How to use my email effectively



How to use my email effectively

Email Basics

Both the username and domain name need to be typed exactly as they appear in the person's email address for the message to get through.

The username and domain name should not contain any spaces. Words are usually separated by a full stop "." (period) or an underscore "_".

How do I know if the username is wrong?

You will get an email message back from a sender called "Mail Delivery Subsystem" with the subject "Returned mail: User unknown". The body of the message will be a more detailed error message and your original message will be attached.

Simply correct the user name and resend the message.

How do I know if the host name is wrong?

You will get an email message back from a sender called "Mail Delivery Subsystem" with the subject "Returned mail: Host unknown". The body of the message will be a more detailed error message and your original message will be attached.

Simply correct the host name and resend the message.

What if I send email to a computer that is temporarily unavailable?

If there is a network fault between LCCC and the receiver's computer, your message will be:

▪ queued on our email server; and

▪ our email server will email you to tell you that it was not able to deliver your message.

How do I know that my message has been successfully delivered?

The Internet protocols do not have a standard system in place that allows for you to know that a message was received and/or read. However, Netscape Messenger (used on campus) and Internet Explorer’s Outlook Express have an option that allows you set up RETURN RECEIPTS.

What’s the difference between replying to a message and forwarding it?

When the REPLY button is clicked you are responding to the sender alone. If you click on the REPLY ALL button you will be responding to all the addresses listed on that message.

The previous message will automatically appear in the new message unless you change the options for this under preferences or options (depending on the type of email software you are using).

When you click on FORWARD, your previous message will be in the new message and you can add your own notes to it before sending it on to OTHER addresses.

How do you attach files to your email messages?

The location of the attach function may vary. You may see a paperclip icon, or there may be a button with the word ATTACHMENTS on it. When attaching a FILE, you must know where that file is saved on your computer or floppy disk. When you click on the ATTACHMENT icon, you will need to locate the file, and then double click on the file name. The file name should now appear at the top of your message.

In Netscape Messenger, you can also attach websites, not just the links, but the actually site. Instead of choosing to attach a file, you would choose attach a website. Then you would need to know the exact address for that website. The recipient would see the website in the message received.

How do you open and save attachments that you receive?

Attachments in an email message will be listed in a variety of ways. Generally you will see the word ATTACHMENT in the message or close to the subject of the message. If you click on the highlighted and underlined words, you will open up the attachment. If the file was create using a program that is not on your computer, you will not be able to read/view it.

Once you have opened the attachment, you can save that to another location on your computer. For instance, if you received a document created on MS Word, you will be able to save that document as you normally would in any folder on your computer. When you open that document it is automatically sent to a TEMP file on your computer’s hard drive. It will only be in that folder for a short time. You can always re-access the file from the email itself.

How can I add names to my address book and create a mailing list?

Once you access your address book (under Communicator in Netscape Messenger, the BOOK icon in Outlook, or the Address Book Tab in Hotmail), you will click on add a new card. Complete the information in the fields. Not all information is required.

Now that you have all the names added to your address book, you can create a mailing list. A mailing list is a group of email address that you would like to keep together. When you open your address book, go to NEW LIST or NEW GROUP. You can name your list/group and then begin to add name to the list. If the names are already in your address book, you can simply click and drag the names into the list or retype the addresses into the list. The next time you want to send an email message to this group of people, instead of having to type each individual address, type the group the name on the TO: line. All addresses in your list will then receive your message.

How can you move your emails into files and save them for future use?

Under FILE in your email software, you will see FOLDER or NEW FOLDER. Once you click on this, you will need to name the folder. The new folder should be listed under your INBOX. When using Netscape or Outlook and you want to move a message into that folder, then you right click on that message and choose MOVE MESSAGE TO FOLDER. You will need to choose the folder you want to place the message in and click once. You could also click and drag the message into the folder.

What is a "message filter" and how can it help me organize my messages?

Message filters can be created to “route” messages into a folder automatically for you. The messages would no longer appear in the INBOX, instead you would need to go to your folder designation to read the messages. The benefits of this feature are that you don’t sort through your INBOX and save the messages in a folder manually. (This feature may not be available on all software systems.)

To create a message folder, choose FILTERS from the EDIT menu. In the FILTERS dialog box, click NEW. Then you must set up the criteria for the filter. You can choose to have the messages sorted by the subject (if it is a constant subject), by the sender’s name, or any other field listed. Then you must choose the folder you want the messages to go to. If you haven’t made a folder for these messages yet, you can create a new one here. Once all the information is completed, click OK.

If you are having trouble with any email functions, use your HELP menu to find a possible solution.

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