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42 views21 pages

Self Description

Uploaded by

Prem Lal
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Email Basics: Common Email Features

Common email features


No matter which email service you choose, you'll need to learn how to
interact with an email interface, including the inbox, the Message
pane, and the Compose pane. Depending on the email provider, the
interfaces may look and feel different, but they all function in
essentially the same way.

In this lesson, we'll talk about using an email interface to send and
receive messages. We'll also discuss various terms, actions,
and features that are commonly used when working with email.

Understanding the email interface


Below are some examples of different email interfaces from Gmail.
Review the images below to become familiar with various email
interfaces.

Keep in mind that these examples will only provide a general overview.
You can visit our Gmail tutorial to learn how to use an email
application in detail.

Inbox
The inbox is where you'll view and manage emails you receive.
Emails are listed with the name of the sender, the subject of the
message, and the date received.

Message pane
When you select an email in the inbox, it will open in
the Message pane. From here, you can read the message and
choose how to respond with a variety of commands.

Compose pane
You can click the Compose or New button from your inbox to open
the Compose pane to create your own email message. From here,
you'll need to enter the recipient's email address and a subject.
You'll also have the option to upload files (photos, documents, etc.)
as attachments and add formatting to the message.
A Compose pane will also appear when you select Reply or Forward.
The text from the original message will be copied into the Compose
pane.

Common email terms and actions


All email applications use certain terms and commands you will need
to understand before using email. The examples below
use Gmail's Compose pane and Message pane to introduce basic
email terms, but these will still be applicable for Yahoo! and Outlook.

To: Field and Recipients


Whenever you send an email, you'll add recipients to the To:
field. Recipients are the people you are sending the email to. You will
need to type the email address for each recipient. Most of the time
you'll add recipients to the To: field, but you can also add recipients to
the Cc: and Bcc: fields.

Email Address
You must have an email address for any person you want to email. All
email addresses have a user name, the @ (at) symbol, and the email
provider's domain. Email addresses must be entered correctly or the
message won't be delivered.
Cc
Cc stands for carbon copy. This is used when you want to send an
email to someone who is not the main recipient. This helps to keep that
person in the loop while letting him or her know that there's no need
to reply to your message.
Bcc
Bcc stands for "blind carbon copy." It works almost the same way as
Cc, except all of the email address in the Bcc fields are hidden, making
it ideal when emailing a very large number of recipients or when
privacy is needed.
Subject
The subject should say what the email is about. Keep the
subject brief, but give the recipients a reasonable idea of what's in
the message.
Body
The body is the actual text of the email. Generally, you'll write this just
like a normal letter, with a greeting, one or more paragraphs, and a
closing with your name.
Signature
You can choose to create a signature that will appear at the end of
every email you send. Signatures often include a name and contact
information, like a phone number, website, or professional title.
Emoticons or Emoji
Most email providers include graphic emoticons (also known
as emoji) that you can add to your messages. Emoticons can help
to express your mood and convey tone in a message.
Send
When you are satisfied with your message, you will click Send to send
it to the recipients.
Formatting Options
Formatting allows you to change the look and feel of your message.
For example, you can change the font style, size, and color, as well
as include links.
Attachments
An attachment is a file (like an image or document) that is sent along
with the email message. Click the Attachment button to include an
attachment with the email.
Sign Out
If you're concerned about privacy or are using webmail on
a public or shared computer, you should always sign out when
finished.
Navigation Menu
Most email clients will provide a menu to help navigate to
your different services, including your contacts list, calendar, and
more.

Compose
You can use the Compose or New button to create a new email.
Inbox
Your inbox is where received messages will appear. Unread
messages will usually appear in bold.

Conversations
Most email providers will group messages you have replied to
into conversations, keeping your related emails together.
Drafts
Drafts are messages you have composed but not sent. When
composing a message, you can choose to save your message as a
draft and finish it later. Some providers will even save
drafts automatically.

Folders and Labels


All major webmail providers offer folders or labels, which allow you
to organize your messages any way you want.

Spam
Just like snail mail, you will likely receive junk or spam emails in your
inbox. Spam emails often carry viruses or scams, so you won't want
to read these messages. Your email provider will usually filter
suspicious emails into a Spam folder. If, however, you do receive
spam in your inbox, you can always move it to the Spam folder, which
will help your email provider filter these messages in the future.
Trash
You can delete any email from your inbox by moving it to the Trash.
Just like the Recycle Bin or Trash on your desktop, messages in the
Trash can be retrieved for a short time. However, emails will
be permanently deleted after a certain amount of time in the Trash.
Some providers, like Gmail, allow you to archive your messages
instead, which removes emails from the inbox but does not delete
them.
Forward
Whenever you want to share an email you've received, you can use
the Forward command to send the message to another person.

Reply
Whenever you receive an email, you can use the Reply command
to respond to the message. The Compose pane will appear with the
text of the original message copied into the body of the email.

Reply All
Sometimes you may receive emails addressed to you and several
other recipients. When responding to these messages, you'll need to
decide whether you want to reply to the original sender or all
recipients. Only use the Reply All command if you want to send a
message to everyone included in the original email. Many
people accidentally use Reply All when they mean to reply to just the
original sender.

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