Coly Computer Help



HOW TO EMAIL




email iconBefore you try emailing for the first time, make sure you have followed the instructions given here in the right hand column under the heading IMPORTANT SECURITY.

The original Spam

Dealing with spam: Click Here to see how to deal with spam.

 

 

To reveal the source of a suspicious email without opening it. Right click the email, then click Properties, then click the Details tab. Look at the item after the word From.  A phishing email will not be from the organisation pretending  to be the sender. For instance if the email appeared to sent by the Inland Revenue (which never sends emails), looking at the properties you might see that after the From word is an email address which has no connection with the Inland Revenue.

Kill off chain emails containing hoax virus warnings. These are sent by well meaning acquaintances. Break the chain, r efuse to worry your friends.
Make sure you know how to recognise and deal with a hoax warning; click Here for information.

To set up (configure) your email account click Here .

To create and send an email: On the Desktop (i.e., the screen you see when the computer has finished starting-up), double Email iconclick the Email (Outlook Express) icon which is the envelope with a stamp on it. When the email program appears click the left-most button on the tool bar, i.e. the button labelled Create New Mail. A new window appears. In the first field (the word field means a rectangular box you can type into) type the email address of the person you are emailing, for instance,  f.bloggs@isp.com.
OR:

Create New Mail: If the person is in your address book, click the tiny open book with the word To: next to it (shown ringed below).

New message window

The address book will open, click the name of the intended recipient. Then click the To: button on the right. The recipient's address will be popped into the field on the right  Then click the OK button. (the mistake most beginners make here is to forget to click either the To: button or the OK button.

OR: If the Contacts pane is visible on the left of your layout then just double click the intended recipient in the Contacts pane.

When you use the address book , the full email address usually does not appear in the email address field, e.g. if you select Fred Bloggs in your address book, then the name Fred Bloggs may appear in the first field of the email window instead of Fred's full email address:- Don’t worry, this is normal, the computer knows where to send it.

Click inside the Subject field to place the cursor in it. Now type a brief heading for the email in the field labelled Subject . For example, if you are emailing a group of friends about your new email address, type My new email address in the Subject field.

Then click anywhere in the lower window pane to put your cursor in it, then type your message. When you are satisfied with your email click the left top button of the New Mail window which is labelled Send

The email will be spell checked. When the spell check is complete, a small panel will appear, click the OK button. The email will be passed to the Outbox ready for despatching at any time in the future.

To send or receive emails , click the Send/Recv button. If you are on dial-up, the dial-up dialogue box will appear. It is already filled in so do not enter anything unless you forgot to tell Outlook Express to remember your password. In which case you will need to enter your password. Your password will appear as a row of asterisks (usually 16) so that no one can guess what you typed.
Then click the Connect button and wait.

If you are on dial-up, the modem will eventually start squawking. If you are on broadband you won't hear any squawking. After a small delay, your email will be sent. Then any incoming mail will arrive in your In box .

To read any emails that have arrived. New email titles will be shown in the window in bold type. Double click on the one you want to read, its content will appear in another window.. After five seconds the bold type will change to ordinary type indicating that the email has been read.

To Print. If you want to print out that email, click (the button with the little printer on it. The email will be printed.

To Delete an email , click its title (in the upper panel) and tap the delete key once. The email will be sent to the Deleted items folder. If you want to permanently delete an email hold down the Shift key while you tap the Delete key.

To exit Outlook Express , just click the cross at the very top right of the window.

To reply to an email: Just click the email then click the Reply button on the Toolbar. Then enter a Subject and write your message.

To Forward a copy of a received email: Click the email then click the Forward button on the Toolbar.

To add a new email address to your address book. Open Outlook Express (i.e. double click its icon on the desk top). Click the button labelled Addresses. The address book window will appear.
Click the New button. Click New contact.
A panel will appear; fill in the First name, Last name and the email address for the new contact. Don’t bother with the other tabs.
Click OK
Repeat this for all your friends and contacts.
Close down the New Address window and the Address book window by clicking the OK buttons.

Send emails to the Outbox: Outlook Express may send emails immediately when you click the Send/Recv button. If you prefer to store emails in your Outbox and send them a later, change the setting as follows:-
In Outlook Express , click Tools--> Options and click the Send tab, remove the tick from the box labelled Send Messages immediately by clicking the box. Click Apply and OK .

Stay on line after Sending/receiving . Your Outlook Express (email) program may be set so that it disconnects automatically when emails have finished being sent and received. You may prefer to stay on line after sending and receiving. This is how you set it:- In Outlook Express , click Tools-->Options and click the Connection tab, remove the tick from the box labelled Hang up after sending and receiving by clicking the box.
Click Apply and OK .

Add new contacts to the Address book: To open the Address Book, click the Addresses button on the tool bar, then to add a new contact click the New button, click New Contact , enter the 1st name, last name and email address. Click any of the tabs to enter further details such as home address, phone number, birthday, children's names, etc. Click the Add button to complete the entry. To add detail to an existing contact, open the Address book, double click on the name of the person, then add the extra information.

To print a list of names and email addresses from the your O.E (Outlook Express) address book. To do this you must have a spreadsheet program on your computer. Click the Address Book icon on the Toolbar, then click File . Click the item Text File (Comma Separated Values) then click the Export button, give the file a name and save it in say My Documents. Click Next and in the next panel un-tick all the boxes except Name and Email Address . Click the Finish button. Choose Files of type Text files (*.prn; *.txt: *.csv) to open the new file with your spreadsheet program and print out the names and email addresses.

Print a list of contact details: (only worth doing if you have entered lots of detail for each contact). Click the Addresses button, click Print and then select All, select Memo, then click Print. To print a selection of contacts, do not click All , but in the Address list, whilst holding down the Ctrl key, click each of the contacts you wish to print. Click Print but this time click Selection , and Memo , then click Print .

Send a voice message when you email birthday or similar greetings to someone. Click Here to find out how.

To backup and/or transfer emails and email addresses click Here .

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A West web design click here for an example

IMPORTANT SECURITY:
Remove the preview pane:
This is necessary because just resting the cursor on a dodgy email can open it and release a virus or reveal unpleasant spam. To avoid this danger, in Outlook Express , click View then Layout . Click the box labelled Show preview pane to remove the tick. All the other boxes should be ticked except the ones labelled Outlook Bar and Views Bar .

Click OK . While you are in that dialog box, Note: Click the Apply button after each change.

You will now have to double click an email to open it. You can safely single-click spam in order to delete it without  opening it or seeing its content.

To fix the folder pane in Outlook Express: You should now have a vertical pane on the left-hand side which lists your email folders. You will find it very useful to have this pane made permanently visible as follows:- The vertical pane on the left has boxes such as Inbox , Deleted items box, and Sent Items box.
At the top right of that pane, click the little 'push pin' and your pane will be pinned permanently to the Outlook Express screen giving you much more control over the organisation of your emails. You can alter the width of this pane at any time by dragging its edge right or left. Now you can make use of this new pane as follows:-

(2) To store emails tidily create folders for them. First ensure that your current folders are always in view. In Outlook Express click View-->Layout . Ensure that only the following boxes are ticked: Contacts, Folder Bar, Folder List, Status Bar, Toolbar . If you see a push-pin at the top of the folder list, click it to make the list stay put. Say you wish to store in an easily accessible folder the emails concerning your holidays. Right click the Inbox folder, left click New Folder . In the pop-up box type a name for the new folder, in this example you would name it Holiday . Repeat this procedure to create other useful folders.

To file your emails in a folder , place the cursor on an the email, hold down the left mouse button, then drag and drop the email on to the appropriate folder. To see what is inside a folder, just click it.

Emails in wrong date order: Open Outlook Express. Click the Received title once (or more times if necessary).

Set Emails in date order

To open an attachment, double click it.

To send an attachment, Write your email but don't click the Send button yet. Now click the Attach button and navigate to the folder holding the file you wish to attach. Click the file you wish to send and click Attach . The file will appear in the attachment field of the New Message window. Click Send .

Altering Emails: So you sent an email to your Outbox and you forgot to mention that extra bit of news. To alter the email, click on the Outbox and double click the title of the email you wish to alter. Now you can alter it. Then click the Send button to return it to the Outbox ready to be sent.

Had second thoughts about that email which you sent to the Outbox? Click on your Outbox, select the email and remove it with the Delete key.

The Outlook Express (OE) Address book is a very useful database . It can hold detailed information concerning your contacts. The information can be viewed in any order e.g., in date order or in alphabetic order, by first names or by last names.

Listing your emails in date order: Let Outlook Express list your emails in the most useful way i.e. with the latest emails at the top. Click the folder you wish to organise (such as Inbox ) then click the following items in turn View, Sort, Received , Descending . You should do this for each folder. To change these back again, click Received as many times as it takes to return to your usual format. This can also be done by simply clicking the titles above the emails.

To group together all the emails from one person (alphabetically), click the heading labelled From . All the names will be listed alphabetically. To change back so that emails are sorted by received date, click the Received heading.

Vanished Email? So you just typed an email and it suddenly vanished, or it popped into the Drafts folder. This is common on a laptop because you can accidentally brush against that irritating touch pad. If the email vanished completely, you will find it minimised on the task bar at the bottom of the screen; just click it. If it is in the Drafts folder, click the Drafts folder and then open the email. Click Send and it will go into the Outbox.

The Drafts folder in Outlook Express. If you have partly completed writing an email and wish to finish it off later you can save it in the Drafts folder. Hold down the Ctrl key and tap the S key then let go of both keys. A note will pop up saying 'The message has been saved in your Drafts folder'.

To retrieve the email from the Drafts folder you must click the Drafts folder then double click the saved email. Continue to work on the email, then if you want to save it in the Drafts folder again, use Ctrl and S .
When you have finished the email and you wish to send it, click the Drafts folder then double click the email, then click Send . The email will be spell checked and then it will be popped into the Outbox in the usual way. To send the email, click the Send/Recv button on the tool bar.

To write an email in stages , alternative methods exist. You could write the whole email in stages in your word processor, then send the completed document as an attachment. Or copy and paste the completed document into the message window in Outlook Express.

Why add your own email address to the address book? Because then you can easily test your email program and its connection as follows:
Send yourself an email,
the email will be sent to your ISP. Then 20 to 30 seconds later, click the Send/Recv button again to receive and read the email. If you are on broadband you may not have to wait 20-30 seconds, it could arrive instantly.

Webmail such as Hotmail or Gmail (which is accessed only via the internet) is useful for people who travel a lot with their laptops. It comes in handy if your computer crashes because you can go on line at your library or at on a friend's computer and access your emails. However, webmail is complicated to use and has many limitations, it is not designed for normal home use. With webmail, the emails and address book are stored at the ISP's headquarters. If the ISP goes down or is subject to a 'denial of service attack', your emails and address books will be lost for ever. This happened to Homechoice customers recently causing much distress. With Outlook Express, the emails and address book are safely stored on your computer.

Outlook Express has many more useful features than webmail. Also, you do not have to connect to the internet to compose an email or to reply to an email. When you have written the email you just click Send/Receive to go on line and the email will be sent. Users of the proper email also have access to webmail, so they get the best of both worlds.

Informing people about your new email address: Send a round-robin email to tell all the contacts in your address book about your new email address. First add your own email address into the Address Book, then delete any redundant addresses in the Address Book (click them and press the Delete key). Click Create New Mail , then click the tiny book with the word To next to it. In the list of addresses click your own address and click the right hand To button to pop your own address into the first window. Then click the first address in the list, hold down the Shift key and tap the down arrow key to select about 10 contacts.  Now click the button labelled Bcc (Blind copy). All the selected recipients will pour into the Bcc window. Click OK . The Bcc addresses will not be visible to recipients and so you will not be broadcasting everyone’s email address. Type the Subject (My new email address will do) then type the email message in the usual way. Select the message and hold down Ctrl then tap the C key. That will copy the message into memory so that you can paste it into each of the subsequent emails. Click Send to place the email in your Outbox . Repeat this procedure with the next 10 addresses and then the next 10 and so on until all the people in the address book have been covered. If you have 100 addresses and you selected 10 at a time you will now have 10 emails waiting in your Outbox. Go on line and click Send and Receive to send the emails.
You will receive 10 emails addressed to yourself confirming that they were all sent.
Why 10 at a time? Well, if you choose more than ten, your ISP may regard your email as spam and it could be rejected.

Undelivered emails: Sometimes you will receive an email saying that an email could not be delivered. That means that a person in your address book has changed his or her email address and not informed you.

 

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