Sending and receiving emails

Section 6

ObjectivesStudents will deal with messages, send and receive messages, reply to emails, sorting emails and how

can they print a message

Sending emails from the OutboxClick the Send button on the New Message window to place the email in the Outbox

emails are sent immediately if you have an ‘always on’ broadband connection

You can configure Outlook Express not to send message immediately – this is useful if you have a dial-up connection

If you have ‘dial-up’, click Send/Recv, and type you username and password when asked to do so

Receiving emails Incoming emails are downloaded

from your ISP to your Inbox when you send an email

Click Inbox to show any emails received

Received emails are shown with icons indicating Read or Unread

You can sort the emails Double-click the message name in

the Message List pane to read the message

The Message View window lets you:

read and print out the message type a reply forward it to someone else print a message by clicking the Print

button

Receiving an attachment

If you receive a file with an attachment, the message header has a paper-clip icon beside it

Open the email

Click File, Save Attachments…

Use the Browse... button to navigate to a folder where you want to save the attachment

Open the attachment using the appropriate application

Virus alert!

Make sure you have an up-to-date virus checker installed

Only open files with .exe, .scr, .pif or .vbs extensions if you are expecting them

Virus-check unexpected file attachments before opening them

There is a risk of infecting a computer with a virus just by opening an email

There’s no danger from plain text but if the email is in the form of a web page there may be buttons that have unseen effects

You can delete a suspicious-looking email without opening it by hiding the Preview pane, then right-clicking the email and choosing Delete

Replying to an email

Either click the Reply buttonon the toolbar to type a reply to the sender only

Or click Reply Allto send a reply to anyone else that the email was sent to

Type your message and click Send

Forwarding an emailDouble-click the message name in the Inbox to show the Message View window

Click the Forward button– the forwarding window is set up for you with the original subject line

Click To: to add the recipient’s name

Add your own message and click Send

Message Management

Sorting emails You can sort emails by sender,

subject or date, by clicking the column header (clicking again reverses the order)

In the left-hand columns, the Priority shows if a priority level was set by the sender

Attachments are shown by a paperclip

Clicking in the Flag columnshows a Flag icon to draw your attention (click again to remove it)

You can sort on these columns The Read/Unread markers

can be changed from the Edit menu

Searching for emailsClick the Find button, enter search parameters and click Find Now

Deleting emails

To delete emails, select the emails you don’t want and click the Delete button – this moves them to the Deleted Items folder

When this folder starts to fill up, choose Edit, Empty ‘Deleted Items’ Folder

Alternatively, to delete them automatically, choose Tools, Options..., Maintenance tab, and check Empty messages from the ‘Deleted Items’ folder on exit

Organising emails

As with files, it’s a good idea to group together related emails in easily recognisable folders

To file emails, select the email in the main window

Choose Move to Folder... from the Edit menu – the Move window shows all the Local Folders set up in your copy of Outlook Express

You will probably need to make a new folder for your own use.

Click the New Folder button and type a name for the folder

Click OK, then OK again to move the email from its current folder to the new folder

Saving a draft

In the New Message window, click File, Save – you will be shown a confirmation message.

Click OK

When you want to finish the message, double-click it, make any necessary changes, and send it in the usual way

Printing a message You can print a message from most

Outlook Express windows by clicking the Print buttonor File, Print...

The Print dialogue box is similar to others you have met in other applications

In it you can set the pages to print and the number of copies