DONBOSCO VOCATIONAL TRAINING CENTER – WAU

SOUTH SUDAN
EMAIL & INTERNET Brief MANUAL

1. Definition of terms
 Internet: The internet is a service obtained as a result of connecting
computers and other devices over a network.
 Network: This is a connection of computers using mediums such as cables,
wireless technologies etc for the purpose of sharing information and other
resources.
 WWW. This acronym stands for World Wide Web. The World Wide Web is
a collection of interlinked hypertext documents which may be in the form of
text, images, pdf files, music or video files.
 HTTP. This stands for Hyper Text Transfer Protocol. It is a protocol used in
transferring information over the internet.
 FTP. This stands for File Transfer Protocol. It is an internet protocol that
enables us to upload or download information over the internet.
 Email. This stands for Electronic mail
 ISP. This stands for Internet Service Provider. These are companies that help
us get an internet connection. Examples of ISPs in South Sudan include Mtn,
Zain, IPTech, Rcs Communication, Fast Net Africa etc.
NB: Upon connecting to the internet, you get voice, data and video services.
 Browser. This is an application software that helps us to access the World
Wide Web and surf the internet.ie Search, download, upload, bookmark
content etc.
Examples of Browsers include;
Google Chrome, Internet Explorer currently known as Microsoft edge, Mozilla fire
fox, Opera min, phoenix browser, commonly used in mobile phones etc.

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  Search Engine. This is a particular website that helps you display your search
results when browsing over the internet. Examples of search engines. Google,
Yahoo, Bing.
Ways of connecting to the internet.
You can use any of the following methods to get access to the internet
 Wi-Fi Hotspots
 Dial-Up method like when you buy bundles using your mobile phone
 Broadband This is a high speed internet connection by the use of
cables(fiber) or telephone lines
 DSL This stands for Digital Subscriber line
 Cable (Modem, Router, Isp)
 Satellite (Modem, Router, Isp)
 ISDN this stands for Internet Service delivery network.

Benefits of Networking over the internet

1) Opens the Door to Connect and Talk to Highly Influential People
2) . Increases the Chance of Getting Suitable Jobs
In this current economic climate, job market is very competitive. Therefore,
highly influential connections would increase the chances of referrals for jobs
3). Your Confidence Level Will Increase
Regular networking would help you to push yourself to talk to people you don’t
know and you will get increased confidence the more you do this;
4). Positive Influence and Positive Energy
It is important to be surrounding yourself with positive, uplifting people that
help you to grow. The people that you hang around with and talk to do influence
who you are and what you do
5). New Opportunities will Come to You

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 Opportunities within networking are really endless such as joint ventures, clients,
business partnerships, speaking, writing opportunities and so on. You should not
jump into all opportunities. Have a vision and set goals. Then use that network of
people you’ve created to find the right opportunities
6). Improved Decision Making
If you want to be really successful, then you need to have a great source of relevant
connections in your network that you can call when needed to make the right
decision
7). Raising Your Profile and Reputation
Build your reputation as a knowledgeable, reliable and supportive person by
offering useful information or tips to people. Being visible and getting noticed is
a big benefit of networking.
8). Knowledge Sharing
Networking is great for sharing ideas and knowledge and allows you to see
things from another perspective. Whether it’s asking for feedback or discussing
your point of view, it will help you expand your knowledge and would help to
avoid making the same mistakes again. This will save lots of time and money.
9). Develop Your Skills
Networking would increase your communication, presentation, time
management, team working, leadership and problem solving skills by talking
with lots of new people in different areas.
10). Personal Satisfaction of Helping Others

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 Introduction to Email

Getting to know email

Email (electronic mail) is a way to send and receive messages across the Internet. It's similar
to the traditional mail, where you could write a letter and send it through the post office,
normally send today as parcels.

Advantages of Email

Productivity tools: Email is usually packaged with a calendar, address book, instant
messaging, and more for convenience and productivity.

Access to web services: If you want to sign up for an account like Facebook, twitter, enroll
for an online class or order products from any online ecommerce website like Amazon, you
will need an email address so you can be safely identified and contacted.

Easy mail management: Email service providers have tools that allow you to file, label,
prioritize, find, group, and filter your emails for easy management. You can even easily
control spam, or junk email.

Privacy: Your email is delivered to your own personal and private account with a password
required to access and view emails.

Communication with multiple people: You can send an email to multiple people at once,
giving you the option to include as few as or as many people as you want in a conversation.

Accessible anywhere at any time: You don’t have to be at home to get your mail. You can
access it from any computer or mobile device that has an Internet connection.

Understanding email addresses

To receive emails, you will need an email account and an email address. Also, if you want to
send emails to other people, you will need to obtain their email addresses. It's important to learn
how to write email addresses correctly because if you do not enter them exactly right, your
emails will not be delivered or might be delivered to the wrong person.

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Email addresses are always written in a standard format that includes a user
name, the @ (at) symbol, and the email provider's domain. E.g.
[email protected]
This is he domain extension

This is the username

This is the company providing the email domain

The user name is the name you choose to identify yourself.

Eg: yusifdeng (this can be the name of the person who wants the email
created)

The email provider is the website that hosts your email account.
Eg: Gmail, yahoo, Hotmail etc.

Some businesses and organizations use email addresses with their own website domain.
Eg. [email protected] is our institutes email

About email providers

In the past, people usually received an email account from the same companies that provided
their Internet access. For example, if gmail provided your Internet connection, you'd have an
gmail email address. While this is still true for some people, today it's increasingly common to
use a free web-based email service, also known as webmail.
Anyone can use these services, no matter who provides their Internet access.

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Webmail providers

Today, the top three webmail providers are Yahoo!, Microsoft's Outlook.com (previously
Hotmail), and Google's Gmail. These providers are popular because they allow you to access
your email account from anywhere with an
Internet connection. You can also access webmail on your mobile device.

Other email providers

Many people also have an email address hosted by their company, school, or organization.
These email addresses are usually for professional purposes. If you are part of an organization
that hosts your email, they'll show you how to access it.

Many hosted web domains end with a suffix other than .com. Depending on the organization,
your provider's domain might end with a suffix like .gov (for government websites), .edu (for
schools), .mil (for military branches), or .org (for nonprofit organizations).

Email applications

Many companies and organizations use an email application, like Microsoft Outlook, for
communicating and managing their email. This software can be used with any email provider
but is most commonly used by organizations that host their own email. NB: Outlook is mainly
used as a local backup of company or individual emails.

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Email productivity features
In addition to email access, webmail providers offer various tools and features. These features
are part of a productivity suite—a set of applications that help you work, communicate, and
stay organized. The tools offered will vary by provider, but all major webmail services offer
unique features:

For instance, when you sign up for Gmail you gain access to a full range of Google services,
including Google Drive, Google Docs, You tube, Google classroom, Google work space,
Google files, Play store and more. Outlook, on the other hand, offers connectivity with
OneDrive and Microsoft Office Web Apps

Setting up your own email account

If you want to sign up for your own email account, we suggest choosing from one of the three
major webmail providers.

Practice using an email program

Sign up for an email account

Navigate and get to know the email interface
Compose, manage, and respond to email
Set up email on a mobile device

Beyond email: More ways to talk online

Explore other popular ways of communicating and sharing online. Online chat, text
messaging, video chat, social networking, and more.

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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

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.

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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.

Click the buttons in the interactive below to learn more about the Compose pane.

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Click the buttons in the interactive below to learn more about the Message pane.

Forward
Whenever you want to share an email you've received, you can use the Forward command to send the
message to another person.

Contacts and Calendars

In addition to email services, most webmail providers offer an online calendar and address
book. These features make it easy to stay organized and access your important information
from anywhere.
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In this lesson, you'll learn more about the basics of online calendars and contacts lists using
examples from a few common webmail providers, including Yahoo! and Gmail.

Contacts basics
Online contacts lists help you organize contact information for your friends, family, and
coworkers, just like an address book. Once people are added to your contacts list, it's easy to
access their information anytime and anywhere.

Review the examples below to become familiar with the basic features and advantages of
online contacts lists.

Adding contacts

It's easy to add people to your contacts list. When you create a new contact, you should (at the
very least) enter a first and last name, as well as an email address. However, you can also
enter other information, like a phone number, home address, and more. In most email
accounts, the name and email of anyone you correspond with will be added to your contacts
list automatically.

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Selecting contacts

Once you've added people to your contacts list, you'll never have to worry about remembering
an email address.
Whenever you create a new email, you can select the To or Add Recipients button.

Then choose recipients from your contacts list.

The contacts' email addresses will be added
automatically to the message. You'll even be
able to use the same contact information for other
webmail services, like instant messaging and
calendar sharing.

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Most email services will also autocomplete or suggest an email address when you start typing,
as long as it's an address that's already been saved in your contacts.

Linking contacts

If you already have a lot of contacts saved in another web-based service, such as Facebook or
LinkedIn, it's easy to link them between accounts, which can save you a lot of time. For
example, you could import your Facebook contacts to your webmail service or use your
existing contacts list to search for friends on Facebook.

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Contact groups

If you frequently connect with the same group of people, you can create contact groups for
quick access. This allows you to quickly sort your contacts by type. For example, you might use
one group to organize your personal contacts and another for professional contacts.

Calendar basics
Online calendars make it easy to schedule appointments, organize tasks, and manage your
time, just like a desk calendar. But unlike a physical calendar, online calendars give you the
freedom to quickly edit and rearrange your schedule whenever you want. You'll even be able
to access your calendar on the go and sync it across multiple devices, like your mobile phone
and personal computer.

Review the examples below to become familiar with the basic features and advantages of
online calendars.

Creating appointments

It's easy to schedule, track, and edit upcoming appointments or events. When you create a new
appointment, you should (at the very least) include a title, start and end time, and location,

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but you can also include other information, such as reminder preferences, detailed notes, and
more.

Click the buttons in the interactive below to learn more about scheduling appointments.

Switching views

You can choose a variety of view options for your calendar, including a daily, weekly, and
monthly summary of your upcoming appointments.

Using multiple calendars

If you keep a lot of different appointments, you can create multiple calendars to help
organize your schedules. For example, you might use one calendar to keep track of your
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personal tasks and another to manage your family's schedule. Each calendar is assigned its own
color, so it's easy to organize lots of different appointments. You can even toggle calendars on
and off to easily sort your appointments.

Sharing calendars

You can share your calendar with anyone who uses the same webmail provider. Once you've
shared a calendar, you'll be able to view and even edit a friend's calendar, depending on your
sharing preferences.

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Email Etiquette and Safety

Introduction
Like any form of online communication, it's important to practice good etiquette and safety
when using email. Etiquette is a set of rules and guidelines that people use to communicate
more effectively. You should also know how to protect yourself from certain risks, like
malware and phishing.

In this lesson, we'll discuss writing more effective emails using good email etiquette, both for
personal use and in the workplace. We'll also talk about different strategies for using email
safely.

Tips for email success

Here are some basic rules you can follow to write better emails, no matter who you're emailing.
In some cases, it's OK to break these rules. Use these rules as a starting point, then tailor each
email you send based on the situation.

Click the arrows in the slideshow below to learn more about basic email etiquette.

Email attachment etiquette

Attachments are an easy way to share files, photos, and more, but many people aren't aware
of some of the most common attachment mistakes. Be sure to follow these basic rules when
including attachments in your emails.

Mention included attachments

Never attach a file without mentioning it in the body of your email. Something as simple as
I've attached a few photos to this email will help your recipients know what to expect. On
the other hand, make sure the attachments you mention are actually included with the
message—it's easy to focus on your message and forget to include the file itself. We
recommend attaching any files before you start writing.

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Consider file size and format

Avoid sending excessively large attachments or uncompressed photos, which can take a long
time for your recipients to download. You can always ZIP or compress files to make them
easier to send. Additionally, make sure your attachments don't need to be viewed in a specific
application—use universal file types like .PDF, .RTF, and .JPG.

Only include related files

If you need to send a lot of different files to the same person, consider sending the attachments
through multiple emails. If you include several unrelated files in the same email, it can be
difficult for your recipients to find the exact file they need.

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While attachments are still an easy way to share files quickly over email, many people have
begun using cloud based storage services like Google Drive and Microsoft OneDrive to share
large files. Rather than sharing the file itself, you can share a link, allowing others to access
the file remotely.

Using email in business

Whether you're using email at work or applying for a job, the normal rules of email etiquette
still apply. However, there are a few additional considerations to keep in mind, as business
emails can affect your professional reputation.

Remember, you should never use your work email account for personal communication. It's
best to get your own personal account from a webmail service like Gmail, Yahoo!, or
Outlook.com.

Email safety
Email is not totally secure, so you should avoid sending sensitive information like credit card
numbers, passwords, and your pin Numbers. In addition, you may receive emails from
scammers and cybercriminals. The first step in dealing with email safety concerns is
understanding them so you know what to look for.

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Spam

Spam is another term for junk email or unwanted email advertisements. It's best to ignore or
delete these messages. Luckily, most email services offer some protection, including spam
filtering.

Phishing

Certain emails pretend to be from a bank or trusted source in order to steal your personal
information. It's easy for someone to create an email that looks like it's from a specific business.
Be especially cautious of any emails requesting an urgent response.

Attachments

Some email attachments can contain viruses and other malware. It's generally safest not to
open any attachment you weren't expecting. If a friend sends you an attachment, you may want
to ask if he or she meant to send it before downloading.

Avoiding Spam and Phishing

From email to instant messaging to social media, the Internet is an essential communication
tool. Unfortunately, it's also popular among scammers and cybercriminals. To protect yourself
from email scams, malicious software, and identity theft, you'll need to understand how to
identify and avoid potentially dangerous content in your inbox, including spam and phishing
attempts.

Dealing with spam

If you've ever received unwanted email advertisements, you may already be familiar with spam,
also known as junk email. Spam messages can clutter your inbox and make it more difficult to
find the emails you actually want to read.

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Even worse, spam often includes phishing scams and malware, which can pose a serious risk
to your computer.
Fortunately, most email services now include several features to help you protect your inbox
from spam.

Spam filters

Whenever you receive an email, most email providers will check to see if it's a real message or
spam. Any likely spam messages will be placed in the spam folder so you don’t accidentally
open them when checking your email.

Spam-blocking systems aren’t perfect, though, and there may be times when legitimate emails
end up in your spam folder. We recommend checking your spam folder regularly to make sure
you aren’t missing any important emails.

Many email services also have a feature you can use to mark emails as spam. In Gmail, for
example, you can select the message and click the Mark as Spam button. This helps your email
provider filter out these types of messages in the future.

Turning off email images

Spam messages often contain images that the sender can track. When you open the email, the
images will load and the spammer will be able to tell if your email works, which could result in
even more spam. You can avoid this by turning off email images. Let's look at how to do this
in Gmail, but remember that the process will vary depending on your email service.

1. Click the gear icon, then select Settings from the drop-down menu.

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 2. Select Ask before displaying external images, then click Save at the bottom.

3. Whenever you open a message with images, Gmail will prevent them from loading by
default.

Phishing
Phishing scams are messages that try to trick you into providing sensitive information.
These often appear to come from a bank or another trusted source, and they'll usually want you
to re-enter a password, verify a birth date, or confirm a credit card number. Phishing messages
may look real enough at first glance, but it’s surprisingly easy for scammers to create
convincing details.

Click the buttons in the interactive below to learn more about identifying a phishing email.

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Logo Fraud
It's easy to make a copy of any logo. This one looks identical to Bank of America's official
logo, but it doesn't make it any more authentic.

Other common email scams

Spam and phishing are common problems, but there are many other types of email scams you
may encounter. Some will promise to give you a lot of money if you advance a small amount
upfront. Others may pretend to be from people you know in real life, and they'll often ask you to
send money or download an attached file.

As with spam and phishing scams, remember to trust your best judgement. You should never
send someone money just because you've received an email request. You should also never
download email attachments you weren't expecting because they might contain malware that
could damage your computer and steal your personal information.

Spam, scams, and phishing schemes will continue to evolve and change. But now that you know
what to look for— and what to avoid—you can keep your inbox and computer that much safer.

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