Workshop #12 –

All About Email

Understanding email better

Outlook

Gmail

• Create and send

• Reply

• Change recipients

• Save and print attachments and emails

• How to connect to the internet

• Quiz question

• Advanced IT tips for setting up your email

Wifi FAQ’s

Understanding Email Better… • Email has to talk to a server

• A mail server (or email server) is a computer system that sends and receives email. Mail servers send and receive email using standard email protocols. For example, the SMTP protocol sends messages and handles outgoing mail requests. The IMAP and POP3 protocols receive messages and are used to process incoming mail.

• Your email has to be set to the same server as the WiFi

When we send an email, our computer connects to our email service's mail server. A server is a centralized computer which manages a specific type of service. An email server for instance, handles emails. The email server responsible for sending emails is called the SMTP (Simple Mail Transfer Protocol) server.

Microsoft Outlook

Click on this link to watch a video tutorial for beginners on Outlook

https://www.youtube.com/watch?v=f_HOaqd9VaM

The Outlook Ribbons

HOME RIBBON

VIEW RIBBON

SEND / RECEIVE RIBBON

Ribbons of newer versions of Outlook

Create a new email message

From any mail folder (such as your Inbox), choose New Email.

New email

When you’re done composing your email, choose Send.

Forward or reply to an email message On the ribbon or in the reading pane, choose Reply, Reply All, or Forward

In the To, Cc, or Bcc box, do one of the following:

To add a recipient, click in the appropriate box and enter the recipient's name.

To remove a recipient, click in the appropriate box, choose the recipient's name, and then press

Delete.

Add an attachment to an email message

To share a file, you can attach it to your message. You can also attach other Outlook items, such

as messages, contacts, or tasks.

Create a new message, or choose an existing message and choose Reply, Reply All, or Forward.

In the message window, choose Message > Attach File.

Open or save an email message attachment

You can open an attachment from the reading pane or from an open message.

After opening and viewing an attachment, you can save it. If a message has more than one

attachment, you can save them as a group or one at a time.

Open an attachment

Depending on the version of Outlook you're using, there might be multiple options available to open

an attachment.

Double-click the attachment.

Save an attachment Choose the attachment in the reading pane or the open message.

On the Attachments tab, in the Actions group, choose Save As.

You can also right-click the attachment, and then choose Save As.

Create a contact

A contact can be as simple as a name and email addresses, or you can include, for example, details

such as street addresses, multiple phone numbers, a picture, and birthdays.

You'll find your Contacts under the People option in the shortcuts bar in the lower-left corner of the

Outlook window.

Print an email message, contact, or calendar item In Outlook, you can print items such as email messages, contacts, calendar items, or larger

views, such as calendars, address books, or content lists for Mail folders.

Choose an item or folder in Outlook that you want to print.

Choose File > Print.

Gmail Create and send email. Learn the basics of creating, sending, viewing, and replying to email. Or watch this video tutorial: Here you will learn how to:

• Create and send email • See new email • Reply to email • Change recipients

How do I connect to the internet?

Name of Wifi in each cottage: Belparkunit23 Name of WiFi in the dining room: Belviderepark

Current Password everywhere: Xanadu123

If I see this icon next to an email in my inbox, what does it mean?

SETTING UP A GMAIL EMAIL ADDRESS WITH YOUR OWN DOMAIN NAME

Example: jaqui@von-ribbeck.com or bucky@telkomsa.net

Gmail (Google Mail) is awesome and it’s free. You get 15GB of storage and you also get access to Google Drive (cloud storage for your photos and

files, and you can create and share documents, spreadsheets and make presentations).

Ask your IT expert to set you up with a Gmail account, sign up here http://mail.google.com/mail/signup

You should now have a sparkling new Gmail email address created, something like Claire@gmail.com

Before we configure Gmail we need to ask Telkom (or other) to set up an email forwarder from your own email address to your new Gmail address:

Untick the “Treat as alias” checkbox (if left ticked the recipents of your emails will see a message saying “email is sent on

behalf of …@gmail.com” – which you don’t really want

Full instructions here:

https://digital.com/blog/create-email-using-gmail/

USING MICROSOFT OUTLOOK WITH GMAIL One of the best ways to get started with cloud computing is to use a cloud-based e-mail service such as Google’s Gmail instead of

server-based Microsoft Exchange. However, you may not be ready to jettison the familiar interface of Microsoft Outlook just yet.

Not to worry: Outlook can be configured to work with Gmail. But before you can configure Outlook to work with Gmail, you must

configure Gmail to work with Outlook. To do that, you must enable the IMAP protocol for your Gmail account.

Your IT assistant will be able to help you to do this but you will find the steps in these easy to follow instructions here:

https://www.dummies.com/programming/networking/using-microsoft-outlook-with-gmail/

In short you need to enable IMAP in your Gmail account and then enter your email account settings in Outlook:

Incoming mail server: imap.Gmail.com

Outgoing mail server (SMTP): smtp.Gmail.com

Incoming server (IMAP): 993

Use the following type of encrypted connection: SSL

Outgoing server (SMTP): 465

Use the following type of encrypted connection: SSL

ACCESS YOUR EMAIL IN GMAIL 1. Login to your Gmail Account.

2. In the top lefthand corner, open the Settings cog and choose Settings.

Login to your Gmail Account.

3. In the top lefthand corner, open the Settings cog and choose Settings.

4. Click Accounts.

5. Locate the 'Check mail from other accounts' setting and click Add a mail account.

6. Enter your Email address.

7. Click the Next button.

8. Enter your full email address as the Username.

9. Enter Password for your email account.

10. Enter the POP Server. This will vary depending on if you choose to use the Always use a secure connection (SSL) option

11. Without SSL: This will be your domain name preceded by "mail.“

12. With SSL: This will be your servers hostname. Also make sure the port is changed to 995. If you don't know your servers hostname, go to

your cpanel. On the left side you will see a section called stats. Click the expand stats link if it is present. The hostname will be shown in the

list of stats.

13. Choose any additional options you may want.

14. Click the Add Account button.

Full instructions here:

https://my.bluehost.com/hosting/help/gmail

Where do I find the workshop slides? https://belviderepark.co.za/workshops/

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