All About Email

What We'll Learn

  1. How email works
  2. How to use email on your device

The Power of Email

Although it's great to phone and speak with someone personally and immediately, often people are not available when we want to be in touch with them. Email is a powerful tool for sending a message that another party can pick up and reply to when convenient.

In order to understand how email works, let's look at the following diagram:


Here are a few things to be aware of:
  • All of your email travels through Internet post offices, and is stored there unless you delete it. 
  • You can access and work with your Internet post office from anywhere and on any device.
  • You need to know your email account and password, and set up options to recover it if it is forgotten or compromised.
  • Your device will store some of your email locally so you can work with it when not connected to the Internet.
  • If your email account is with your Internet service provider, you risk losing your email account if you ever decide to switch providers.


Working with Email

Email can be broken down into four screens or activities:

Although these screens may be different on different devices, the functions and principles are the same.
 


List Screen and Inbox

The first screen you will see when you enter email is the inbox. This is a list screen, showing you multiple email messages that you have not yet read, or that you have read and left in your inbox. Here are a few things to observe:

  1. There will be a number displayed, indicating the number of unread messages in your inbox.
  2. The list screen should show you a summary of the messages that includes: Who sent it, a subject, and when it was received.
  3. From the screen you have a number of actions that you could choose:
    • Click on a message to read it
    • Click on a button to create or write a new message
    • Select one or more messages and organize or delete them


Reading Email

On the read screen, you can read the details of a message. Here are a few things to observe:
  1. The screen is read-only, in other words you cannot type on it.
  2. Sometimes people use smiley's or abbreviations, if you don't know what something means you can check it out on this list.
  3. From the screen you have a number of actions that you could choose:
    • Organize or delete this message
    • Reply to this message, in which case you will be sent to the Write screen
    • Forward this message, in which case you will be sent to the Write screen
    • Use Reply-All keep a number of people involved in an email conversation
    • Download or view an attachment, a file or picture that someone attached to the message
    • Click on the Inbox, or another folder to return to a List Screen


Writing Email

On the write screen, you can create a message and decide who to send it to.

Here are some things to keep in mind when writing email:
  • To: - Enter the email addresses, or names of the contacts to whom you wish to send this message.
  • Cc: - Enter the email addresses, or name of the contacts to whom you wish to send a courtesy copy of this message.
  • Bcc:  - Enter the email addresses, or name of the contacts to whom you wish to send a blind courtesy copy. Anyone who receives this message will only see the email addresses of the people that you put in the To: and Cc: fields.
  • Subject: It is important to put a short, meaningful summary in the subject box. This helps your recipient quickly identify what is in your message, and is helpful in organizing the message for future reference.
  • Attachments - If we wish to send a picture or other file, we can attach it to the e-mail, using the attachment button.
There are couple of email etiquette rules that you should be aware of:
  1. Always include a meaningful subject line
  2. Don't contribute to email spam
  3. The recipient will automatically get a copy of your email address
  4. Keep it casual, but remember its permanent. Don't say something you'll regret later.
  5. DON'T USE ALL CAPITALS when you write. It is the equivalent of shouting and a great way to annoy people.
When you're all done, press the Send button, and your email is on its way!


Working with Contacts

Spending time organizing and making sure your contacts are up to date is important to do from time to time. In addition to making sure you have the correct information to get in touch with them, you can also create and organize groups of contacts. Using email groups allows you to quickly communicate with committee members or family members without having to enter each individual address.



Exercise

Spent some time working with your phone or tablet to make sure you are comfortable in the following activities:

  1. Viewing email
  2. Dealing with attachments
  3. Sending email
  4. Working with contacts and groups
Take a picture with the camera on your device, then use the sharing feature to email that picture to someone.


Staying Organized

Here are a few tips to help you stay organized when working with email:

  1. After you have read a message, decide what to do with it:
    • If it's junk, delete it.
    • If it's something that you need to do, mark it as important, or just take care of it if it's something quick.
    • If it something you want to refer to later, move it to a folder.
    • If it is spam, mark it as spam so that your email gets smarter.
  2. At any time you can find your email messages by looking at the folder you put it in, or more quickly by searching for it.
Exercise

Try moving a message into a folder, and then using search to find it.


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