What is email? E-mail (electronic mail) is the exchange of computer-stored messages by telecommunication. E-mail is one of the protocols included with the Transport Control Protocol/Internet Protocol (TCP/IP) suite of protocols. A popular protocol for sending e-mail is Simple Mail Transfer Protocol and a popular protocol for receiving it is POP3. Both Netscape and Microsoft include an e-mail utility with their Web browsers. Email is short for 'electronic mail'. Similar to a letter, it is sent via the internet to a recipient. An email address is required to receive email, and that address is unique to the user. Some people use internet-based applications and some use programs on their computer to access and store emails. Key benefits and features of using email It's quick your recipient receives your email as soon as they go online and collect their mail. It's secure. It's low cost. Photos, documents and other files can be attached to an email, so that more information can be shared. One email can be sent to more than one recipient at a time. 1 P a g e
How to get an email account When it comes to choosing an email account, there are lots of options. Most internet service providers (ISPs) offer email addresses with a broadband account and some offer more than one email address so that members of the family can set up separate email accounts through the main internet account. However, quite a few people like internet- or web-based email accounts called webmail because of their flexibility. They allow you to view and send email on a dedicated website that can be accessed from anywhere rather than just from your home computer. Things to consider when choosing a webmail account How you ll access your webmail account. Would you prefer to use a program on your computer to access emails e.g. through a program such as Microsoft Windows Live Mail? Or would you just access your emails via the internet? Features that you may need for example, unlimited storage space if you send and receive large files, free sign-up. Extra features like these may incur a charge. Security. Does the account offer good security and virus protection compared with others? How does it deal with spam? What are its privacy policies? Reviews. How does the account compare with other webmail accounts and how do people rate it? Ask around or look at review websites to give some idea of people s experience with the provider are they happy using it or have they had problems? Gmail, Yahoo! Mail and Outlook.com are the most popular webmail accounts currently. They all offer similar features such as: the ability to create folders within your inbox to sort your emails; spam filters: instant messaging and chat: and the ability to access emails via internet-enabled mobile phones. The internet has a lot of information about different webmail providers. Research these to get an idea of what services they offer. Once you have decided on your provider, you need to sign up and set up an account. You ll have to think up a unique email address and username. Be prepared to rethink either of these as someone may already have bagged your first choices. You ll need to give a password for security and logging into your account. You may also be required to give an alternative email address in case of technical difficulties or lost passwords. In addition, with some accounts you may have to provide some personal information so that you can be identified as the right user. Make sure that you familiarise yourself with the privacy policy of the webmail provider. A link to it should be easy to find. Once sign-up is complete, you ll be able to log into your account with your new username/email address and password and start emailing. 2 P a g e
How to send an email Email is a great way of communicating with friends and family at the touch of a button, no matter where in the world you are Read on to learn: how to begin composing a new email where to add recipients to your email where to input your subject line how to send your email or save it as a draft, for later 3 P a g e
The following steps show you how to send an email using a Gmail account. However, many email accounts or applications follow a similar process for creating and sending a new message. You ll need: a computer with active internet connection an email account set up and ready to send and receive emails. Follow these step-by-step instructions to send an email Step 1: Log in to your Gmail account so that you are on the dashboard (main page) of your mail account. Step 2: Click Compose. Step 3: A new blank email window will open up. In the To box, type in the email address of the recipient. 4 P a g e
Step 4: You might want to include someone else in your email to keep them in the loop. You can do this by clicking Cc or Bcc, which will open another field. Cc means carbon copy and Bcc means blind carbon copy. Adding an email address to the Cc field means that that person will receive a copy of the email and all the other recipients will see their email address. If an email address is put into the 'Bcc field, the person will get a copy of the email but no other recipient will see that address. If you are sending the same email to lots of different people, it s a good idea to put all the email addresses in the Bcc field to keep your mailing list confidential. That way, there s no chance that it could fall into the hands of a spammer or hacker. 5 P a g e
Step 5: The subject field allows you to give the recipient an idea of the topic of your email, like a heading. You don t have to put anything in the subject box, but it can help when viewing and sorting email. Step 6: Email text can be formatted in a similar way to text in a word document. You can change the font style, colour and size using the formatting icons. You can also create bullet points and check the spelling of your email. Choose your formatting from the menu shown. 6 P a g e
Step 7: Type your message in the main body field of your email. You can format your email using the options that are available on the toolbar. To add a link in the body of your email click on the insert link icon, then add the 'Text to display' and then a web or email address, finally click OK. 7 P a g e
Step 8: When you re happy with your email, click the blue Send button at the bottom of the compose window. 8 P a g e
Step 9: The email you ve sent will now be stored in the Sent Mail folder on your Gmail dashboard. You may have to run your mouse pointer over the Inbox folder link to see the other folders. 9 P a g e
Step 10: You may start an email but then decide to come back to it later rather then sending it straightaway. Gmail saves your drafts automatically. So you can simply close the email and the unfinished email will be saved to your Drafts folder. When you decide that you re ready to send it, you can retrieve it from the Drafts folder by clicking Drafts and then clicking the correct item in the Drafts folder list. Finish the email and click Send as normal. 10 P a g e
Email safety tips Email is a wonderful tool for sending and receiving a lot of information quickly and securely. However, it s important that your personal information remains secure and safe and that you aren t open to viruses or hackers. Here are some safety tips when using email: Change your password regularly and keep it in a safe place. Don t share your password with anyone. Don t open attachments from anyone you don t know. Log out or sign off from your account when you ve finished looking at/sending your email. Don t reply to spam or forward chain emails. Keep your personal information personal don t share bank or credit card information by email. Your bank will not discuss your private financial situation by email. If you receive any correspondence that claims to come from your bank, telephone your branch to verify it and discuss the matter over the telephone instead. Make sure that you have antivirus software installed and keep it up to date. 11 P a g e
How to Add Your Gmail Account to Outlook Using IMAP If you use Outlook to check and manage your email, you can easily use it to check your Gmail account as well. You can set up your Gmail account to allow you to synchronize email across multiple machines using email clients instead of a browser. RELATED ARTICLE Email Basics: POP3 is Outdated; Please Switch to IMAP Today We will show you how to use IMAP in your Gmail account so you can synchronize your Gmail account across multiple machines, and then how to add your Gmail account to Outlook 2010, 2013, or 2016. Set Up Your Gmail Account to Use IMAP To setup your Gmail account to use IMAP, sign in to your Gmail account and go to Mail. Click the Settings button in the upper, right corner of the window and select Settings from the drop-down menu. 12 P a g e
On the Settings screen, click Forwarding and POP/IMAP. Scroll down to the IMAP Access section and select Enable IMAP. Click Save Changes at the bottom of the screen. 13 P a g e
Allow Less Secure Apps to Access Your Gmail Account RELATED ARTICLE How to Secure Your Gmail and Google Account If you are not using 2-factor authentication on your Gmail account (although we recommend you do), you will need to allow less secure apps to access your Gmail account. Gmail blocks less secure apps from accessing Google Apps accounts because these apps are easier to break into. Blocking less secure apps helps keep your Google account safe. If you try to add a Gmail account that does not have 2-factor authentication on, you will see the following error dialog box. It is better to turn on 2-factor authentication in your Gmail account, but if you would really rather not, visit Google s Less secure apps page and log in to your Gmail account if prompted. Then, turn on Access for less secure apps. 14 P a g e
Now you should be able to continue to the next section and add your Gmail account to Outlook. Add Your Gmail Account to Outlook Close your browser and open Outlook. To begin adding your Gmail account, click the File tab. On the Account Information screen, click Add Account. On the Add Account dialog box, you can choose the E- mail Account option which automatically sets up your Gmail account in Outlook. To do this, enter your name, email address, and the password for your Gmail account twice. Click Next. (If 15 P a g e
you are using two-factor authentication, you ll need to get an app password from this page.) The progress of the setup displays. The automatic process may or may not work. If the automatic process fails, select Manual setup or additional server types, instead of E-mail Account, and click Next. 16 P a g e
On the Choose Service screen, select POP or IMAP and click Next. 17 P a g e
On the POP and IMAP Account Settings enter the User, Server, and Logon Information. For the Server Information, select IMAP from the Account Type dropdown list and enter the following for the incoming and outgoing server information: Incoming mail server: imap.googlemail.com Outgoing mail server (SMTP): smtp.googlemail.com Make sure you enter your full email address for the User Name and select Remember password if you want Outlook to automatically log you in when checking email. Click More Settings. 18 P a g e
On the Internet E-mail Settings dialog box, click the Outgoing Server tab. Select the My outgoing server (SMTP) requires authentication and make sure the Use same settings as my incoming mail server option is selected. 19 P a g e
While still in the Internet E-mail Settings dialog box, click the Advanced tab. Enter the following information: Incoming server: 993 Incoming server encrypted connection: SSL Outgoing server encrypted connection TLS Outgoing server: 587 NOTE: You need to select the type of encrypted connection for the outgoing server before entering 587 for the Outgoing server (SMTP) port number. If you enter the port number first, the port number will revert back to port 25 when you change the type of encrypted connection. Click OK to accept your changes and close the Internet E-mail Settings dialog box. 20 P a g e
Click Next. Outlook tests the accounts settings by logging into the incoming mail server and sending a test email message. When the test is finished, click Close. 21 P a g e
You should see a screen saying You re all set!. Click Finish. 22 P a g e
Your Gmail address displays in the account list on the left with any other email addresses you have added to Outlook. Click the Inbox to see what s in your Inbox in your Gmail account. Because you re using IMAP in your Gmail account and you used IMAP to add the account to Outlook, the messages and folders in Outlook reflect what s in your Gmail account. Any changes you make to folders and any time you move email messages among folders in Outlook, the same changes are made in your Gmail account, as you will see when you log into your Gmail account in a browser. This works the other way as well. Any changes you make to the structure of your account (folders, etc.) in a browser will be reflected the next time you log into your Gmail account in Outlook. 23 P a g e
Outlook Password on Startup User can set the password for PST file as the following steps: 1.Click the File tab. 2.Click Account Settings, and then click Account Settings. 3.On the Data Files tab, click the Outlook Data File (.pst) for which you want to create a password, and then click Settings. 4.Click Change password. Note: The Change Password button does not appear if you are using an Exchange account. Your network password is used to access your Exchange account and information. 5.In the Change Password dialog box, in the New password and Verify password boxes, type the new password. The password can be up to 15 characters and is case-sensitive. 6.Click OK to set the password. For Exchange account, you may try to go File > Info > Account settings > Select your Exchange account and change it > More settings > Security Tab > Check the option "Always prompt for logon credentials" 24 P a g e