Microsoft Office Tutorials and References
In Depth Information
Session 2
Session 2
Exploring E-mail
Electronic mail , or better known simply as e-mail , enables you to communicate with other
users on a network such as the Internet. Sending and receiving e-mail messages is more effi-
cient than using ground or air mail services. Instead of composing a message on a piece of
paper, inserting it into an envelope, attaching the correct postage and address to the enve-
lope, and then depositing it in a mailbox, you compose, address, and send a message
directly from your computer to someone’s electronic mailbox. You can avoid making many
phone calls or printing memos by sending one message to many people. You can also attach
files, such as word-processing documents, graphics, or spreadsheets, to an e-mail message.
For hands-on practice of
key tasks in this session,
go to the SAM 2003
Training Companion CD
included with this text.
Examining How E-mail Works
When you exchange e-mail, you send and receive messages with another person on your
network, such as a LAN (local area network) or the Internet. An e-mail message is a sim-
ple text document that you can compose and send using an e-mail program , also called
e-mail client software, such as Microsoft Outlook Express. When you send a message, it
travels from your computer, through the network, and arrives at a computer that has been
designated and set up as an e-mail server . Typically, the system administrator of your net-
work or ISP manages the e-mail server.
The e-mail server stores the e-mail messages until the recipients request them. Then the
server forwards the messages to the appropriate computers. Because e-mail uses this
store-and-forward technology , you can send messages to anyone on the network, even if
they do not have their computers turned on. When it’s convenient, your recipients log on
to the network and use their e-mail programs to receive and read their messages. The
process of sending and receiving e-mail messages is illustrated in Figure 14.
Figure 14
Sending and receiving e-mail
you create and
send an
e-mail message
to a friend
the e-mail server
stores the
message until
your friend
requests it
the message
travels through
the network to an
e-mail server
your friend
retrieves
and reads the
message
e-mail
message
e-mail
message
Greetings!
your computer
e-mail server
your friend’s computer
As shown in the figure, to send and receive e-mail, you must be able to access an
e-mail server on a network. If your computer is part of a network at a college or university,
for example, you log on to the network to access its services. An e-mail server provides
mail services to faculty, staff, and students who have access to the network. When some-
one sends you a message, it is stored on your e-mail server until you log on to the net-
work and use an e-mail program to check your mail. The e-mail server then transfers new
messages to your electronic mailbox. You use an e-mail program to open, read, print,
delete, reply to, forward, and save the mail.
 
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