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ICAU1133A

Sendandretrieve
informationoverthe
Internetusingbrowsers
andemail
LearningGuideandWorkbook
PARTTWO

StudentName:
TableofContents
Send and retrieve information over the Internet using browsers and email
4
Assessment information 4
Workplace Scenario 5
Learning Pack 3 6
Use email 6
Preview 6
Learning outcomes 6
Before you start 6
Check your understanding 3 7
Reading 3: Use email 8
Email accounts and email packages 9
Email 9
Types of email accounts 9
Email packages 9
Structure of an email address 9
Accessing email 10
Common features of email packages 11
Read and reply to messages in Inbox 11
Create and compose a new email message 14
Add an automatic signature 15
Attach files to an email message 19
Establish priority settings on an email message 20
Forward an email message 21
Create a carbon copy of an email 22
Some rules about using email 23
Netiquette guidelines 23
Common error messages 24
Summary 25
Check your progress 25
Practice 3 26
Assessment 3 28
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Terms 33
Learning Pack 4 34
Preview 34
Learning outcomes 34
Before you start 34
Check your understanding 4 35
Reading 4: Organise email 36
Features to organise email 37
Opening and saving an attachment received 37
Compressing a file 39
Searching for email messages in an email account 40
Establishing a priority setting on an email 40
Deleting an email 41
Printing an email 41
Saving email messages to email folders 41
Create a new folder to save emails in 43
Save emails into a folder 43
Sorting your Inbox 43
Manually adding an email address to the Address Book 45
Creating a distribution list and using it to send emails 46
Using a distribution list 49
Automatically updating your address book from messages received 50
Summary 51
Check your progress 51
Practice 4 52
Activity 3: Create a distribution list 52
Activity 4: Save emails to a folder 52
Research 53
Assessment 4: Organise email 54

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SendandretrieveinformationovertheInternetusingbrowsersand
email

WelcometoICAU1133ASendandretrieveinformationovertheInternetusingbrowsersandemail.
TheInternetandemailarenowheavilyreliedonforallkindsoftasksinmostworkplaces.Youll
needtobeabletousethemanyfunctionsofwebbrowsersandemailapplicationsinordertodo
yourjobefficiently.

Inthisunit,youlldofourtasksforacompanycalledFastbear,toallowyoutodemonstrateyour
skillsandknowledgeinsendingandretrievinginformationusingbrowsersandemail.Todothese
tasksyoullneedtobeableto:

*AccesstheInternet.
*SearchtheInternet.
*Researchandapplynetiquetteprinciples.
*Sendandorganisemessages.
*Createanaddressbook.

Assessmentinformation

TosuccessfullycompleteICAU1133ASendandretrieveinformationusingwebbrowsersandemail,
youwillneedtobeableto:browseandsearchtheInternet;sendandreceiveemails;andorganise
theemailprogramonthecomputer.

Yourassessmenttaskswillrequireyoutodemonstrateyourcompetenceby:

*accessingtheInternet
*searchingtheInternet
*researchingandapplyingnetiquetteprinciples
*sendingandorganisingmessages
*creatinganaddressbook.

Therearefourfinaltasksgivenineachlearningpackofthisresource.Youwillberequiredto
completetheseforyourassessmenttasks.

Readings

EachLearningPackhasarequiredreading.

Thereadingswillhelpyoutodevelopyourknowledgeandskills.Makesureyourefertothereadings
togathertheinformationrequiredtocompleteyourpracticeandassessmenttasks.

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WorkplaceScenario

WelcometoFastbear.Wereadistributioncompanyforlargeruralmachinery.Wevebeenin
businessfortwentytwoyearsdistributingtooutletsacrossAustralia.Wehaveoperationsin
Melbourne,Brisbane,PerthandHobart.OurHeadOfficeisinSydneywheretherearefivesections
employing42people.

AsanITAssistant,youllbeworkingasatraineeintheITUnitofourSydneyHeadOffice.Yourmain
roleistoprovideassistancetotheSydneyITManagerandNetworkAdministratorasrequired.The
ITUnitisresponsibleforrecommending,installingandmaintainingallequipmentinHeadOffice,as
wellasadvisingtheotherstateoffices.

Arecentreview(seebelow)recommendedthepurchaseofnewprintersforthecompany,soinitially
youllhelpindeterminingwhatprinterswellpurchase.ThiswillinvolveusingtheInternetto
researchinformationaboutprinters,andusingemailforcommunicatingwithintheorganisation.


Review
A review of all printers being
used by Fastbear has been
conducted and a recommendation
was made to purchase nine new
printers for general use.
One of these new printers has to
be capable of high quality, colour
publications for printing
promotional material on
Fastbears products.
The main specification for the
new printers is that they must use
low-cost consumables.

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LearningPack3
Useemail
Preview
InthisLearningPackyoulldevelopyourskillsinusinganemailsystem,includingmanyofits
efficiencyfunctions.AswellyoulllearnaboutrulesofacceptableInternetusageandonline
behaviour.
Learningoutcomes
Aftercompletingthistopicyouwillbeableto:
Openanemailapplication,gototheinboxandcreateanewemailmessage,accordingto
organisationalguidelines.
Createandaddanautomaticsignature,sothatitappearsautomaticallyineverynewemail
message.
Attachfilestotheemailmessage,usingtheattachmentfeature.
Determineandsetapriorityforanemailmessageandspellcheckandedittextasrequired.
Replytoreceivedmessagesandforwardasappropriate,usingthecarboncopyandforward
features.
Developapersonallistofnetiquetteprinciplestobeappliedtoemailandnewsgroup
discussionsconsistentwithorganisationalpolicies.
Beforeyoustart
YoushouldalreadybeabletouseapersonalcomputertoloadaprogramfromtheStartmenuor
fromthedesktop,haveaccesstotheInternetandbeabletosavetoandretrieveafilefromafolder
onadisk.


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Checkyourunderstanding3

Doyouthinkyoualreadyhavetheknowledgecoveredinthistopic?Answerthefollowingquestions
tocheckyourunderstandingorcomebacklateranddothissectionifyoudonotknowtheanswers!

Whatemailpackagedoyouuse?

Namethreeotheremailpackagesyouknow.

Attheopeningscreenofyouremailpackage,whatfeaturescanyouidentify?

Whatarethecomponentsofanemailaddress?

Whatstepswouldyoutaketocomposeandsendanewemailmessage?

Nameatleastthreeorganisationalrequirementsyoumightseeinapolicyandproceduredocument
onInternetandemailusage.

Whatarethepossibleprioritysettingsyoucouldsetforemailmessagesyousend?

Ifyouincludeanemailaddressinthecarboncopy(cc)addresslineofyouremailmessage,itwill
sendacopyoftheemailtoathirdparty,howeverthemainrecipient(To)willnotbeawareofthis.
Trueorfalse?

True
False
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Reading3:Useemail

Thereadingsherewillhelpyoutodevelopyourknowledgeandskillsforusing
email.Thiswillinvolveanunderstandingof:

Emailaccountsandemailpackages
Accessingemail
Commonfeaturesofemailpackages
Somerulesaboutusingemail
Somecommonerrormessages.
Email accounts and email packages 9
Email 9
Types of email accounts 9
Email packages 9
Structure of an email address 9
Accessing email 10
Common features of email packages 11
Read and reply to messages in Inbox 11
Create and compose a new email message 14
Add an automatic signature 15
Attach files to an email message 19
Establish priority settings on an email message 20
Forward an email message 21
Create a carbon copy of an email 22
Some rules about using email 23
Netiquette guidelines 23
Common error messages 24
Summary 25
Check your progress 25


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Emailaccountsandemailpackages
Email
Emailstandsforelectronicmail.Itisthemeansofsendingandreceivingmessagestooneormany
peopleconnectedtoacomputernetwork.Emailusesanaddress(anemailaddress)likepostalmail
(snailmail),butratherthanapersondeliveringthemessageitisdeliveredviaacomputernetwork
tothereceiverscomputer.Itisveryfast(ofteninstant),verycheapandallowseasyinternal
communicationwithinanorganisationaswellasexternalcommunicationwithanyonewhohasa
connectiontotheInternetandanemailaccount.
Standardfeaturesofanemailpackageallowyouto:
receiveandsendemailmessages
sendthesameemailmessagetomorethanonepersonatatime
sendanemailmessageandattachanumberoffiles(suchasimagefilesordocuments)toyour
message
forwardanemailyouhavereceivedontoanotherperson
copyoneormorepeopleintoanemailmessageyousend
storerecordsofpeoplesemailaddressesandothercontactdetailsinanAddressBook.
Typesofemailaccounts
Therearebasicallytwotypesofemailaccounts.Youmighthaveaworkemailaccountaswellasa
personalemailaccount.Yourpersonalemailaccountmightbewithoneofthefreeemailservices
suchasHotmail,Yahoo!Mail,Email4LifeorGmail.Workemailaccountsarerestrictedtoemployees
ofanorganisation.Thesesystemscanbeoutsourcedtoaspecialistemailbusinessormanagedin
houseandrunonadedicatedemailserver.
Emailpackages
Anemailpackageisemailaccountsoftware,suchasMicrosoftOutlook.Theinterfacethatyouuseto
accessyouremailaccountwillvarydependingonthetypeofaccountyouhave(asdiscussedabove).
WorkemailaccountscommonlyuseMicrosoftOutlook,OutlookExpressorEudoraprograms.The
otheremailserviceswillusetheirowninterfacewhichyouwouldgenerallyaccessbyvisitingtheir
websiteontheInternet.
ForthepurposesofthisLearningPack,wewillbefocussingonaworkemailaccountusingan
appropriateemailpackage.
Structureofanemailaddress
Anemailaddressismadeupthreeparts:thename(ornicknameoralias)oftheperson(sometimes
thejobtitleoftheperson);the@symbol;thedomainnamewherethepersonsemailaccountis
maintained.TakeAmySmithsemailaddresssmith@optusnet.net.auasanexample.Thethree
partsare:
1 smith(nameornickname)
2 @(ineveryemailaddress)
3 optusnet.net.au(thenameoftheInternetserviceproviderororganisationwherethepersons
emailaccountisheld).
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Accessingemail
Generally,youremailaccountsoftware(emailpackage)isfoundonyourdesktop.Toopentheemail
package,doubleclickontheapplicationicon.

Figure 1: The Microsoft Outlook icon on a desktop (2007 Outlook icon is shown to the right)
Iftheshortcutforyouremailpackageisnotonthedesktop,youwouldneedtogototheStart
button,chooseProgramsandlocateyouremailpackage,thenclickonthenameoftheemail
packagetoopenit.

Figure 2: The Start menu
Whenthepackageisopenyoumayneedtoenteryourusernameandpasswordtoaccessyour
email.
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Commonfeaturesofemailpackages
ReadandreplytomessagesinInbox
Whenyoufirstopenyouremailpackageyouaremostlikelylookingfornewmailreceived.Thisis
locatedinyourInbox.Dependingonhowyouremailpackageissetup,youmayhavetochooseyour
Inboxfromaselection.
Figure 3:
Customise Outlook

Select Inbox from the list. You will then be shown the list of emails you have received.

Figure 4: Outlook Inbox new messages, which have not yet been opened, are shown in bold
DependingonhowtheoptionsfordisplayingyourInboxareset,youmayseeapreviewoftheactual
message.Themessagehasnotyetbeenopenedthoughuntilyoudoubleclickontheenvelope
symbolbesidethemessage.
Whenyoudothisyouwillseethecontentofthemessageonyourscreen,withanewmenuand
toolbartoallowyoutoactionthemessage.
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Figure 5: Contents of an email message the contents of the message can now be seen, with a
new menu and toolbars to allow you to act on the message
Toreplytothismessage,youwillclickonReplyintheToolbar.Whenyoudothis,youwillbeready
towriteanemailmessagetothesender.
OnceyouhaveclickedonReplynoticetheemailaddress(ofthesender)isplacedforyounow
theyaretherecipientofyouremailmessage.Dependingontheoptionssetonyouremailpackage,
thetextoftheoriginalmessagemayappearinthetextarea.

Figure 6: Reply screen
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Sincetheemailaddressisalreadyentered,andthesubjectlineisalreadyentered(withthewordRE
beforeit)youonlyneedtowriteyourmessagebyclickingyourmouseinthetextareaandtyping.
WhenyouhavedonethisyoucanclickontheSendbuttontosendthemessage.

Figure 7: The text of the reply appears at the top of the screen
If you are using an email package other than Microsoft Outlook, you can look for tutorials
under the Help menu of your program, or go to the Research section of this Learning Pack
and find tutorials on accessing an Email message and replying to it.
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Createandcomposeanewemailmessage
OK.Thatsfineifsomeonehaswrittentoyouandyouwanttoreply.Whatifyouwanttostartthe
processbysendingsomeoneanemail?
1 ClickontheNewbutton.

Figure 8: In Outlook the New button is in the top left-hand corner of the window.
2 WhenyouclickonNewyouwillbepresentedwiththefollowingscreen.

Figure 9: A new message screen
3 IntheTolineyoucantypetheemailaddressofthepersonyouaresendingyouremailmessage
to.Forexample,youmighttypesmith@optusnet.net.au.
4 EnterthesubjectofyouremailintheSubjectline.
5 Typeyourmessageinthetextarea.Finishyourmessagewithasignoffofsomedescription,eg
Regards+yourname,yourtitleandperhapsyourorganisation.
6 Alwayscheckyouremailmessageedititandspellcheck.
7 ClickontheSendbuttontosendyourmessage.
UsinganAddressBook
Alternatively,toenteranemailaddressintheToline,youcanclickontheAddressBookbuttonon
thetoolbarandsearchforapersonsemailaddress(ifyouhavealreadysetupanAddressBook).For
example,youwouldaccesstheAddressBookandtypeinapersonsnameintheTypeNameor
SelectFromListboxandthiswouldretrievethatpersonsemailaddressandallowyoutoputthis
intotheToline.
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Figure 10: Select names in Microsoft Outlook click on a name or group list in the left window, then
click on the To button to add the selected name/s to the To line of your new email message
Addanautomaticsignature
Havingtorecordyoursignoff,name,titlelineandorganisationlineforeveryemailyoursendgetsa
bittedious.Letssetupanautomaticsignaturetotakecareofallthat.
AttheInboxscreen:
1 ChooseToolsmenu
2 ClickonOptions
3 ClickontheMailFormatTab
4 IntheSendinthismessageformatbox,clickthemessageformatyouwanttousethesignature
with.
5 ClickSignaturePicker,andthenclickNew.
6 IntheEnteranameforyournewSignaturebox,enteraname.
7 UnderChoosehowtocreateyourSignature,selectwhethertostartfromscratchorusean
existingsignature.
8 Toselectafiletobaseyoursignatureon,clickUsethisfileasatemplateandtypethepathand
filenameinthebox,orclickBrowsetoselectfromalist.
9 ClickNext.
10 IntheSignaturetextbox,typethetextyouwanttoincludeinthesignature.Remember,you
maywantatitleline(yourjobtitle),anorganisationline(thenameofyourorganisation)and
perhapsaphonenumber.

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Figure 11: Use Options under the Tools menu to change your email options
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Figure 12: Mail Format tab with Signature Picker at the bottom of the window

Figure 13: In the Signature Picker box, click New to create a new signature
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Figure 14: Give the signature a name

Figure 15: Click Next and type the text for your signature and format as required
YoucanformatthetextinyoursignaturebyclickingonFontandParagraph.Whenyouaresatisfied,
clickonFinishatthisscreen,thenOK,thenApplyattheMailFormatTab,thenOKattheMail
FormatTab.CheckthattheUsethisSignaturebyDefaultentryholdsyourname,thencheckifthe
boxistickedbesideDontusewhenreplyingorforwarding.Mostpeopleremovethisticksothat
yoursignatureisincludedwithyouremailmessageallthetime.
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Attachfilestoanemailmessage
Attachmentsarefileswhichyousendwithyouremailmessage.Unlikethetextinyouremail
message,thereceiverwillgenerallyneedtoopenorsavetheattachmentsontheircomputertosee
thecontentsofthesefiles.
Toattachafiletoanemailmessage:
1 Createyournewmessage.
2 Composetheemailintheusualway.
3 Clickonthesymbolforattachments(mostcommonlythepaperclipsymbol).
4 Browsetofindthefileyouwanttoattachandclickonthisfiletoselectit.
5 ClickonInserttoinsertthefileyouveselectedandtoreturntotheemail.
Ifyouwanttoattachfurtherfiles,dotheabovestepsagain.
6 Spellcheckandedittheemail.
7 Sendtheemail.

Figure 16: Choosing an attachment choose the file you wish to insert from the list by clicking on it.
Remember, you may have to change the Look in location. Click on Insert to return to your message.
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Figure 17: Attached files can be seen in the message area. Click on the Send button to send the
email with the attachments.
Notethatwhenyouhaveattachedallthefilesyourequire,youwillseethemsomewhereinyour
message.Iftheyareinterruptingthetextofyourmessage,draganddropthefilestothebottomof
yourmessage,generallyafteryoursignature.
Establishprioritysettingsonanemailmessage
Inmostemailpackages,threelevelsofprioritysettingscanbemade:High,LowandNormal.Togive
anoutgoingmessageaprioritysetting:
Inanewmessagescreen:
1 ChoosetheViewmenu.
2 ClickOptions.

Figure 18: The View menu, Options
3 IntheImportancelist,dooneofthefollowing:
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Tomarkamessageasveryimportant,clickHigh.
Tomarkamessageasnotimportant,clickLow.
Toremovetheimportancelevelsymbolfromthemessage,clickNormal.
Notice,sensitivitysettingscanalsobeshownonmessages.

Figure 19: Message importance can be set at the top of this window
4 ClickonClosetoreturntothemessage.
Ifyouchooseahighprioritylevelsetting,theredexclamationsymbolonyouremailtoolbarwillbe
selected.Ifyouchoosealowprioritylevelsetting,thebluedownarrowwillbeselected.

Figure 20: The priority setting symbols in the toolbar
Forwardanemailmessage
ToForwardanemailmessagemeanssendinganemailyouvereceivedontoathirdperson:
OriginalsenderYouThirdperson
Thisisveryusefulifanotherpersonalsoneedstheinformationinanemailmessagethatyouve
receivedfirst.Youdontneedtoretypethemessage,andifthereareattachmentswiththe
message,theattachmentswillalsobeforwarded.
Toforwardanemail:
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1 Openthemessage.
2 ClickontheForwardbutton.
3 Typeintheemailaddressforthepersonyouareforwardingthemessageto,orinserttheir
emailaddressfromtheAddressBook.
4 ItisconsiderednetiquettetomakesomenoteinthetextarealikeForYourInformation(FYI)
orForYourActionifthatiswhatisrequired.
5 ClickontheSendbutton.

Figure 21: The Forward button this takes you to a new message screen that has the original
message copied into the message area. At the new message screen, type the email address of the
recipient or insert it from the Address Book.


Figure 22: Forwarding a message it is courteous to type some comment like FYI or For Your
Action in the text area
Createacarboncopyofanemail
Acarboncopyissomethingofanoldworldterm.Inyearspastatypistwouldtypeadocumentand
placeasheetofcarbonpaperbetweentheoriginalandasecondsheetofpaper,orsometimesa
numberofcarbonsheetsbetweenseveralsheetsofpapertomakecopiesoftheoriginal.Inthe
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contextofemail,wecreateacarboncopytosendacopytoanotherpersonorpersons.Ifweusethe
CCfield(carboncopy)intheemailheader,theoriginalrecipientknowswhoelsehasreceivedthe
copy.IfweusetheBCCfield(blindcarboncopy)intheemailheader,theoriginalrecipientdoesnot
knowwhoelsehasreceivedacopy.
InordertoshowtheBCCfield,youmayneedtoturnitonbychoosingtheViewmenu,thenclicking
onBCCfield.
Completetheemailsubjectlineandtextintheusualway,thenclickontheSendbutton.
Somerulesaboutusingemail
ForrulesonInternetusageandemail,youshouldrefertotheInternetusagepolicydocumentin
yourworkplace.Mostorganisationshavesuchapolicydocumentsettingoutguidelinesinthisarea.
Remember,followingtherulesisveryimportantandtheconsequencesofnotdoingthiscanoften
leadtodismissalandperhapslegalactiontakenagainstyouremployeroryourself.
Aswellastheserules,thereisanacceptablestandardofInternetusage,commonlyknownas
netiquette.
Netiquetteguidelines
1 Rememberatthefinaldestinationofyourmessagethereisaperson.Althoughthemediumis
impersonal,yourcommunicationisnot.Youshouldnotusespeechthatannoys,harassesor
alarmsotherpeople.
2 WhenyouareontheInternetyouareinpublic.Adheretothesamestandardsofbehaviouras
youwouldinreallife.Thatis,beingethicalandlawabiding.Becomefamiliarwithissuessuchas
ethicsandprivacy.
3 Knowyouraudience.Makesurethemessageyousendisappropriatetothemembersofthe
groupyouarecommunicatingwith.
4 Donotwasteotherpeoplestimewithirrelevantorunnecessaryinclusionsinyouremail.
5 Dontuseallcapitals(uppercase)inyourmessage.CapitalsaretheequivalentofSHOUTING.
Theyarealsomoredifficulttoreadthanmixedcase.
6 Alwaysincludeasubjectlinewhichallowstherecipienttoidentifythecontentsofyour
message.
7 Keepyourmessagesshort,andmakesureyouleaveablanklinebetweenparagraphs.Dont
sendmessagesthatarepagesinlengthapproximately100linesisconsideredthemaximum
length.
8 Clearlylabelanyhumourorsarcasm.Rememberthatwithoutthecuesassociatedwithfaceto
facecommunicationitiseasytobemisunderstood.Emoticonsareoftenusedtoprovide
emotionalclues,forexample,:)isasmileyfacedenotinghappiness,;)isawinkshowingyou
arejoking.
9 Readcarefullywhatyousendtomakesureyourmessagewillnotbemisunderstood.Alsocheck
yourspelling.
10 Includeyournameattheendofamessage.Youcandothisaspartofasignature.Keepthis
shortandtothepoint.
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11 Dontsendjunkmail.ItisannoyingtoreceivethistypeofmailviatheInternetastherecipient
hastotakethetimetolookatthemessagebeforeitisdiscarded.Itwastestimeandisvery
inconsiderate.
Moreinformationonnetiquettecanbefoundat:
http://www.tafe.lib.rmit.edu.au/olg/netiquette.html
Commonerrormessages
Therearemanyerrormessagesthatmayoccurwhileyouareusingemail.Themostcommonerror
messageissomethinglike:
Yourmessagedidnotreachsomeoralloftheintendedrecipients.
Thereareanumberofcausesforthismessageincluding:
youhavenotenteredthecorrectemailaddress
thepersonnolongerholdsthatemailaccount
thecomputerwherethepersonsemailaccountismaintainedisnotfunctioning
yourcabling(network)structureisnotfunctioning
youarenotloggedon.
Thesolutiontothiserrormessageistochecktheemailaddress.Correcttheaddressifnecessaryand
resendthemessage.

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Figure 23: For an undelivered message, check the email address carefully
Summary
Inthisreadingwevelookedatwhatemailisandwhyyouwoulduseit.Wevedevelopedsome
technicalskills.Theseskillsincludeopeningandreplyingtoanemailsenttoyou,creatinganew
emailmessage,andconsideringorganisationalguidelineswhenusingemail.Weveseenhowto
createanautomaticsignature,howtoattachfilestoemails,howtoestablishaprioritysettingforan
emailandhowtoforwardanemailandmakecarboncopiesofyouremail.
Termsusedacrossdifferentemailpackagesareverysimilar.Thoughthescreensshownheremight
notbeexactlythesameinyouremailpackage,byusingtheHelpfacilitiesinyourpackage,or
followingthetutorialsintheResearchsectionofthisLearningPack,youwillbeabletofindexactly
howtodothesethingsinyouremailpackage.
Checkyourprogress
NowyoushouldtryanddothePracticeactivitiesinthistopic.Ifyouvealreadytriedthem,have
anothergoandseeifyoucanimproveyourresponses.
Whenyoufeelready,trythe'Checkyourunderstanding'activityinthePreviewsectionofthistopic.
Thiswillhelpyoudecideifyourereadyforassessment.

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Practice3

Activity1:UnderstandingInternetusagepolicy

ListatleastthreeitemsyouwouldexpecttofindinanorganisationsInternetusagepolicy.

Activity2:Sendanemailwithattachment
Emailafriendandattachadocumentorimageyouthinktheymaybeinterestedin.Saveacopyof
theemailyousent.(DothisusingGmailoryourTAFEStudentAccount)

Activity3:UsetheForwardfunction

Thinkofasituationwhenyoucouldhave(orhavealready)usedtheforwardfunctioninyouremail.
Tryusingthisfunctionappropriatelywithanemailoverthenextweek.

ForwhatpurposewouldyouusetheForwardfunctionofyouremailpackage?

Activity4:Practisenetiquette

Givefourexamplesofgoodonlinemanners(netiquette)foremailornewsgroupdiscussions.


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Research

Youcanlearnmoreaboutusingemailsandnetiquetteprinciplesbysearchingthefollowing
websites.Usethesearchfunctionwithkeytermssuchasemail,emailtutorials,netiquette,
ethicsandprivacy,emoticonsorsupport.Forwebsitesofeducationalinstitutions,youcanfollow
linkssuchasstudyat,ITsupportorlibraryandusingtheInternet.

MicrosoftCorporationathttp://www.microsoft.com

MichaelLernerProductions,LearntheNet.comathttp://www.learnthenet.com

MonashUniversityathttp://www.monash.edu.au/

NetscapeCommunicationsCorporationathttp://www.netscape.com

Sofweb,aninitiativeoftheVictorianDepartmentofEducationandTrainingat
http://www.sofweb.vic.edu.au/

TheNetiquetteHomePageathttp://www.albion.com/netiquette/index.html

UniversityofTechnology,Sydneyathttp://www.uts.edu.au

Visualtutorials.comathttp://visualtutorials.com/index.htm

WorldWideWebfootPressathttp://www.webfoot.com

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 27

Assessment3

YourcoachMaxDobson,ITManageratFastbearhasanEmailtaskforyoutoperform

MaxDobson1 MaxDobson

SendEmails
Canyouemailmethosewebpagesaboutsuitableprintersthatyoufoundearlier?Markthisemail
formyfollowupplease.Ineedtohavealookatit,addmyrecommendationandthenwellsenda
finalprinterrecommendationtotheGeneralManager(GM).

IllreplywhenIvehadachancetocheckyouremailandaddtoit,thenIllgetyoutoforwardmy
replytotheGM.

Oh,makesureyoufollowourorganisationalpolicyandproceduresforemailespeciallysinceyoull
beemailingtheGM!Itsalsoagoodideatofollowgeneralnetiquetteprincipleswhenwritingyour
emails.

ToDo:
1.Createandsendanemailwithsavedwebpagesattached,andmarkthisemailforfollowup.
2.Forwardthereplytoyouremailtoanotherrecipient,andcopyinthesenderwhenyouforward
theiremailon.
FollowFastbearspolicyguidelinesonemailaswellasgeneralnettiquetteprincipleswhen
composingyouremails.

Tips

AskafriendandyoursupervisororfacilitatoriftheycanplaytherolesofMaxDobsonandthe
GeneralManagerinthistask.FortheMaxDobsonroletheywouldneedtoreceiveyouremail,then
sendyouareply.FortheGeneralMangerroletheywouldneedtobetherecipientoftheforwarded
email.

Toshowthatyouhavesenttheemailwithattachmentsandthenforwardedthereply,youcangoto
yourSentboxandprintcopiesoftheemailsyouhavesent.

Tolearnabouttheskillsandknowledgerelatedtothistask,pleaseworkthroughorreviseLearning
Pack3ifyouhaventdonesoalready.Goodluck!
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 28

InternetUsagePolicy

FASTBEARRURALPTYLTD.
I.Purpose
TodefineFastbears(thecompany)policywithregardtouse,retentionanddisclosureof
electronicmailmessagessentorreceivedbythecompany'semployees(orotherauthorised
individuals)usinganyelectronicmailsystemmadeavailableoraccessiblebythecompany.
Thispolicyanditsrequirementsareextremelyimportantandprotectvitalcompanyassets
andinterests.
II.Scope
Thispolicyappliestoallcompanyemployeesandallotherauthorisedusersoftheglobal
electronicmailandmessaginginfrastructuremadeavailablebythecompany,including
Internet,Intranetandonlineaccessprovidersystems.Usersareresponsibleforcomplying
fullywiththispolicyasstated,butthecompanyreservestherighttomodifythispolicyat
anytime,withorwithoutpriornotification.Violationscouldbethebasisforemployee
disciplineordischarge.
III.Generalpolicy
Electronicmail,includingInternetandIntranetaccess,isprovidedtoemployeesasa
businesscommunicationtoolforappropriateinternalandexternalbusinessuses.Theemail
system(theSystem)isownedsolelybythecompanyandinformationintheSystemwillbe
treatedjustlikeothercompanybusinessrecords,files,electronicrecords,documents,
materialsandequipment.ProhibitedusesofemailaredetailedinSectionIVofthispolicy.
Usersmusttakeparticularcarenottodisseminateconfidentialcompanyinformationto
unauthorisedusers.Useofthesystemforthecommunicationofpersonal,privateor
confidentialinformationisnotappropriate.Ifincidentaloroccasionalpersonaluseofthe
systemismade,suchuseisstillsubjecttothesamepoliciesandproceduressetoutinthis
policy.
Thecompanyreservestherighttoreviewallcompanyelectronicrecords,includingemail
messages.Therefore,employeesshouldhavenopersonalexpectationthattheirelectronic
mailmessagesareprivate.
Becauseemailmessagesdeletedbytheusermaystillbepresent,eitherinanotherperson's
mailbox,oronafileserverorbackupfileofauser,caremustbetakentoensurethe
accuracyandprofessionalismofallemailcommunications.Emailmessagesmustbeableto
withstandscrutinywithoutcausingembarrassmenttothecompany,itsemployeesor
customers.
Allcompanypoliciesincludingbutnotlimitedtopoliciesconcerningcopyright,
confidentiality,harassmentandcompliancewithequalemploymentlawsapplytotheuse
ofelectronicmail.
IV.Proceduresandguidelines
A.AuthorisedUsesofElectronicMail
Allcompanyemployeeswithalegitimatebusinesspurposemayuseemail,maintaininga
separatemailboxaddressforthesendingandreceiptofmessages.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 29

B.SecurityofEmailConfidentialMessagesandUserPasswords
1 Employeesmustensurethatinternalmessagesmeantonlyforcompanyemployeesare
notsenttooutsiders.
2 Systemusersshouldsecureaccesstotheirmailboxesthroughtheuseofpasswordsand
othersecuritydevicesandshouldnotleavetheSystemonandavailableto
unauthorisedusers.
3 Internet,Intranetand/oronlineaccessproviderservicesandthecompany'sInternet,
Intranetorserviceprovideraddressmaybeusedsolelyforbusinesspurposes.
4 Employeesmaynotrevealanyconfidentialinternalemailnamesandpasswordsof
companyemailuserstoanyoneoutsidethecompany,includingpeoplewhorequest
suchinformationoverthetelephoneandseemtohavealegitimatereasonforasking.
AllsuchrequestsmustbereferredtotheNetworkAdministratorforaresponse.
5 Extremecaremustbetakeninbothconfigurationofthesystemandcontentof
communicationsnottoexposethecompanytoriskofasecuritybreach,harassmentor
sabotage.
6 Recommendedconfigurationofbrowsers:
Minimumrequirementsforbrowsersisthattheyshouldshowatoolbar,buttons
andmustshowtheaddressbar.
Toolbarsanddisplaymaybemodifiedaccordingtousersneeds
Linksshouldnotbevisible
ColoursshouldbesettoUseWindows.
FontsshouldbesettoLatinBaseLanguagescript.
Fullscreendisplayshouldgenerallynotbeused.
ForInternetbrowser,homepageshouldbesetasthecompanywebsitehome
page.
C.ProhibitedUsesofEmailSystem
Theseinclude:
sendingcopiesofdocumentsinviolationofcopyrightlawsorlicensingagreements
sendingmessagesprohibitedorrestrictedbygovernmentsecuritylawsorregulations
sendingconfidentialorproprietaryinformationordatatopersonsnotauthorisedto
receiveit,eitherwithinoroutsidethecompany
contentthatmayconstitutesexualharassmentorbeconsidereddiscriminatory,
obscene,derogatoryorexcessivelypersonal,whetherintendedtobeseriousor
humorous
sendingchainletters
illegalactivity
harassment
exchangingsensitiveinformationrelatedtopossibleoractuallitigation
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 30

personalcommercialactivities
promotionofpoliticalpositionsoractions
solicitationofanytype,exceptforcompanysanctionedactivities.
Employeescannotdisclaimresponsibilityforfailuretoadheretotheserestrictions.Ifyou
needclarificationonanyoftheseprohibiteduses,contacttheITManagerortheNetwork
Administrator.
D.Privacy/AccesstoElectronicMail
Thecompanydoesnotintendtoroutinelymonitorthecontentsofelectronicmail
messages.However,usersshouldexpectthatelectronicmailmessagesmaybeaccessedby
authorisedsupervisorsorSystemAdministratorswithorwithoutthepermissionofthe
employee.However,nootheremployeesmaymonitororaccessemailmessagesofanother
user.
Anyrequestsforaccesstothecontentsofemailinordertorespondtolegalprocess,suchas
subpoenas,orforpurposesofrepresentingthecompanyinconnectionwithanyactualor
threatenedlitigation,investigationorclaimmustbebroughttotheattentionoftheIT
Manager.
Unauthorisedaccessofemailmessagesisaseriousviolationofcompanypolicyandgrounds
fordismissal.
E.Emailcompositionguidelines
Emailssenttointernalorexternalrecipientsshouldgenerallyincludethefollowingstandard
features:
subjectlinetobeusedthatsuccinctlydescribesthetopicoftheemail
automaticsignatureofsendertobeincludedthatgivesthesendersname,position,
companynameandtelephonenumber
contentstobespellcheckedbeforesending
prioritysettingtobeusedappropriatelyandasrelevant
attachmentstobeinsertedatendofmessageandlistedinthebodyoftheemail.
V.Responsibilities
Allemployeesmustensurethattheyhavemanagementauthorisationtousethesystem
andareresponsibleforadheringtothispolicy.Employeesshouldnotifytheirsupervisoror
theITManagerofanyviolationsofthispolicy.
BusinessManagersandDepartmentHeadsareresponsiblefor(a)ensuringthattheir
employeesunderstandthispolicyandformonitoringusagewithintheirdepartment;(b)
ensuringthataccessprivilegesareterminatedwhenappropriateincasesoftransfer,
terminationorchangesofassignment;and(c)cooperatingwithandprovidingresourcesfor
investigationsofsystemuseandmisuse.

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 31

VI.Disclaimers
Pleasebeawareofthefollowingwhenusingemail:
Emailmessagescanbemisdirectedbythesenderorbyanerrorinthemessage
routingprocess.
InternetandIntranetemailreliesonpublicnetworksthatareoutsidecompany
control.Servicelevelsandconfidentialitycannotbeguaranteed.
Oncesent,emailmessagescannotberetrievedorremovedfromarecipient'smailbox.
YoullneedaccesstoacomputerwithanInternetbrowserandaconnectiontothe
Internet.

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 32

Terms

Email:electronicmail

Emailaddress:madeupofthreecomponents:name,@symbol,domainnameofcomputerwhere
accountismaintained;egAmy.smith@optusnet.net.au

Emailmessage:thecontentofacommunicationeitherreceivedbyyou,orsentbyyouusingyour
computernetwork

Eudora:apopularfreewareandcommercialemailmanagementprogram

Exchange:MicrosoftsintegratedfaxandemailprogramdesignedforWindowsoperatingsystems

Flame:aninsultingmessageexchangedviaemailorwithinnewsgroups;aseriesofflamesareknown
asflamewars

Interface:thecomputerscreenyouusetoaccessyouremailaccount

ISP:InternetServiceProvider;thecompanywhichprovidesyouwithaconnectiontotheInternet

Mailinglist:alistofemailaddressestowhichmessagesaresent;youcanusuallysubscribeto
mailinglistsbysendinganemailtothecontactaddress

Network:asystemofconnectedcomputersexchanginginformationwitheachother;egalocalarea
network(LAN)isarelativelysmallerformofanetworkincomparisontotheInternetwhichisa
worldwidenetworkofcomputers

Signature:apersonaltagautomaticallyappendedtoanemailmessage;maybeshort,suchasthe
authorsname,authorsorganisationandtelephonenumber

Snailmail:paperbasedmail

SPAM:multiple,sometimesthousands,ofmessagessenttoanewsgroupormailinglist;canbevery
harmfulasitisoneofthemainwaysthatvirusesinfectlargenumbersofcomputers


RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 33

LearningPack4
Preview
InthisLearningPackyoullpractisetheskillstoorganiseyouremailefficiently,involvingsettingup
emailmessages,attachments,anemailaddressbookanddistributionlist.
Learningoutcomes
Aftercompletingthistopicyouwillbeableto:
Openandsaveanattachmenttotherelevantfolder.
Searchforanemailmessageandsetaprioritysettingordeleteasnecessary.
Sortinboxaccordingtosendersnameordatereceived.
Saveemailmessagesinafolder.
Compactfoldertosavespace.
Printanemailmessage.
Manuallyaddanemailaddresstotheemailpackageaddressbook.
Updatetheaddressbookbytransferringtheemailaddressfromareceivedmessage.
Createadistributionlistandsendoutemailmessage.
Beforeyoustart
YoushouldalreadybeabletouseapersonalcomputertoloadaprogramfromtheStartmenuor
fromthedesktop,haveaccesstotheInternetandbeabletosavetoandretrieveafilefromafolder
onadisk.


RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 34

Checkyourunderstanding4

Doyouthinkyoualreadyhavetheknowledgecoveredinthistopic?Answerthefollowingquestions
tocheckyourunderstandingorcomebacklaterandtryagain.

EmailmessagesinyourInboxorSentboxcanbesortedaccordingtodifferentcriteria.

Enterthemissingwords:

IcansortmyInboxinto____________,______or______order.

Iwouldupdatemyaddressbookwhenreceivingemailfromsomeonenewby

Enterthemissingwords:

Theprogrammostcommonlyusedforcompressingfilesis______.

Givetworeasonswhyadistributionlistorcontactgroupisuseful.

FiveofthefoldersprovidedinanOutlookstyleworkemailaccountsetupare:


RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 35

Reading4:Organiseemail

Thereadingsherewillhelpyoutodevelopyourknowledgeandskillsfor
organisingemail.Thiswillinvolveanunderstandingof:

*Openingandsavinganattachmentreceived
*Searchingforemailmessagesinanemailaccount
*Establishingaprioritysettingonanemail
*Deletinganemail
*Printinganemail
*SortingyourInbox
*Savingemailmessagestoemailfolders
*Manuallyaddinganemailaddresstotheaddressbook
*Creatingadistributionlistandusingittosendemails
*Automaticallyupdatinganaddressbookfrommessagesreceived.
Features to organise email 37
Opening and saving an attachment received 37
Compressing a file 39
Searching for email messages in an email account 40
Establishing a priority setting on an email 40
Deleting an email 41
Printing an email 41
Saving email messages to email folders 41
Create a new folder to save emails in 43
Save emails into a folder 43
Sorting your Inbox 43
Manually adding an email address to the Address Book 45
Creating a distribution list and using it to send emails 46
Using a distribution list 49
Automatically updating your address book from messages received 50
Summary 51
a

Check your progress 51
RiverinaInstituteofTAFE,Wagg WaggaCampus,2009.CGVEVersion1.0 36

Featurestoorganiseemail
Agoodemailpackagewillincludefeaturestohelpyoutokeepyouremailmessagesandlists
organisedwhichmaybenecessarytocopewiththegrowingamountofemailsandemail
addressesyoucollectasyouuseyouremailaccount.
Inthisreadingwelllookatfeaturestoallowyouto:
Saveafilethatissenttoyouasanattachment.
Searchforaparticularemailyouweresentoroneyouhavesent.
Markanemailyousendasapriority(tofollowup)forthereceiver.
Keepyouremailaccounttidybydeletingunwantedemails.Deletingemailsisalsonecessary
tokeepyouraccountwithinasizelimit(thatis,thetotalsizeofallemailfilesreceived,sent
andsavedinyouraccount).
Keepahardcopyofanemailbyprintingit.
Keepasoftcopyofanemailbysavingitontoyourcomputer.
Keepyouremailboxesorganisedbysortingemailsbydifferentcriteria.Thiswillhelpyouto
findemailstoo.
Useaddressbooksanddistributionslistsyoucreateinordertostoredetailsofpeopleand
theiremailaddresses,andgrouppeoplesoyoucanquicklysendthesameemailtomorethan
oneperson.

Here,welllookatthesefeaturesinMicrosoftOutlook.Ifyouareusinganotheremailpackage,use
theHelpfacilitytofindouthowtousethesefeatures,orgototheResearchsectionofthisLearning
Packandfindthetutorialsthere.
Openingandsavinganattachmentreceived
WhenyoulookatyouremailinyourInbox,youcanseewhichmessageshaveattachments,as
messageswithattachmentswillhavetheattachmentsymbol(egapaperclip)besidethesenders
name.

Figure 1: The unopened email message has the symbol (paper clip) beside the senders name to
show the message has an attachment
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 37

Whenyouhaveopenedyouremail,ifthereisanattachmentyouwillnoticegraphicsshowingfile
names.Alternatively,youmayseetheattachmentrecordedintheheaderblockwiththeword
Attachments:thenthenameofthefilesattachedlistedbesidethis.
Toopenand/orsaveanattachment,youcanfollowthesesteps:
1 Openattachmentsbyclickingwithyour
rightmousebuttononthegraphicof
thefile,oronthenameofthefile
besidethewordAttachments.Youcan
thenchoosefromamenu.

Figure 2: Right mouse click menu
2 Youmaywanttosavethefiletoalocationonyourcomputer.Oftenfilesaresavedandthen
viruscheckedbeforebeingopened.Openingafilecouldinfectyourcomputerwithavirus,so
beverycautiousaboutopeningattachmentsfromunknownsenders.
3 Tosavetheattachmenttoaparticularlocationonyourcomputer,chooseSaveAsthen
navigatethroughyoursystemtolocatethefolderyouwishtosavethisfilein.

Figure 3: Save the file in the appropriate folder

4 ThenclickonSaveintheSaveAsdialogbox.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 38

Compressingafile
TosavestoragespaceonyourcomputeryoumaywanttocompressthisfileusingtheWinZip
program.Acompressedfilecanalsobesentasanattachment,andthisisusefulifyouwanttosend
averylargefilewhichexceedsthesizelimitofyouremailaccount.
1 TocompressafileyoumusthaveWinzip(oranothercompressionprogram)installedonyour
computer.
2 Locatethefileusingyoursystembrowser,egMyComputerinWindows.
3 RightclickonthefileandchooseAddtoZip.Thisscreenwillbedisplayed:

Figure 4: The WinZip Add screen
4 AttheAddtoArchivebar,namethezipfileyouwishtocreate(probablythesamenameasthe
originalfile).
5 Ifyouarehappyforthezippedfiletobesavedinthesamedirectoryasyouroriginalfile,simply
clickontheAddbutton.WhenyouclickonAddyourfilewillbesavedinaWinZipfile.Ifnot,
clickontheNewbuttontonavigateandfindthefolderyouwouldliketosavethezippedfilein.
Youwillfindyourzippedfileinthelocationwhereyousavedit.
Zippingfilescansaveconsiderableroomonyourharddisk,andcanmakesendingfileswith
attachmentsmusteasierifyouusezippedfileswhentheoriginalfileistoolarge.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 39

Searchingforemailmessagesinanemailaccount
Alotoftimecanbewastedinlookingforemailsreceivedorsent.Themostefficientwaytoensure
thisdoesnthappenistofileemailsintoappropriatefolders.However,ifyoustillhavedifficulties
locatingemails,youcancompleteasearchonthese.
1 ClickontheFindbuttononthetoolbar.
2 Searchfortheemailyourequire.Youcanchoosewhethertolookonlyinthesendersname
underFromandSubject;orSearchalltextinthemessagebyclickingintheboxbesidethis
entry.ThentypewhatyouwanttosearchintotheLookForbar.

Figure 5: The find button is located at the top of the screen
Establishingaprioritysettingonanemail
Whenyoulocatetheemailyouaresearchingfor,openitbydoubleclickingandsetpriorityby
choosingViewmenu,clickonOptions,thenchooseNormal,HighorLowpriority.Youcanalsodo
thisinanewmessagescreenwhenyouarecreatingamessage.
1 SelecttheViewmenu.ThenchooseOptions.

Figure 6: Choose Options from the View menu
2 NextchoosetheImportancesettingforthismessageasrequiredandclickonClosetoreturnto
themessage.

Figure 7: Choose the importance setting and click Close
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 40

Deletinganemail
YoucandeleteanemailinyourInbox,theSentItemsfolderoranyemailfolderinyoursystem.

Figure 8: The Delete button is located on the Toolbar
Todeleteanemail,clickonthemessagetoensureitishighlighted.ThenpresstheDeletekeyon
yourkeyboardorclickontheDeletebuttonthetoolbaratthetopofthescreen.Thisisasimilar
procedureformostemailpackages.
Printinganemail
YoucanprintanemailinyourInbox,theSentItemsfolderoranyotheremailfolderinyouraccount.

Figure 9: The Printer button is located is located on the Toolbar
Toprintanemail,firstclickonthemessagetoensureitishighlighted.Thenclickontheprinter
buttononthetoolbaratthetopofthescreen.Thisprocedureissimilarformostemailpackages.
Savingemailmessagestoemailfolders
Mostemailpackagesareinstalledwithexistingfolderstructures.InMicrosoftOutlookthefolders
availableforstoringemailsareArchiveFolders,DeletedItems,Inbox,SentItems,Outbox,Drafts,
PublicFolders.
YoucanseeallthesefoldersbychoosingtheViewmenu,thenchoosingFolderList.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 41

Yourscreenwillnowlooklikethis:

Figure 10: The Folders list is visible
WiththeFoldersListvisible,youcandraganddropanemailmessagefromyourInboxlisttothe
folderofyourchoice.
Thefolderspresentedwillnothelpyoutoorganiseyourmessagesverywell.Youwouldneedto
createyourownfolderstoallowyoutosavemessagesinameaningfulwayforyou.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 42

Createanewfoldertosaveemailsin
Tocreateanewfolder:
1 ChooseFilemenu.
2 HoveryourmouseoverNew.
3 ClickonFolder.
Beverycarefultocheckthelocationwhereyouarecreatingyourfolder.
4 Nameyourfolder.
5 CheckthatyouhaveMailitemsintheFoldercontainsbar.
6 Checkthelevelwherethefolderwillbecreated,ieToolboxGroupinthisexample.
7 ClickonOK.
8 YouarethenpromptedtomakeashortcutontheOutlookBar.

Figure 11: Add shortcut dialog box
9 ClickonYestoseeitinMyShortcuts.
10 YournewfolderisnowcreatedinthefolderlistandyourfolderisshownonMyShortcuts.
Saveemailsintoafolder
TosaveanemailtoyournewfolderyoucandraganddropthemessagefromtheInboxlisttothe
folder.
IftheemailyouwanttosaveinthisfolderisnotvisibleonyourInboxscreen,youwillneedto
changetothefolderwheretheemailisheldbyclickingonthatfolderinthefolderslist.Thenyou
candraganddroptheemailintothefolderyourequire.
SortingyourInbox
YourInboxcaneasilybesortedonsendersname(inalphabeticalorder);Subject(inalphabetical
order)orDateReceived(fromoldesttonewestornewesttooldest).
SorttheemailsinyourInboxbyclickingonthecolumnheaderforeithertheSender(From),Subject
ordateReceived.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 43


Figure 12: Column headers are located beneath the Inbox title
InFigure12theFromheaderhasbeenclickedsotheInboxissortedfromAtoZ(ascendingorder)of
sendersname.InFigure13,theFromheaderhasbeenclickedagainsotheInboxissortedfromZto
A(descending)ofsendersname.

Figure 13: Inbox is sorted from Z to A (descending) of senders name by clicking twice on From

Figure 14: Inbox sorted from A to Z of subject by clicking on Subject
InFigure14,theSubjectheaderhasbeenclickedsotheInboxissortedfromAtoZofSubject.
ClickingasecondtimeontheSubjectheaderwouldcausethelisttobeshownindescendingorder,
fromZtoA.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 44


Figure 15: Inbox sorted from most recent to oldest message by clicking on Received
InFigure15,thedateheader(Received)hasbeenclickedsotheInboxissortedfrommostrecentto
oldestmessage.Clickingasecondtimeonthedateheader(Received)wouldcausethelisttobe
shownindescendingorder,fromoldesttomostrecentmessage.

ManuallyaddinganemailaddresstotheAddressBook
AnAddressBookisafeaturethatallowsyoutostorenamesandcontactdetails,justlikeapaper
basedaddressbook.Youcanthenlookupsomeoneintheaddressbooktoquicklyentertheiremail
addressintoanewemailmessage.
FromtheInboxscreen:
1 ClickontheFilemenu.
2 SelectContact.
3 Recorddetailsofyournewcontact(asyouwouldinamanualrecord).Enterallnecessary
details,especiallytheemailaddress.
4 ClickonSaveandClosetorecordinyourAddressBook.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 45


Figure 16: The File menu with Contact selected

Figure 17: Enter the contact details
Creatingadistributionlistandusingittosendemails
Makingadistributionlistentryissimilartostoringanewentry(alsocalledacontact)inyour
AddressBook.However,adistributionlistisagroupofcontacts,sothatyoucansendanemailtoa
group(distributionlist)youcreate,insteadofhavingtoentermanyemailaddressesonebyoneinto
thenewemailmessage.
FromtheInboxscreen:
1 ClickontheFilemenu.
2 SelectDistributionList.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 46

3 Recordthenameofyournewlist.
4 SelectMembersfromyourAddressBook,ormakenewmembersasnecessary.
5 ClickonSaveandClosetorecordthedistributionlistinyourAddressBook.

Figure 18: Select Distribution List from the File/New menu

Figure 19: Name the distribution list
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 47


Figure 20: The Select Members box in the Address Book


RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 48

6 ClickonAddwhenyouhavehighlightedthepersonyouwantinyourdistributionlist.

Figure 21: The Add New Member box
7 GenerallyyouwouldclickonAddtocontactssothispersonisalsoinyourAddressBook
8 ClickonOKtoreturntoyourdistributionlistscreenandcontinueaddingmembers.

Figure 22: You will see your entries recorded in your distribution list
InNetscape,thisisreferredtoasaList.SeethetutorialslistedforNetscapeintheResearchsection
ofthisLearningPack.
Usingadistributionlist
Tosendanemailmessageusingyourdistributionlist:
1 ClickontheAddressBookbuttoninanewmessagescreen.
2 Typethenameofthedistributionlist.
3 Clickonthenamewhenyoulocateitinthedistributionlist.
4 ClickontheTobuttonandthedistributionlistisrecordedintheMessageRecipientslist.
5 ClickonOKtoreturntothemessagetocompleteandsendintheusualway.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 49


Figure 23: Selecting a distribution list from the contacts list from your Address Book click on the
distribution list, then click the To button. Notice these lists have an icon of two people to show they
are distribution lists.
Automaticallyupdatingyouraddressbookfrommessagesreceived
YoucaneasilyupdateyourAddressBookwhenyoureceiveanemailfromsomeone(thatis,add
theiremailaddresstoyouAddressBook):
1 Opentheemailmessage.
2 Useyourrightmousebuttontoclickonthesendersname.Amenuwillappear.
3 ChooseAddtoContactsfromthemenuthatappears.Thiswillautomaticallytransferthe
sendersaddresstoyourAddressBook.


Figure 24: Selecting Add to Contacts from the right mouse menu

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 50

Summary
Inthisreadingyouhavelearntaboutfeaturesofanemailaccounttoallowyoutoorganiseyour
emailmoreeffectively.
Youcanopenandsaveattachments,includingcompressingthoseattachmentstosavestorage
space.
Youcansortyourinboxinavarietyofwaysandmoveemailmessagestofolders.
Youcannowaddentriestoyouraddressbookforindividualcontacts,bothmanuallyand
automatically;andfordistributionlists.
IfyouareusinganemailpackageotherthanMicrosoftOutlook,usetheHelpfacilityinyour
package,orfollowingoneofthetutorialslistedintheResearchsectionofthisLearningPacktofind
exactlyhowtodothesethingsinyouremailpackage.
Checkyourprogress
NowyoushouldtryanddothePracticeactivitiesinthistopic.Ifyouvealreadytriedthem,have
anothergoandseeifyoucanimproveyourresponses.
Whenyoufeelready,trytheCheckyourunderstandingactivityinthePreviewsectionofthistopic.
Thiswillhelpyoudecideifyourereadyforassessment.

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 51

Practice4

Activity1:Compressafile

Selectafileonyourharddisktocompresssothatitisreducedinsizeand,therefore,more
appropriateforanemailattachment.

Writedownthestepsyoufollowedtocompressthefile.

Activity2:Searchforanemail

Listsomecommonwaysyoucansearchforaspecificemailyouhavereceived.

Activity3:Createadistributionlist
1. UsingyourTAFEstudentEmailorGmail,createacontactgroupordistributionlist.For
example,includetheaddressesofagroupoffriendsorcolleagues.
2. Nowsendanemailtoeveryoneonyourlist(youcouldtellthemyouarestudyingandneed
topractiseusingemail).
3. Viewyourcontactgroupordistributionlistandprintthescreenorwindowshowingthislist.
Aswell,saveacopyoftheemailtoyourdistributionlist.
Whyisitusefultousegroupsordistributionlist?

Activity4:Saveemailstoafolder
1. Createandnameanewfolderwithinyouremailapplicationtosaveemailsto.
2. AsrepliescomebacktoyoufromtheemailyousentinActivity3,savetheserepliesintothe
folder.
3. Sorttheseemailsbydate.
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 52


Research

Youcanlearnmoreaboutsearchengines,bookmarksandnetiquette(orwebetiquette)bydoinga
searchusingkeywordssuchassearchengines,tutorialsornetiquette.Youmightliketostart
withthefollowingwebsites:

http://www.searchengines.com
http://searchenginewatch.com
http://www.lisp.com.au
http://www.albion.com/netiquette/index.html

Youcanalsolookupthesecommonsearchengines:

Googleathttp://www.google.com
Yahooathttp://www.Yahoo.com
MSNathttp://www.msn.com
Lycosathttp://www.lycos.com
AltaVistaathttp://www.AltaVista.com
Netscapeathttp://www.Netscape.com
Askathttp://www.Ask.com

RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 53

MaxDobson
Assessment4:Organiseemail

TheGMhaslookedatourrecommendationsforthenewprinters,andhedlikethebranchestogive
theirfeedbacktoo.CanyousendthebranchesthesameinformationyousenttotheGMandaskfor
theirfeedback?

IllsendyoualistofthebranchITManagersemailaddresses.Youllneedtoaddthesetoyouremail
addressbook,createadistributionlistcalledBranchITManagers,andsendthemthesameemail
youforwardedtotheGM.Oh,anddontforgettoincludemeinthisdistributionlist!

Finally,afterallthiswork,yourinboxwillneedacleanup.Isuggestyousortyourinboxaccordingto
sendersnames(relevanttotheFastbeartasks),thensavealltheseemailsinafoldercalledNew
printers.

ToDo:

1. CreateadistributionlistthatincludesallFastbearITManagersemailaddresses.Callthislist
BranchITManagers.
2. SendanemailtothemembersoftheBranchITManagerslist.Printthisemail.
3. SortyourinboxsothatallemailsrelatingtoFastbeartasksaregroupedbysendersnames.
4. SaveallFastbearemailsinafoldercalledNewPrinter.

Tips

UsefourofyourclassmatesorfriendstoposeastheFastbearbranchITManagers
YoucouldaskyoursupervisororfacilitatortoplaytheroleofMaxDobson,andincludethem
inyourdistributionlist.
Toshowthatyouhavesortedyourinbox,andsavedemailsintoafolder,youcouldsave
screenshots(astippedinTask2)showingyourinboxlistandfoldercontents.

Tolearnabouttheskillsandknowledgerelatedtothistask,pleaseworkthroughorreviseLearning
Pack4ifyouhaventdonesoalready.Goodluck!
RiverinaInstituteofTAFE,WaggaWaggaCampus,2009.CGVEVersion1.0 54

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