Start by double clicking the e-mail program icon or choosing a program name from a menu (start menu in windows series). If internet connection is not already running, e-mail with start the process.
E-mail program starts and -shows the contents of your program in mail box. First is Inbox, where just arrived messages appear, next is Outbox, in which copies of outgoing messages can be saved. Deleted messages or crash mail box appear where discarded messages are held until they are completely purged.
Mall box generally list just the senders name and the subject line of the message, but when double-clicked on message in any of your mail boxes, the message open up in the same window.
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Sending E-mail
All mail program have a New message or ‘compose E-mail’ command located on message menu [Keyboard short cut = Ctrl + M for New message].
Steps
1. Click on compose button for new message. A message can be composed without connecting to net. A message can be typed in any other word editor like Notepad, word pad or in any other word processor like Ms-word. A message can be cut and pasted in the message box. It will save your telephone expenses and internet service charges.
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2. In compose (New) message window, following things are seen:-
To: Mail-id of recipient
Cc: Mail-ids of recipients who will receive carbon copy of the e-mail message.
Bcc: Mail-ids of recipients who will receive Blind Carbon copy.
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Subject: Subject (Title) of e-mail message.
3. Write or paste the message in message box. A document file/image file can also be attached with the message. Click on ‘Attach button’ and select the file.
4. Click over ‘send button’ after the message is composed. This message goes to your ‘Outbox’ and is sent to recipient’s ‘Inbox’ instantaneously.
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Reading Mail
Unread/new mails appear with some indicator like subject line in bold or a bullet or check mark appearing next to new messages. This is to avoid accidentally missing messages.
To view the contents of a message, highlight it in the window and press Enter key or double click on it. The message will appear in its own windows.
If the message continues beyond the bottom of the window, use scroll bar to see next screen-full.
After reading message mail can be closed or replied back.
Replying to Mail
To reply to mail, open the message to be replied and select the ‘reply button’.
‘key-in’ the reply and send.
Deleting Mail
If a received mail is trash or of no further need, it can be deleted to save the precious hard disk space.
To delete, highlight the message and press ‘delete’ key, this with move the message to the ‘trash’ box, until it is permanently removed from the hard disk.
Exiting a mail program
When send, reading and replying to mail is finished, the mail program can be closed or left running to check the mail at regular intervals. Most mail programs can be quit by selecting ‘file’ and then ‘Exit’.
E-mail Ethics
E-mail is a unique medium of communication. Messages can be replied to or forwarded with speed and case, and it has potential to reach a wide audience. These features can also be misused. There are few basic guidelines for the responsible use of e-mail that can avoid common mistakes while one can enjoy the full benefits of this technology.
The privacy of an e-mail cannot be guaranteed. An e- mail message can be forwarded, printed or permanently stored by any recipient. Therefore, do not put something on the mail that is a private affair. And if you receive a message intended for someone else, let the sender know.
E-mail does not show subtleties of voice or body language. Avoid attempts at irony or sarcasm. The most effective e-mail is shouting, clear and relevant.
As one use e-mail, following tips should be kept in mind:-
E-mail is easily forwarded to someone else. Although it is convenient, it is always advisable to ask the sender before forwarded message to someone else.
E-mail replies may go to more people than thought. So, while replying ensure the list of recipients.
E-mail can be junk mail, so avoid unnecessary proliferation of messages.
E-mail takes up computers space, so delete junk mails.
E-mail should not be considered private confidential information should not be sent by e-mail.