as you want. You may actually create some Email addresses that will be used only for sign in purposes and not actually used for Email. Husbands and Wives can have their own individual Email addresses. You can also create a buffer Email address. A buffer address is one that you do not use as a regular mail. Instead you use it as an address to give out when you don t want to reveal your private address. I use my buffer address whenever I am asked to give an Email address at a public location such as a Home Show giveaway. Email Access POP3 and IMAP POP3 and IMAP are the protocols used to store your Emails for viewing. The selection of a protocol will determine how you can access and view your emails. Some ISPs will let you choose which of the protocols you want to use. IMAP (Internet Message Access Protocol) As indicated its name, this protocol is designed to give you easy access using the internet. The IMAP protocol is used by Microsoft, Google, and Yahoo for their Email services. IMAP is also called Web-based Email. This is the easiest protocol to use and I recommend it for all beginners. All of your emails are stored on a server located at your ISP. Access to your Emails is available anywhere you have internet access. Access only requires your Email address and Password. POP3 (Post Office Protocol) The POP3 protocol is so named, because your Emails are downloaded and stored on your computer similar to the mailman delivering an envelope to your mailbox. Once an Email is delivered to your computer it can only be viewed if you have access to the computer. If you access your Email from different devices, you may not have all of your emails in one location. Additional settings beyond your address and password are also required to set up POP3. There are some ISPs that only use POP3 and do not have an IMAP option. If you have POP3 only, you will have to contact your ISPs Tech Support for information on how to set up your account on your computer. I recommend POP3 as an option only for more advanced users. Email Programs and Apps You must use a program or app designed to access email. If you have multiple email accounts, you can use the same program or app to access all of your accounts. Internet Browser You can use any of the Internet Browsers available to view your Email accounts if you use the IMAP protocol. Your Internet Browser cannot be used if you have a POP3 account. Your ISP maintains a webpage where you can sign in and use any of your IMAP Email accounts. Access is simple: 1. Open up your Browser of choice. 2. Go to your ISPs webpage address. The address can be added to your favorites or bookmarks for quick access. The address can also be set as your home page so it opens immediately as you open the Browser. 3. Type in your email address. You can check the box that says remember me so that the address will fill in automatically. 4. Type in your Password. On your home computer you may be prompted by the Browser whether you want the Browser to remember the Password. If you select yes, the password will be entered automatically the next time you sign in. 5. Press the Enter key to log-in. Page 3 Revised 8/26/16
6. If you have selected the automatic options, you will not have to re-enter them and you will log-in automatically the next time. Add the webpage to your favorites or bookmarks after you have signed in. On a Public Computer, never select any options on any webpage or program that will remember or save your username, email address, or password. Microsoft Sign-in Access to the various Microsoft E-mail domains are available at https://www.outlook.com. If you are not currently signed in the sign in webpage will be displayed. Enter your full Email address and password and press the Enter key. Optionally you can select the button. Google Sign-in Access to Google Gmail is available at https://accounts.google.com/login. If you are not currently signed in the sign in webpage will be displayed. Enter your full Email address and password and press the Enter key. Select to enter another email address. Page 4 Revised 8/26/16
Yahoo Sign-in Access to Yahoo mail is available at https://login.yahoo.com/. If you are not currently signed in the sign in webpage will be displayed. Enter your full Email address and password and press the Enter key. Mail and Calendar App Windows 10 automatically installed the Mail and Calendar app (commonly called the Mail app) with the installation of Windows 10. If the Mail app has been removed it can be reinstalled from the Windows Store. The Mail app is capable of accessing both IMAP and POP3 emails. You can also access multiple Email accounts from the Mail app. You can open the Mail app with the shortcuts already placed on both the All Apps menu and the Start Screen. You can also pin it to the Windows Taskbar. Mail and Calendar App Shortcuts All Apps Menu Start Screen Windows Taskbar There are also similar mail apps available for other operating systems such as Android Gmail and Apple Mail. You are not required to use the Mail app. A major shortfall of the Mail app is its inability to filter Spam and Junk mail. I personally do not use the Mail app. Mail App Initial Set Up The first time you activate the Mail app you may have to initialize its set up. During the set up you will have to add at least one valid Email account and can add as many as you want. You can also create a new Microsoft Email account. You will not have to go through the set up procedure if the Mail app was previously set up. To set up the Mail app: Page 5 Revised 8/26/16
1. Open the Mail app. 2. If the Mail app is not yet set up the set up window will display. 3. Activate the Get Started button. 4. The Add Accounts window will display. 5. Activate the Add Account button. Page 6 Revised 8/26/16
6. The Choose an Account window will display. Select the type of Email account you want to add. 7. Depending on the type of account selected the appropriate Sign in window will display. Enter the full Email address and Password of the account you want to add. You can also select to create a new Microsoft account. 8. Activate the Sign in button to add the account. 9. If you activated an IMAP account, the account is set up automatically. If you set up any other type of account, you will be presented with screens asking for additional information. Check with your Email provider for assistance with the Page 7 Revised 8/26/16
additional information required. 10. Activate the Done button. 11. The Accounts window will display again with any accounts added listed. You can immediately add another account or you can click the Ready to go button to open the Mail app and view your Email inbox. Dedicated Email Programs Receive Email There are also programs designed to set up and view POP3 Email. You may be required to use one of these programs if your POP3 Email account cannot be added to one of the mail apps or if your business requires it. I would recommend that beginners use IMAP instead of POP3 if possible. Two recommended POP3 Email programs are: Microsoft Outlook part of the Microsoft Office Business Suite and also available as a standalone program. Outlook must be purchased and installed on your computer. Mozilla Thunderbird A free program available for download and installation at Thunderbird. The Email protocols, IMAP and POP3, require that all Email programs work in a similar manner. Each program will have a slightly different layout and some of the controls and their names may differ. However, every Email program will let you view and reply to your incoming emails and will let you create and send your own Emails. I will demonstrate using Email with a Microsoft hotmail account viewed in the Edge browser. Microsoft emails will be viewed in any Internet Browser by using the Outlook webpage whether they use the msn, hotmail, or outlook Email domain. Yahoo and Google Email will also use their unique webpage interface to view your Emails, regardless of the Internet Browser you elect to use. You are not required to use the Edge browser and can use any of the available programs or apps. The procedures I will describe are common to all programs and apps. Page 8 Revised 8/26/16
Open the program that you use to view your Email and sign in with your Email address and password. The first window you will view will display your Inbox and will contain Emails you have received. Select any folder and the Emails held in that folder will be listed in the window frame to the right. Select any individual Email and its contents will display in the same window frame. Email Folders All Email programs utilize folders to help organize and store your Emails. Email folders are similar to the folders you use to store your data files in. However, access to an Email folder is only available from an Email program. Some folders are common to all Email programs even though their name may be different. Your Email provider may also include some specialty folders unique to the provider. And there are custom folders available that you can create yourself. Folders are typically accessible by activating the shortcuts located at the left hand of the window. Each folder is named based on its contents. When a folder is selected and opened its contents are viewable in a window frame usually directly to the right of the shortcuts. A number on a shortcut indicates the number of unread Emails contained in the folder. Page 9 Revised 8/26/16
Inbox Folder The inbox is the default folder displayed when you first sign in. The inbox contains all of the emails you have received but not yet deleted or moved to a different Email folder. Unread Emails are highlighted or are listed in bolder text. Previously read Emails are listed in a lighter text. Junk or Spam Folder The Junk or Spam folders hold Emails that have been classified as such. Most Email programs have some sort of Spam Filter that will automatically move Emails to the Junk or Spam folder. You can override the classification if an Email has been wrongly identified as Spam. Many programs will also let you designate an Email as Spam and the program will learn to automatically classify certain types of Emails as Spam based on your input. Drafts Folder The Drafts folder will hold any Emails that you have started to create but have not yet sent to the recipient. This includes New Emails and Replies to Emails you have received. Sent Items Folder The Sent Items folder holds any emails that you have sent to another person. This includes replies to Emails you have received. Deleted Items or Trash Folder This folder functions similarly to the Recycle Bin. Any Emails you delete will be moved to this folder. Some programs will let you bypass this folder and immediately remove from the computer any deleted Emails. You can also manually delete Emails from the folder. Some Email programs will automatically remove deleted Emails after a set period of time. Archive Folder The Archive folder is not a standard folder. It functions as storage folder for Emails that you want to save for a period of time and separate them out from other Emails. You can move an Email to the Archive folder with the Archive control or Click and Drag it to the folder, Custom Folders You can use the Archive folder or you can create your own folders for storage of Emails. When you create a folder you can name it to indicate the contents you will be storing in the folder. In the example I created a Custom folder call Receipts Custom. You do not have to use the word custom in the name. I plan to move all incoming Emails that have a receipt for a purchase into this folder for later access. It also helps organize the Emails and makes it less likely that you will accidentally delete an Email. Managing Incoming Emails All Email programs will have a Control Area that will contain all of the controls and their associated commands needed to manage the program. They will also make available alternative menus that contain commands you can apply to the object you selected with a Right Click. As in the Outlook webpage, the commands available in the control area in other programs may change based on what you have selected in the program. Outlook Apps The Outlook apps will let you access the programs and apps made available to you with your Microsoft Account. Activate the button to drop down the apps menu. The People app contains all of your contacts. Contacts is a database of information about people you communicate with including their Email address. Activate any app to open it on the screen. Page 10 Revised 8/26/16
Search Mail and People The Outlook search box will only search your Emails and the People app. Click in the Search box and type in your request. Suggestions will appear as you type. Settings The settings button will drop down a menu of areas that can be changed. Help The settings request. button display a Help box to the right of the window. You can select from one of the topics listed or you can type in a Page 11 Revised 8/26/16
Page 12 Revised 8/26/16
Outlook Toolbar The Outlook Toolbar contains command for managing individual Emails. Always select and view the email you want to affect before activating a command. Outlook Toolbar commands Command Control What it does New Drops down a menu from which you can select to write a new Email or add a Calendar event to the Microsoft Calendar. Reply Delete Drops down a menu so you can reply or forward the selected Email. You can add your own comments that will be sent with the contents of the original Email. Select Reply to automatically address the Email to the sender of the original. Select Reply all to automatically address the Email to the sender and all other addressees of the original. Select Forward to manually enter an Email address to send the Email to a party not previously addressed. Will delete any currently selected Email. The Email will be sent to the Deleted Items folder. Archive Will send any currently selected Email to the Archive folder. Junk Drops down a menu with options for Junk mail. Select Junk to classify the Email as Junk. Future emails will be evaluated by Outlook and will also be classified as Junk if they match characteristics of this Email. Sweep Sweep will drop down a Dialog box with options for deletion of Emails. These options will be applied automatically if selected, use with caution. Move to Will drop down a menu of folders to which you can move the currently selected Emails. All basic Email folders will be listed, select the button to display all folders. Select a folder from the list to move the selected Emails to that folder. Page 13 Revised 8/26/16
Outlook Toolbar commands Command Control What it does Categories Categories are not available with the IMAP protocol Email. They are only available if you use POP3. I recommend you use custom folders in place of categories if you want to organize your Emails. More More drops down a menu with additional options that can be applied to an Email. This options are also available on the alternative menu for any Email. Attachments, Inserts, and Links Users of Email can add other components to an Email that can be sent to the recipient. These include separate files that may be inserted into the body of an Email or attached and sent with the Email. They can also create Hyperlinks (Links) into the body of an Email that will take you to a new webpage if activated. These components can represent a strong element of risk to the recipient. Attachments An attachment is a separate file that is attached to the Email by the sender and sent with the Email. The file can contain virtually anything including malicious computer code called a Virus or Malware. The file could also be entirely innocent and contain a picture or other information. The problem is that you don t know what is in the file until it is opened. And once you open the file whatever is in it will run or be displayed immediately. You will not have a second chance to stop it if it is malicious. You have a reasonable level of protection if you have an active antivirus program running and it is current with the latest updates. Plus, some Email programs will scan an attachment automatically before you can open it. However, I would recommend extreme caution before opening any file attached to an Email. Never open attachments from strangers. In today s world pictures are shared via Facebook, Snapchat, and other sharing programs rather than Email. If you do decide you want to open an attachment, there will be a control in your Email program indicating that the attachment is available. The attachment will open when the control is activated. Inserts An insert will put the contents of a file into the body of an Email. The recipient will view it as just a picture or text within the Email. There is no separate file to be opened. Inserts are much safer than attachments. The possibility of malicious code is eliminated when a file is inserted. If you want to send pictures via Email, I strongly recommend that you use the Insert method only. I also recommend that you ask those that are likely to send you pictures to use the Insert method also. Page 14 Revised 8/26/16
Links There is an option to create a link inside an Email. You have used links in webpages to visit other webpages. Links are designed to give you a description of where you will be going when the link is activated and the corresponding internet address. Unfortunately, this process can be abused. A link can be created that indicates a location in the description but the internet address actually directs you to a totally different webpage. This method called Phishing is used by Identity Thieves and to initiate Drive by Downloads. You may receive a seemingly legitimate Email that is spoofing an Email that purports to be sent from a legitimate source. Phishing schemes have imitated Banks, the IRS, Public Officials, and many more. The Email may promise something fantastic or it may tell you have a major problem that can only be corrected if you click on the link. The Email can include Company logos stolen from online and may even have legitimate links to some of the company s webpages. However, it contains at least one major link that will take you to a webpage created by the Phishers that will also look official but is not. Once you have gone to the Phishers webpage you are viewing their bogus information: Identity Thieves will try to trick you into filling in a form and give them personal information allowing them to steal your identity. Others will direct you to a webpage that will immediately download a malicious file onto your computer. You will be unaware this is happening until the file activates itself. Once activated it can do almost anything including taking over your computer. There is a solution that can remove all risk from these malicious links: Never click on a link in an Email. This includes friends and family because their Email can be spoofed also. The risk far outweighs the reward. Instead, write down what is being communicated. If it is an update, write down the company name and what is to be downloaded. If it is a problem, write down which company purports to have the problem and briefly what the problem is. Then close the Email and do not click on the link. Open your Internet Browser and type in the address of the company yourself or use a favorite or bookmark you created previously. When you are on the website look for the download or problem yourself. If the download or problem is real you can correct it and know that you are already on a safe official website. But don t be surprised if you don t find the problem or download and thank yourself for averting a potential disaster. You can learn more about these and other risks on the Internet at Safe Computing Practices. Write and Send E-mails All Email programs contain a built in Word Processor that you use to compose your outgoing Emails. The word processor will function and can be used as any other word processor, such as WordPad or Microsoft Word. You will have limited formatting options available to apply to your text. To compose a new Email, activate the button on the toolbar and select. Other Email programs could use the name Write, Compose, Create, or New to indicate creating a new Email. The program will display a new window that contains all of the tools to create an Email. Address Boxes Workspace Control Area The Workspace and Control area together make up the word processor. The address boxes are unique to Email. Page 15 Revised 8/26/16
Contacts A contact is information stored in a database about a person you want to communicate with. Contacts make it easier for you to address your Emails. The Microsoft contact database is called People. To use People with Outlook you must minimally enter their name and Email address. You can also use People as an Address Book and enter many more details such as addresses and phone numbers. To view and manage your contacts: 1. Activate the Outlook Apps button. 2. Activate the People button. Alternatively, you can activate the People app directly from the All Apps menu or the Start screen. You enter a new contact or edit an existing contact using a form with labeled fields that you can input data in. You do not have to fill in all of the fields. Page 16 Revised 8/26/16
Add a new contact by activating the contact information. Edit an existing contact by activating the preserve the revised contact information. button on the People toolbar and fill in the contact s information. Activate Save to preserve the button on the People toolbar and revise any field. Activate Save to Some contacts cannot be edited or deleted directly from People. These are usually contacts that have been imported from Facebook or another social media. These contacts will have to be managed in Facebook or the other social media program that created them. Create a New Email You start with a blank slate when you create a new Email. You will have to input all of the information. Address the Email You must enter each of the Email addresses that you will send the same Email to. You can enter multiple addresses. Addresses can be entered from your contacts in People or they can be typed in manually. Addressees can be entered as a primary recipient, a Cc, or Bcc. Every recipient will receive an identical copy of the same Email. To enter Email addresses: 1. Open a New Email page. 2. Click the button to drop down your full contact list or start typing a contacts name in the address box to drop down a list of contacts that match the name typed. As soon as you see the address you want you can select it and it will be entered in the address box. 3. Repeat step 2 to address multiple contacts. 4. You can optionally add a Cc Box and/or a Bcc box by activating the buttons to the right of the Address box. 5. Click in either the Cc or Bcc address box and follow step 2 to enter an address. 6. Click in the Add a subject box and type a subject line for your Email. Subject lines should be between 10 and 40 characters in length. Enter and Format the Text You will utilize the workspace to enter the text for your message. Typing in the Email workspace is identical to typing in any other word processor. You can review the notes on how to type and format text in a word processor at WordPad. Outlook has a number of formatting options available on the Outlook toolbar. Each control has a tooltip that will describe what the command attached to the control will do. The options in Outlook are almost identical to the options found in WordPad. You may not find all of the exact same options in another Email program but they will be very similar. Page 17 Revised 8/26/16
If you do not see the format toolbar click on the button to display the toolbar. If the toolbar is not visible, you will be typing in Plain Text mode which only will apply the default format settings. Insert a Picture Pictures can be inserted directly into the body of the Email. This is the safest way to send pictures. To insert a picture: 1. Select the location in the body of your email and click to place the insert point where you want the picture to be inserted. 2. Activate the Insert pictures inline button Attach a File 3. This PC (File Explorer) will open on the screen. 4. Navigate to the location on your computer of the file that contains the picture. 5. Double Click the file or select the file and activate the Insert button to insert the picture into the Email. 6. Repeat steps 1 through 5 for any additional pictures. You can also attach a file to the Email. Sometimes this is the only way to send the information. This can be a safe method as long as you and the receiving party know that the attachment is coming. Just don t surprise them as they may have read my notes and won t open the attachment. To attach a file and send it with an Email: 1. Activate the Attach button 2. This PC (File Explorer) will open on the screen. 3. Navigate to the location on your computer of the file you want to attach. 4. Double Click the file or select the file and activate the Attach button to attach the file to the Email. 5. Repeat steps 1 through 4 for any additional files. Send the Email At any time, you can exit the Email program while you are in process of creating an Email. You will be prompted to save the Email to the drafts folder. Select yes and save the draft. Later you can open the drafts folder and reopen the Email draft and continue. When you have completed the Email you can send the Email to the addressees. Do not take this action until you are sure the Email is done because the action cannot be undone once activated. Activate the button to send the Email. Activate the button if you want to abandon the Email and not save it to the drafts folder. Reply to or Forward an Email Reply and Reply All You can reply to an Email unless you are specifically told in the Email that a reply is not possible. When you reply to an Email it will open in the Compose page of your Email program. The default setting is for the original contents to appear inline in the Email and a blank space is created for you to type in any comments. The address of recipients will be automatically entered in the To box. If you select Reply, then only the sender will be addressed. If you select Reply all, then all original addresses will be entered. The subject box will automatically be filled in with a Re: reference to the original subject. You can edit the subject if you want. Page 18 Revised 8/26/16
Automatic Address and Subject Your Comments Original Content Activate the button to send the reply. Activate the button if you want to abandon the reply and not save it to the drafts folder. Forward an Email Forwarding an Email is similar to replying. The Email you are going to forward will open with the original content inline. You will have a blank space to enter any comments. The main difference is that no addresses are inserted for you and you will have to address them yourself. A minor difference is that the subject box will automatically be filled in with a fw: reference to the original subject. Activate the button to send the reply. Activate the button if you want to abandon the reply and not save it to the drafts folder. Page 19 Revised 8/26/16