The Internet is a computer network made up of thousands of networks worldwide. No one knows exactly how many computers are connected to the Internet. It is certain, however, that these number in the millions and are growing.
E-mail
Electronic mail, or e-mail, allows computer users locally and worldwide to exchange messages. Each user of e-mail has a mailbox address to which messages are sent. Messages sent through e-mail can arrive within a matter of seconds.
What is Email?
Most people use the Internet primarily to email and surf the World Wide Web. Simply put, email, or "electronic mail," is the process of sending and receiving messages over the Internet. While email is similar to a traditional mail system, or "snail mail," as it's sometimes referred to, it's also very different.
Anatomy of an Email Address
An email address is required to send and receive email. Email addresses are different from "snail mail" addresses. They usually consist of three parts: a user name, an "at" symbol (@), and a domain name. Example: jdoe@careerspace.info
1. User name: jdoe
Located to the left of the @ symbol, a user name identifies your account on the email server that handles the email. For example, John Doe might choose "jdoe" as his username. However, someone may have already chosen jdoe, so have some other choices ready. Choose a user name that sounds professional and is easy to remember.
2. @
Means "at" and separates your account name and the name of the mail server name. For example, jdoe "is located at" careerspace.info
3. Domain Name: careerspace.info
The domain name usually consists of two pieces of identifying information. The first piece is the name of the email server and is located to the right of the @ symbol. For example, careerspace is the name of the email server. The second piece, usually a three-letter extension, indicates the top-level domain. They are separated by periods, called "dots."
Consider choosing a user name that protects your identity instead of your first and/or last name.
Top Level Domains
Top-level domains may help you figure out the type of organization the recipient is associated with.
Examples:
.com
.info
.org
.gov
.edu
.net
If there is a two-letter extension, it is usually a country code. For example, Malaysia uses "my."
Email Clients
To send and receive email, both the sender and recipient must have the right tools: an Internet connection, an email client, and an email address.
An email client (sometimes referred to as a composer) is software that runs on a personal computer, and relies on an Internet connection to perform some of its operations.
Email clients work with any ISP (Internet Service Provider) that uses standard Internet email protocols. These protocols make it possible for people using different email client software to communicate with one another.
To set up your email client correctly, you need:
· POP3 (Post Office Protocol, version 3) server address
· SMTP (Standard Mail Transfer Protocol) server address
Your Internet service provider gives you this information.
Free web mail accounts, such as Hotmail ,Yahoo and gmail, rely on an Internet connection and use an email client that appears in a web page.
Most email client software allows you to:
· Display a list of received messages. Each message header shows you who sent the mail, the subject line, the time and date it was sent, and at times, the size of the message.
· Select the message header and read the message.
· Create new messages.
· Reply to, forward, and delete messages.
· "Attach" files (called attachments) to messages you send.
· Save the attachments you receive.
Some email clients offer:
· Address book/Contacts: Use the electronic address book to track personal information such as name, title, email addresses, home and work addresses, phone numbers, and much more.
· Newsgroup functionality: You can use your email client to access Usenet, an online public bulletin board system (BBS). Usenet features a broad range of discussion topics called newsgroups.
· Calendaring: Schedule important dates, appointments, tasks, and electronic reminders.
Main Features of an Email Client Window
Menu Bar:
The menu bar contains a list of options to manage and customize email. Using the View menu, you can change the display of the email client window. For example, you can sort email messages (most recent messages, by sender, by unread messages, and more) and show/hide toolbars.
INBOX: This displays a list of received messages. Each message header shows you who sent the mail, the subject line, the time and date it was sent, and at times, the size of the message.
Sending a New Message: Use the email message window to compose and send email messages.
To send a new message:
· Once you've opened your email client's window, click the New Mail or Compose button. 
· The email message window appears.
· Look for a menu bar and toolbar to help compose and format your message.
· Below the menu bar and toolbar, there are several fields. These fields may include To, CC, BCC, Subject, and the message body area.
To and From:
In the email message window, type the recipient's email address in the To: field. This tells the email server where to send the email message.
The person who is composing the email is called a sender. When the recipient receives a message, a message header (sender's email information, subject line, and time received, usually) appears in the recipients INBOX.
Carbon Copy (CC) and Blind Carbon Copy (BCC)
CC: (short for Carbon Copy) and BCC: (short for Blind Carbon Copy) are additional fields used to send multiple copies of a message.
To send copies of your message:
· You can type multiple email addresses into the To: field.
OR
· Type additional email addresses into the CC: field.
· Typing additional email addresses into the BCC: field allows you to send a copy to someone else without the main recipient knowing you have done so. The BCC: recipient sees the main message and all intended recipients.
The Subject Line and Body of the Message
When sending an email, the sender has the option to write a subject line. When the recipient checks their email, the subject line appears in the message header. Make sure your subject line describes the topic of your email message. A well-written subject line helps recipients prioritize their email responses.
The body of the email message is typed directly into the large blank space (message area). Most email clients support cut, copy, and paste functions, so you don't need to retype information needlessly.
Send and Receive
Now that you can compose a new email message, you'll want to send your message. That's easy; just click the Send button.
To receive new messages (known as "checking your email"), you may need to click the Send and Receive button to display new email. To automate this process, some email clients let you set up a schedule. Others display a graphical or audio notice.
Replying to an Email Message
Now that you can check your email, you will need to know how to reply to a message.
To reply to an email message:
· Check your email.
· Open a new message.
· Read the message.
· Click the Reply button. (Or, click Reply All to send a copy to everyone who received the original message.)
Some email clients include a Sent Mail folder or Outbox. If you are uncertain your message was sent, check these areas before you resend your message.
When to Reply
Email is reliable, immediate, and often informal. However, there are some email "do's and don'ts" you should be aware of.
When replying, you have a couple of options:
1. Include all text
Include all quoted text from the previous message, type your response, and click Send.
2. Delete all text
Delete all text from the previous message, type your response, and click Send.
3. Quote the text (delete some text)
Delete additional text that is not relevant to your response. Add additional information as needed. This way, you don't have to needlessly retype information, and the recipient knows you understood their initial message.
Forwarding an Email Message
The ability to compose a message, check your email, and reply to a message are basic email skills. It's also helpful to know how to forward a message. Forward when you want to send email message you've received to co-workers, friends, or family.
To forward an email message:
· Open the email message you want to forward.
· Click the Forward button.
· A new email message window opens.
· You may see a message such as, "----------Forwarded Message"
Followed by "from, date, and to" and the original message.
· The text from the original message may be "quoted," or preceded by carat symbols (>).
· Type any new information at the top of the message.
· Click Send.
When to Forward
Email is reliable, immediate, and often informal. However, there are some email "do's and don'ts" you should be aware of.
When forwarding, you have a few options:
1. Include all text
Include all quoted text from the previous message, type your response, and click Send.
2. Quote the text (delete some text)
Delete additional text that is not relevant to your response. Add new information at the top of the message as needed. This way, you don't have to needlessly retype information, and the recipient knows you understood their initial message.
3. Copy and Paste text into a new email message window.
Instead of forwarding, you can copy and paste a message into a new email message window.
Attach with Care
When sending email attachments, keep the following in mind:
1. Be aware of the programs your intended recipient uses. In order to open an attachment, you must have a program that can open that file type. If you are both using the same operating system, the same word-processing program, and a newer or commonly used email client, you shouldn't have any problems.
2. Include a note that briefly describes the attached file. This alerts the recipient that an attachment is included. For example, "Attached is the third quarter schedule. It is a Microsoft Word XP document."
3. The file name should describe the attachment. This, along with your note that describes the attached file, is common courtesy. Your recipient will feel more comfortable opening the attachment.
4. If necessary, choose Text-Only. Although some newer word processing programs are able to open other word processors' files, some information and formatting can be lost in translation. For example, if you created a document using Microsoft Word and you know your intended recipients use Claris Works, they aren't going to be able to read your document. Save yourself a headache and send the document as text-only.
5. If necessary, choose RTF (rich text formatted). RTF is a standard file format almost all word-processors can read. RTF includes basic formatting information, such as changes in font, font size, and font style.
6. Double-check it. Make sure you have actually attached the file before you click Send. It's embarrassing to have to resend the message
Opening Email Attachments
To open an email attachment:
1. Check your email.
2. Double-click a message header to open a new message. Read the message.
3. Double-click the email attachment header to open the file.

Open with Caution
Viruses are often transmitted through email attachments. Therefore, when opening email attachments, do the following to safeguard your computer.
Strongly Recommended:
· Right-click the email attachment header and chose Save As. Choose a destination.
· Right-click the file to scan with Anti-virus software. (Read your Anti-virus software's Help file for more information.)
· Double-click the file to open it.
AND
· Don't open email attachments that come from a suspicious source or from people you don't know.
· Don't open email attachments if the subject lines seems strange (misspelled words, puns, etc.) or is unexpected.
· Don't open email attachments unless you know what it is, even if it appears to come from a friend.
· Regularly visit your Anti-virus software company's website. They list recent threats to your computer's safety. Stay informed and update your Anti-virus software regularly.
EMAIL DO'S
Because email is fast, easy, cheap, and convenient, it's rapidly becoming a common form of communication in the workplace. Here are a few basic guidelines to follow when sending e-mail.
Do include a descriptive subject line
A subject line should be a short phrase, since many email clients shorten longer subject lines, and somewhat describe the contents of the message. If you like, you can include a prefix to help your recipient understand the message.
urgent = please read now
req = request
FYI = for your information
Do keep it short
It's time-consuming to read through a lot of text looking for specific information. Make your point and make it short. Think of e-mail as a brief telephone conversation. People you work with may receive hundreds of e-mail messages a day.
EMAIL DON'TS
Don't ignore spelling and grammar mistakes
It's true that email communication is far more casual than a formal report, but it's crucial to know when to pay attention to detail such as spelling and grammar. To help you, many email clients feature Spell check.
Don't bother with excessive formatting
Keep it simple. Formatting doesn't matter a whole lot when you are composing a short e-mail message. Logically organize your message with line breaks when appropriate. Use HTML (Rich Text) sparingly.
Don't use excessive punctuation
Let your words express your feelings; don't follow up a short statement with 50 exclamation points.
Don't use emoticons
Emoticons, or smilies, are keyboard characters used to convey an emotion. Use emoticons sparingly. Some consider them too "cutesy" and unprofessional.
Examples:
:-) = happy
:-( = sad
;-) = wink
:-o = shocked, surprised
Electronic mail, or e-mail, allows computer users locally and worldwide to exchange messages. Each user of e-mail has a mailbox address to which messages are sent. Messages sent through e-mail can arrive within a matter of seconds.
What is Email?
Most people use the Internet primarily to email and surf the World Wide Web. Simply put, email, or "electronic mail," is the process of sending and receiving messages over the Internet. While email is similar to a traditional mail system, or "snail mail," as it's sometimes referred to, it's also very different.
Anatomy of an Email Address
An email address is required to send and receive email. Email addresses are different from "snail mail" addresses. They usually consist of three parts: a user name, an "at" symbol (@), and a domain name. Example: jdoe@careerspace.info
1. User name: jdoe
Located to the left of the @ symbol, a user name identifies your account on the email server that handles the email. For example, John Doe might choose "jdoe" as his username. However, someone may have already chosen jdoe, so have some other choices ready. Choose a user name that sounds professional and is easy to remember.
2. @
Means "at" and separates your account name and the name of the mail server name. For example, jdoe "is located at" careerspace.info
3. Domain Name: careerspace.info
The domain name usually consists of two pieces of identifying information. The first piece is the name of the email server and is located to the right of the @ symbol. For example, careerspace is the name of the email server. The second piece, usually a three-letter extension, indicates the top-level domain. They are separated by periods, called "dots."
Consider choosing a user name that protects your identity instead of your first and/or last name.
Top Level Domains
Top-level domains may help you figure out the type of organization the recipient is associated with.
Examples:
.com
.info
.org
.gov
.edu
.net
If there is a two-letter extension, it is usually a country code. For example, Malaysia uses "my."
Email Clients
To send and receive email, both the sender and recipient must have the right tools: an Internet connection, an email client, and an email address.
An email client (sometimes referred to as a composer) is software that runs on a personal computer, and relies on an Internet connection to perform some of its operations.
Email clients work with any ISP (Internet Service Provider) that uses standard Internet email protocols. These protocols make it possible for people using different email client software to communicate with one another.
To set up your email client correctly, you need:
· POP3 (Post Office Protocol, version 3) server address
· SMTP (Standard Mail Transfer Protocol) server address
Your Internet service provider gives you this information.
Free web mail accounts, such as Hotmail ,Yahoo and gmail, rely on an Internet connection and use an email client that appears in a web page.
· Display a list of received messages. Each message header shows you who sent the mail, the subject line, the time and date it was sent, and at times, the size of the message.
· Select the message header and read the message.
· Create new messages.
· Reply to, forward, and delete messages.
· "Attach" files (called attachments) to messages you send.
· Save the attachments you receive.
Some email clients offer:
· Address book/Contacts: Use the electronic address book to track personal information such as name, title, email addresses, home and work addresses, phone numbers, and much more.
· Newsgroup functionality: You can use your email client to access Usenet, an online public bulletin board system (BBS). Usenet features a broad range of discussion topics called newsgroups.
· Calendaring: Schedule important dates, appointments, tasks, and electronic reminders.
Main Features of an Email Client Window
Menu Bar:
The menu bar contains a list of options to manage and customize email. Using the View menu, you can change the display of the email client window. For example, you can sort email messages (most recent messages, by sender, by unread messages, and more) and show/hide toolbars.
INBOX: This displays a list of received messages. Each message header shows you who sent the mail, the subject line, the time and date it was sent, and at times, the size of the message.
Sending a New Message: Use the email message window to compose and send email messages.
To send a new message:
· Once you've opened your email client's window, click the New Mail or Compose button. 
· The email message window appears.
· Look for a menu bar and toolbar to help compose and format your message.
· Below the menu bar and toolbar, there are several fields. These fields may include To, CC, BCC, Subject, and the message body area.
In the email message window, type the recipient's email address in the To: field. This tells the email server where to send the email message.
The person who is composing the email is called a sender. When the recipient receives a message, a message header (sender's email information, subject line, and time received, usually) appears in the recipients INBOX.
Carbon Copy (CC) and Blind Carbon Copy (BCC)
CC: (short for Carbon Copy) and BCC: (short for Blind Carbon Copy) are additional fields used to send multiple copies of a message.
To send copies of your message:
· You can type multiple email addresses into the To: field.
OR
· Type additional email addresses into the CC: field.
· Typing additional email addresses into the BCC: field allows you to send a copy to someone else without the main recipient knowing you have done so. The BCC: recipient sees the main message and all intended recipients.
When sending an email, the sender has the option to write a subject line. When the recipient checks their email, the subject line appears in the message header. Make sure your subject line describes the topic of your email message. A well-written subject line helps recipients prioritize their email responses.
The body of the email message is typed directly into the large blank space (message area). Most email clients support cut, copy, and paste functions, so you don't need to retype information needlessly.
Send and Receive
Now that you can compose a new email message, you'll want to send your message. That's easy; just click the Send button.
To receive new messages (known as "checking your email"), you may need to click the Send and Receive button to display new email. To automate this process, some email clients let you set up a schedule. Others display a graphical or audio notice.
Replying to an Email Message
Now that you can check your email, you will need to know how to reply to a message.
To reply to an email message:
· Check your email.
· Open a new message.
· Read the message.
· Click the Reply button. (Or, click Reply All to send a copy to everyone who received the original message.)
Some email clients include a Sent Mail folder or Outbox. If you are uncertain your message was sent, check these areas before you resend your message.
When to Reply
Email is reliable, immediate, and often informal. However, there are some email "do's and don'ts" you should be aware of.
When replying, you have a couple of options:
1. Include all text
Include all quoted text from the previous message, type your response, and click Send.
2. Delete all text
Delete all text from the previous message, type your response, and click Send.
3. Quote the text (delete some text)
Delete additional text that is not relevant to your response. Add additional information as needed. This way, you don't have to needlessly retype information, and the recipient knows you understood their initial message.
Forwarding an Email Message
The ability to compose a message, check your email, and reply to a message are basic email skills. It's also helpful to know how to forward a message. Forward when you want to send email message you've received to co-workers, friends, or family.
To forward an email message:
· Open the email message you want to forward.
· Click the Forward button.
· A new email message window opens.
· You may see a message such as, "----------Forwarded Message"
Followed by "from, date, and to" and the original message.
· The text from the original message may be "quoted," or preceded by carat symbols (>).
· Type any new information at the top of the message.
· Click Send.
Email is reliable, immediate, and often informal. However, there are some email "do's and don'ts" you should be aware of.
When forwarding, you have a few options:
1. Include all text
Include all quoted text from the previous message, type your response, and click Send.
2. Quote the text (delete some text)
Delete additional text that is not relevant to your response. Add new information at the top of the message as needed. This way, you don't have to needlessly retype information, and the recipient knows you understood their initial message.
3. Copy and Paste text into a new email message window.
Instead of forwarding, you can copy and paste a message into a new email message window.
What is an Attachment?
Email is one of the quickest ways of sharing information with others. Learning to create, send, and open an email attachment is the next step to becoming an email pro.
Using your email client's attachment feature, you can attach and send different file types along with your email messages. When sending an email attachment, your email program changes (encodes) your file so it can be sent across the Internet.
To send an email attachment:
· Enter a message into an email message window.
· Click the Attachment button. 
· A dialog box opens (depends on email client). Browse until you locate the file you want to attach.
· Select the file.
· Click OK or Insert or Choose (depends on email client).
· The dialog box closes. Look for the file icon or name in your email client's attachment area. The file should be attached.
· Click Send. You might get a message such as, "Encoding Attachment," meaning the attachment is being sent.
Attach with Care
When sending email attachments, keep the following in mind:
1. Be aware of the programs your intended recipient uses. In order to open an attachment, you must have a program that can open that file type. If you are both using the same operating system, the same word-processing program, and a newer or commonly used email client, you shouldn't have any problems.
2. Include a note that briefly describes the attached file. This alerts the recipient that an attachment is included. For example, "Attached is the third quarter schedule. It is a Microsoft Word XP document."
3. The file name should describe the attachment. This, along with your note that describes the attached file, is common courtesy. Your recipient will feel more comfortable opening the attachment.
4. If necessary, choose Text-Only. Although some newer word processing programs are able to open other word processors' files, some information and formatting can be lost in translation. For example, if you created a document using Microsoft Word and you know your intended recipients use Claris Works, they aren't going to be able to read your document. Save yourself a headache and send the document as text-only.
5. If necessary, choose RTF (rich text formatted). RTF is a standard file format almost all word-processors can read. RTF includes basic formatting information, such as changes in font, font size, and font style.
6. Double-check it. Make sure you have actually attached the file before you click Send. It's embarrassing to have to resend the message
To open an email attachment:
1. Check your email.
2. Double-click a message header to open a new message. Read the message.
3. Double-click the email attachment header to open the file.

Open with Caution
Viruses are often transmitted through email attachments. Therefore, when opening email attachments, do the following to safeguard your computer.
Strongly Recommended:
· Right-click the email attachment header and chose Save As. Choose a destination.
· Right-click the file to scan with Anti-virus software. (Read your Anti-virus software's Help file for more information.)
· Double-click the file to open it.
AND
· Don't open email attachments that come from a suspicious source or from people you don't know.
· Don't open email attachments if the subject lines seems strange (misspelled words, puns, etc.) or is unexpected.
· Don't open email attachments unless you know what it is, even if it appears to come from a friend.
· Regularly visit your Anti-virus software company's website. They list recent threats to your computer's safety. Stay informed and update your Anti-virus software regularly.
EMAIL DO'S
Because email is fast, easy, cheap, and convenient, it's rapidly becoming a common form of communication in the workplace. Here are a few basic guidelines to follow when sending e-mail.
Do include a descriptive subject line
A subject line should be a short phrase, since many email clients shorten longer subject lines, and somewhat describe the contents of the message. If you like, you can include a prefix to help your recipient understand the message.
urgent = please read now
req = request
FYI = for your information
Do keep it short
It's time-consuming to read through a lot of text looking for specific information. Make your point and make it short. Think of e-mail as a brief telephone conversation. People you work with may receive hundreds of e-mail messages a day.
EMAIL DON'TS
Don't ignore spelling and grammar mistakes
It's true that email communication is far more casual than a formal report, but it's crucial to know when to pay attention to detail such as spelling and grammar. To help you, many email clients feature Spell check.
Don't bother with excessive formatting
Keep it simple. Formatting doesn't matter a whole lot when you are composing a short e-mail message. Logically organize your message with line breaks when appropriate. Use HTML (Rich Text) sparingly.
Don't use excessive punctuation
Let your words express your feelings; don't follow up a short statement with 50 exclamation points.
Don't use emoticons
Emoticons, or smilies, are keyboard characters used to convey an emotion. Use emoticons sparingly. Some consider them too "cutesy" and unprofessional.
Examples:
:-) = happy
:-( = sad
;-) = wink
:-o = shocked, surprised
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