hotmail an introduction to a web-based e-mail system · use hotmail because all messages regarding...

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Hotmail -An Introduction to a Web-Based E-mail system

Morten RaskAalborg University

[email protected]://www.i4.auc.dk/rask/

This document serves as teaching material at the M.Sc. Programme in International Business Economicsand the Diploma Programme in International Business Management. It is very important that all studentsuse Hotmail because all messages regarding the study will be send to the student's Hotmail account.When students go on traineeship Hotmail can be used for communicating with the supervisor at AalborgUniversity. Finally, after the end of the study, former students will get information from their formerstudy at Aalborg University. This document will take you through the process of establishing a Hotmailaccount and introduce the basics of reading and sending e-mails using Hotmail.

Hotmail - An Introduction to a Web-Based E-mail 2

Morten Rask 08/17/98

Table of ContentsGETTING STARTED ......................................................................................................................................................... 3

CONFIGURATION OF YOUR HOTMAIL ACCOUNT................................................................................................... 5

CREATING FOLDERS ........................................................................................................................................................... 5OPTIONS ............................................................................................................................................................................ 6

Creating Filters ............................................................................................................................................................ 6Creating a signature ..................................................................................................................................................... 7

RUNNING HOTMAIL........................................................................................................................................................ 8

LOGGING IN ....................................................................................................................................................................... 8READING AND REPLYING E-MAILS ....................................................................................................................................... 9SENDING E-MAILS .............................................................................................................................................................10

WHAT THE HOTMAIL COMPANY SAYS ABOUT A LOST OR FORGOTTEN PASSWORD .................................10

TO CHANGE YOUR PASSWORD ..........................................................................................................................................11PASSWORD - DOS AND DON'TS ..........................................................................................................................................11

THE HOTMAIL COMPANY'S LIST OF FREQUENTLY ASKED QUESTIONS .........................................................11

WHAT IS HOTMAIL? ..........................................................................................................................................................12HOW IS HOTMAIL DIFFERENT THAN E-MAIL? ......................................................................................................................12HOW CAN HOTMAIL BE FREE?............................................................................................................................................12WHY IS HOTMAIL UNIVERSALLY ACCESSIBLE? ...................................................................................................................12CAN I USE HOTMAIL ANYWHERE?......................................................................................................................................12CAN I USE THE EXISTING INTERNET SOFTWARE ON MY COMPUTER?.....................................................................................13I ALREADY HAVE AN EMAIL ADDRESS, WHY WOULD I USE HOTMAIL?..................................................................................13CAN I CHECK MY CORPORATE EMAIL USING HOTMAIL? ......................................................................................................13DOES HOTMAIL HAVE AN ADDRESS BOOK?........................................................................................................................13CAN I PUT URLS INTO MY EMAIL? .....................................................................................................................................13CAN EVERYONE IN MY FAMILY HAVE HIS OR HER OWN EMAIL ADDRESS? .............................................................................13IS MY EMAIL PRIVATE? ......................................................................................................................................................13CAN I ATTACH FILES TO MY EMAIL MESSAGES? ..................................................................................................................14CAN I RECEIVE ATTACHMENTS AT MY HOTMAIL ADDRESS? ................................................................................................14CAN I USE HOTMAIL AS A BUSINESS ADDRESS?...................................................................................................................14WHAT SOFTWARE DO I NEED TO USE HOTMAIL? .................................................................................................................14WHAT IF I HAVE PROBLEMS USING HOTMAIL? ....................................................................................................................14I'M ALREADY A HOTMAIL MEMBER, BUT I FORGOT MY PASSWORD. WHAT CAN I DO?...........................................................15DOES HOTMAIL SELL ITS MEMBERSHIP LIST? ......................................................................................................................15HOW MUCH JUNK EMAIL (AKA "SPAM") WILL I RECEIVE? ....................................................................................................15DOES HOTMAIL HOST PERSONAL WEB PAGES OR BUSINESS WEB SITES? ..............................................................................15WHY DOES HOTMAIL ASK FOR PERSONAL INFORMATION? ...................................................................................................15DO I HAVE TO HAVE AN INTERNET CONNECTION TO USE HOTMAIL?.....................................................................................15



Getting Started

When you have entered Hotmail'sInternet addresshttp://www.hotmail.com/ you will sethis screen. The first thing you have to dois to press the Sign Up Here button.

Then you have to read and understand theterms of service. You need to acceptthose terms in order to use the free e-mailservice. You do that by clicking on the IAccept button.



Then you fill in the registration form.You accept the registration by clicking onthe Submit Registration button. Ifsomebody has already chosen yourchoice of e-mail address, you have to putin another one. The system will tell you ifthat is needed. When you have found anappropriate e-mail address you will beasked to confirm your selections.IMPORTANT: Write your login Nameand password in a secure place. If youforget it you can send an e-mail [email protected] and Hotmailwill send you further instructions. Forfurther information, see page 10.You will be offered to get free news sendto your Hotmail e-mail account. Becareful to chose only appropriateservices. When you have done that, pressthe Continue button.

Congratulations, you now have an e-mailaccount on your own that you can usewherever there is a computer connectedto the World Wide Web.IMPORTANT: Write your login Nameand password in a secure place. If youforget it you can send an e-mail [email protected] and Hotmailwill send you further instructions.



Configuration of your Hotmail Account

Creating Folders

You will often find that you have too many messages in your In-box as well as your Sent MessagesFolder. You will lose yourself in details. That is why you need to create extra folders.

Start by clicking the Folders button andthen click the Create link.

Now you can create extra folders. Startby creating a folder named "Hotmail" andcontinue with other new folders withname like "news" and so on.



Options

When you click the Options button youwill be able to add your personal profileas well as change the password youselected when you once registered yourself as a Hotmail user. You can alsochoose to customize the appearance andoperation of your Hotmail account.Important options are Filters andSignature.

Creating Filters

Create filtering rules is to deliver incoming messages into specified folders and to block junk email.

The first of the important filters areBlocked Filter list. Here you can put ine.g. a former girl or boyfriend and othersources like commercial newsletters, youwill not bother to read.



The next important filter is filter thatautomatically moves incoming mails toan appropriated folder. You can e.g.make a filter that moves mails send fromthe Hotmail company from the In-Boxand store them in the Hotmail folder.

Creating a signature

The last important option is to create asignature. You press the Option buttonand then the Signature link. You cannow put in information about yourself,which will automatically appear at theend of each e-mail you send.



Running Hotmail

Logging in

When you have entered Hotmail'sInternet addresshttp://www.hotmail.com/ you will beasked to put in your login name andpassword.

When you have done that, click the Enterbutton and you will enter HotmailCenterpoint. From here you can manageyour Hotmail account and as the mostimportant; you can see if there are anynew messages in your In-Box.



Reading and replying e-mails

To read messages you have to click theIn-Box link. The next screen will list theincoming messages. To read one of themclick on the sender's name. Alternativelyyou can move checked messages to aselected folder by selecting the message,then choose a folder and finally click theMove to button.

You read your e-mails by clicking on thesender's name. When you have read themessages you can answer the message byclicking Reply or Reply All. You canalso send the message to another personby clicking Forward. Another possibilityis to Delete or Close the message. Finallyyou can also browse between themessages in the In-box by pressingPrevious or Next. If you don't want toreceive mails from this sender in thefuture, you can press the BlockedSenders link. A reverse case is when youwant to remember the sender's addresspress the Save Address link.



Sending e-mails

When you want to send a new message,click the Compose link. You can send e-mails by doing three basic things: Enterthe recipient's e-mail address in the To:box; type your message in the large mainbox; then click the Send button.Remember to add your signature. Youcan attach a file to your message byclicking the Attach File button.Explanations of the options availablecome to you if you click the Help link inthe bottom right corner of the page.

What the Hotmail Company says about a lost or forgotten password

If you've lost or forgotten your Hotmail password, you can regain access to your account. Hotmail has avery strict procedure for releasing passwords. Please send Hotmail the following information about youraccount, for verification purposes. Hotmail will not under any circumstances reset a password withoutthis correct information.

1. Login Name2. Name3. Zip Code4. State5. Country6. Telephone Number7. Year of birth8. The Addresses Saved in Your Address Book9. Names of Folders in Your Account10. Approximate Date of Last Successful Login11. Approximate Date of Registering Your Account12. Any Hotmail Premium Services You Use

For security reasons and to help you regain access to your account as quickly as possible, all requests forhelp regarding passwords MUST be sent to the following address ONLY:[email protected]

As long as you provide ALL the information requested and the information is correct, Hotmail will resetyour password and email it to the address from which you sent your request. When you can access youraccount again, change your password.



To Change Your Password

1. Click the "Options" button at the Navigation Bar.• You are taken to the Options page.

2. Click the "Password" button.• You are taken to the Password page.

3. Type your current password in the 'Current Password' field.4. Type your new password in the 'New Password' field.5. Re-type your new password in the 'Re-Type New Password' field.6. Type something that will help you remember your password in case that you forget it again.7. Click "OK."

WARNING! A Hotmail employee will never ask you for your password, either over the phone or byemail. Hotmail only requires your password when you log into your account and even then, yourpassword is not displayed. If you encounter a message that asks for your password, please forward it [email protected] immediately. Do not respond to the inquiry. It is important that you DO NOT shareyour password(s) with anyone, even someone claiming to work for Hotmail. Remember to change yourpassword regularly as a security measure.

Password - Dos and Don'ts

1. Do not use dictionary words from any language.• For example, "armchair," "fauteuil," or "silla"

2. Do not use proper names, such as the name of your pet, best friend, or significant other.• For example, "James" or "Fluffy"

3. Do not use all numbers.4. Do not use personal information that a person could easily figure out.

• For example, if your favorite movie is "Gone with the Wind," don't use "Scarlett" as a password.5. Use a combination of letters, numbers, and punctuation.

• For example, "amos94$!"6. Use something that you can remember, but is difficult to figure out.

• For example, "VLso39!" (An abbreviation for "Vivien Leigh played Scarlett O'Hara in 1939!")

If this information doesn't answer your question, please write to [email protected] anddescribe your issue in detail. Hotmail will send you further instructions. Inquiries will be answered on afirst come, first served basis. Please be as detailed as possible in your message that way Hotmail can giveyou a clear and concise reply. For more information about lost and forgotten passwords go to Hotmail'sHelp Center at http://207.82.250.251/x/html/help_forgotten_pwd.html

The Hotmail Company's list of Frequently Asked Questions

Some of your questions may be answered here. Hotmail recommends that you check this list prior tosending requests for information to Hotmail. This list will be expanded as additional common questionsarise. You can find the updated list at http://www.hotmail.com/faq.html



What is Hotmail?

Hotmail is the world's largest provider of free Web-based e-mail system. Hotmail is based on the premisethat e-mail access should be easy and possible from any computer connected to the World Wide Web. Byadhering to the universal Hypertext Transfer Protocol (HTTP) standard, Hotmail eliminates the disparitiesthat exist between different email programs. Sending and receiving email from Hotmail is as easy asgoing to the Hotmail Web site at http://www.hotmail.com, logging in, and sending an email message. Byusing a Web browser as a universal email program, Hotmail brings your personal information to you in aglobally-retrievable form.

How is Hotmail different than e-mail?

E-mail provided by Internet Service Providers (ISPs) requires the use of a properly configured e-mailprogram. To access e-mail provided by services such as CompuServe® or America Online®, a memberneeds proprietary CompuServe or AOL® software. These client/server e-mail systems are inherentlylimited and closed because they require the use of proprietary client software. E-mail access on theseservices is not universal, difficult while traveling, and virtually impossible from overseas.Hotmail is based on open Web-based technology. The Web browser, which is more universally availablethan any proprietary e-mail program, is used for e-mail sent from and received by Hotmail. Web-basedHotmail is accessible world wide, offers a cross-platform e-mail solution, and is cheaper and easier thanusing traditional e-mail programs. An additional advantage of Hotmail is that a member is not required toinstall any new software other than a Web browser.

How can Hotmail be free?

Hotmail is free because it is advertiser supported. Hotmail will always be a free service.

Why is Hotmail universally accessible?

Hotmail is a site on the World Wide Web. It is accessible via any Web browser (Netscape Navigator™ ,Microsoft® Internet Explorer, Opera, etc.) from anywhere around the globe, from any type of computersystem, at any hour. Accessing your personal Hotmail is as simple as going to http://www.hotmail.comand typing your Login Name and password.

Can I use Hotmail anywhere?

Absolutely. You can access Hotmail from any computer that has a local connection to the World WideWeb. The increased availability of Internet kiosks and public Internet connections in libraries, cafés,airports, and universities make remote access to Hotmail easy.



Can I use the existing Internet software on my computer?

Yes. Hotmail does not require any proprietary software. You need to have a Web browser installed onyour computer and you need access to the Internet. You can have Internet access via an ISP or yourcompany. Hotmail recommend using the newest version of Microsoft Internet Explorer or NetscapeNavigator for best viewing results.

I already have an email address, why would I use Hotmail?

Hotmail is the one-stop email solution. You can check your email using your Web browser. Your email isavailable anytime, anywhere. For example, if you attend college, you may have an email address atschool. Do you feel cut off if you can't check your email when you're home on vacation? Use yourHotmail account!If you travel, Hotmail travels with you. Even if you are just separated from your computer, you can useany computer connected to the Internet to check your Hotmail.In addition, you can check up to four POP Mail accounts using your Hotmail account.

Can I check my corporate email using Hotmail?

Yes. If your corporate POP server resides outside of your company firewall, you can use Hotmail toaccess your POP Mail from anywhere in the world. Corporate employees also enjoy the privacy affordedby the Hotmail no-hands administration.

Does Hotmail have an Address Book?

Yes. Hotmail has an easy to use method for adding email addresses to your personal Address Book.

Can I put URLs into my email?

Yes. You can create a link to any valid Web page or email address by typing the complete address (suchas http://www.hotmail.com) in the text box on the Compose page. Hotmail automatically creates the linkto this address. When the recipient receives your message, the address appears as a link that he/she canclick to go directly to the Web site or to send a message.

Can everyone in my family have his or her own email address?

Yes. Each and every member of your family can go to the Hotmail Web site http://www.hotmail.com andcreate a personal account for him or herself. In fact, Hotmail does not allow account sharing, so Hotmailencourage families to register an account for each family member who will be using Hotmail.

Is my email private?

Hotmail realizes that email is private correspondance between the sender and the recipient. It is Hotmail'spolicy to respect the privacy of its members. Therefore, Hotmail will not monitor, edit, or disclose thecontents of a member's private communications unless required to do so by law or in the good faith belief



that such action is necessary to: (1) conform to the edicts of the law or comply with legal process servedon Hotmail; (2) protect and defend the rights or property of Hotmail; or (3) act under exigentcircumstances to protect the personal safety of its members or the public.For more information, see our Privacy Policy (http://www.hotmail.com/x/html/fm_tos.html).

Can I attach files to my email messages?

Yes. If your Web browser supports the attachment of files (such as Netscape Navigator 2.0 and later,Microsoft Internet Explorer 3.02 or later, etc.), you can send attachments using Hotmail.

Can I receive attachments at my Hotmail address?

Yes. Attachments sent to your Hotmail account can be downloaded to your personal computer by clickingthem. GIF and JPEG images and HTML files are automatically displayed in the browser window.

Can I use Hotmail as a business address?

No. You may not use your Hotmail address as your primary business address. If, however, you work for acompany with which you have an email address and you want to use your Hotmail account to send andreceive email while away from your computer at work, you are encouraged to do so.Example of Prohibited Use:You are an individual who runs a business. You and your employees want to use Hotmail accounts ratherthan registering and administering your account through a paid ISP.Example of Allowed Use:You are a businessperson who travels. You have an account with your company([email protected]). You use your Hotmail account to read and send solicited messageswhile you are travelling.Hotmail prohibits account sharing. Since Hotmail is accessible from everywhere in the world, eachindividual is able to register for his or her own personal account. You are encouraged to register anaccount of your own, to which only you have access. Sharing an account compromises the privacy andsecurity of your email. Each Hotmail member must have his or her own email account.

What software do I need to use Hotmail?

Hotmail requires that you use a Web browser that supports graphics and nested tables, such as MicrosoftInternet Explorer 3.0 or later or Netscape Navigator 2.0 or later. For a richer Hotmail experience, Hotmailrecommends that you use a Web browser that also supports JavaScript™ , frames, cookies, and stylesheets. Text-based browsers, such as Lynx, do not meet our requirements.

What if I have problems using Hotmail?

No problem! Hotmail has a dedicated staff of Technical Support and Policy Enforcement Representatives.Hotmail also uses a convenient autoresponder system so you can receive answers to your questions inminutes. Send a blank email message to [email protected] and the autoresponder replies withdetailed instructions.



You can forward unsolicited, harassing, or threatening messages to [email protected] for immediateaction. To receive a prompt response to your concerns, be sure to include a complete, unedited copy ofthe message, including the full message headers.

I'm already a Hotmail member, but I forgot my password. What can I do?

Please send a blank email message to [email protected] and Hotmail will send you furtherinstructions.

Does Hotmail sell its membership list?

Absolutely not! Hotmail keeps all individual member information, including the email addresses of itsmembers, private. Hotmail Corporation does not maintain or sell any email lists. Please refer to ourPrivacy Policy (http://www.hotmail.com/x/html/fm_tos.html ) for more information.

How much junk email (aka "spam") will I receive?

Hotmail does not condone or support the sending of junk email (aka "spam") through our system. TheHotmail Terms of Services (TOS) strictly forbids sending unsolicited email and Hotmail terminate allreported accounts that are in violation of the TOS. If you do receive unsolicited email, report it [email protected]. Remember to include a complete copy of the message, including the full messageheaders.

Does Hotmail host personal Web pages or business Web sites?

No. Hotmail does not host Web pages or Web sites at this time.

Why does Hotmail ask for personal information?

Hotmail needs you to complete your profile information to display appropriate, individualized advertisingbanners. This allows us to display advertisements that are more likely to be of interest to you. Forexample, if you're a college student, you may not want to see an advertisement for a luxury car; however,you may be interested in a Spring Break special.Also, if you ever forget your password, you will need to confirm your personal information with one ofour Customer Service Representatives to regain access to your account.Your individual personal data is never disclosed to advertisers.

Do I have to have an Internet connection to use Hotmail?

Hotmail is a site on the World Wide Web. You must have Internet access to use Hotmail. You cannot dialinto Hotmail.

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