Microsoft Office Tutorials and References
In Depth Information
Session 2
Before you begin sending e-mail, Susan wants you to understand some of the basic
rules for appropriate e-mail communication.
Observing E-mail Etiquette
With the emergence of e-mail as a widespread form of communication, there are guide-
lines that will serve you well to follow. Many of these guidelines are common-sense prac-
tices, such as using appropriate language. One guiding principal that you may not realize,
but should be aware of, is that e-mail is not private. When you correspond with others
using e-mail, the information you send can be read by other users, especially if you work
for a corporation or private institution. Your correspondents can easily forward your mes-
sage to others, deliberately or inadvertently revealing information you consider confiden-
tial. Therefore, it’s a good idea to be professional and careful about what you say to and
about others.
Another guideline is providing meaningful information in the subject line. Most e-mail
programs show the subject line, date, and sender address for incoming mail. Let your corre-
spondents know what your message concerns by including information in the subject line
that concisely and accurately describes the message contents. For example, a subject such
as “Staff meeting rescheduled” is more informative than “Meeting.” Even after people read
your message, the subject helps them quickly locate information they might need later.
If you attach a large file to an e-mail message, it can take a long time for your recipient
to download your message. Most e-mail servers have a limit to the size of the files you
can attach; some allow files no larger than 1 MB. Check with your correspondents before
sending large file attachments to find out about size restrictions and set up a convenient
time to send the attachment.
Sending and Receiving E-mail Using
Outlook Express
The Outlook Express e-mail program installs as part of Internet Explorer. You can use this
program to send, receive, and manage e-mail.
Susan knows that e-mail will be the primary source of communication with Martha and
the staff at Capital Ads as they develop the Web site for the McKiernans. She suggests that
you practice creating and sending a few messages. First, you will start Outlook Express
and review its components and layout.
Note: This tutorial assumes your installation of Outlook Express is already configured
to send and receive e-mail. See your instructor or technical support person if this is not
the case.
To start Outlook Express:
1. Click the Start button on the taskbar, point to All Programs , and then click Outlook
Express . After a moment, Outlook Express opens, as shown in Figure 16. The default name
that appears in this window is “Main Identity.” Outlook Express can be configured to man-
age mail for more than one user on a computer, and for each account, there is an “iden-
tity.” One of the accounts is considered the default account, or main identity. The other
accounts are identified by the user name. The account shown in the figures in this tutorial
belongs to the fictitious character Susan McKiernan. The account you are using will be the
main identity or another identity that has been added to the account you are using.
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