Module 9C

G-LITE1 – Living in the IT Era

1ST Semester, SY 2022 - 2023

UNDERSTANDING EMAIL,
CONTACTS AND CALENDARING
 Lesson Objectives

• recognize various email programs  signature

• understand how an email address • understand how to deal with
 is structured  spam or junk mail
• understand email etiquette • manage mail for deletion or
archiving
• create and send a new message
• understand how to manage
 to one or more recipients
 contacts
• understand how to attach items
to a message • understand how to create single
and recurring eventsor
• recognize when to reply, reply to appointments
 all, or forward a message
• manage and share calendars
• understand how to create a
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 Working with Email

• Mailbox Name
• Identifies a particular mailbox
and user name
• Name of Organization
• Identifies the organization
that owns the email server
• Domain Category
• Identifies the type of domain

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Using an Email Program
Labels Navigation Tools Inbox Tabs Account/App Options

Settings

Inbox Tab Contents

Communication Options

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Using an Email Program

• Creating New Messages

Recipient(s) of
New Message
Topic of Message

Message Pane

Signature

Formatting
Toolbar

Attach Items

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Using an Email Program

• Using the Contacts List/Address Book

• An email address book (or Contacts list) is a
directory of c ontact information
• Most entries include at least a name and
email address
• To access the list of contacts from the new
message window, click the To, C c or Bcc
buttons

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Using an Email Program

• Proofing Your Message

• Always try to maintain a professional tone in your messages
• Run the Spell c hecker
• Proofread your message before hitting Send

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Using an Email Program

• Receiving and Replying to Messages

• Most email programs automatically check for new messages
• Messages addressed to you stay on the mail server until you
log in to retrieve them into your Inbox
• Received messages are listed in the Inbox folder until you
choose to move or delete them
• New messages appear in one of three areas

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Using an Email Program

• When you receive a message you can:

• Reply – send a reply to the sender of the message only
• Reply to all – send a reply to everyone listed in the To field and
the C c field
• Forward – send a copy of the message to someone else

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Using an Email Program

• Organizing Messages
• To keep your Inbox organized you can:
• Create folders (labels) for messages
• Move messages into folders

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Using an Email Program

• Using Signatures
• A signature is a block of text that is automatically added to the
end of your messages whenever you create a new message
• You can create as many signatures as required, but only one
can be designated as the default signature
• To create a signature, from the top navigation bar, click the
Settings button and then click Settings
• Scroll to the Signature area, click in the box and type the text
for the signature block

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 Using an Email Program

• Working with Attachments

• Sending attachments with your email enables you to share
 information
• In the toolbar across the bottom of the window, click Attach files
• Navigate to the file, select it and then click Open
Attach Insert Insert
Files Photo Emoticon

Insert files Insert

using Drive link

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 Using an Email Program
• Viewing Attachments
• When a message has an attachment,
Gmail displays a paper clip icon
• When you open the message, you
can see a preview the c ontents of the
attachment
• Point at the preview to activate the
options for handling the attachment

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Using an Email Program

• Managing Spam
• Spam is unsolic ited mail
• Most email programs include a filtering feature to block spam
or other junk email
• Many ISPs also run active spam filters on their mail servers to
block the most common types of spam mail before they reach
your email Inbox

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Using an Email Program

• Dealing with Junk Mail

• Use (Report Spam) to report a specific message as spam or junk
mail and add the sender to the list of email addresses that are
blocked
• To view blocked addresses, click the Settings button, click Settings,
and click the Filters and Blocked Addresses link
• You can unblock someone from
the list, as applicable
• If you are not sure a message should be reported and blocked in the
future, always use the Move command to place this message in the
Spam label

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Using an Email Program

• Archiving Messages
• Archived messages are moved from the Inbox and stored in a
separate folder
• Archived messages are placed in the All Mail label for further
action
• There is no limit to the number of messages you can archive
• To archive messages, select the messages to archive and then
click the (Archive) button

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Using an Email Program

• Deleting Messages
• To delete a message, select it and then c lick the (Trash)
button
• You can view messages in the Trash label at any time
• Messages remain in the Trash label for 30 days, and are then
automatically deleted
• To delete a message permanently, select the message in the
Trash label and then c lick Delete forever
• To delete all messages from the Trash label, click the Empty
Trash now link

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 Using an Email Program

• Using Contacts
• You work with your contacts
through a view called
Contacts Preview
• Click the Gmail link and then People you
exchange
click Contacts; or messages with
frequently
• click the Google apps
button, click More and then People you
have added to
click Contacts Contacts

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Using the Gmail Calendar
Date Navigator Navigation Bar View Mode Google Apps

Current Day
Time Interval

Current Time

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Using the Gmail Calendar

• Creating an Appointment
• To quickly create an appointment, click the arrow for the
Create button to activate the Quick Add option; or

• Click at the starting time for the appointment

on the day of the appointment

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 Using the Gmail Calendar

• Creating Recurring Appointments

• To create a recurring appointment, click the Repeat link
in the Edit screen
• Configure the settings and click Done
• If you open any occurrence of a recurring appointment,
Gmail displays the details for modification

• You can specify to save your changes to the open occurrence only or to all
occurrences

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Using the Gmail Calendar

• Working with Multiple Calendars

• You can share your calendar with others and view other
people’s calendars as well
• To share a calendar with someone, expand the My
Calendars list and click the arrow to the right of your
name to see a menu of options
• Click Share this Calendar

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Using the Gmail Calendar

• Adding Another User’s Calendar

• If another user shares his calendar with you, you will receive an
email notification
• Google adds the shared calendar to your Google Calendar
account
• Click the View Your Calendar link in the email
message to see the name of your colleague’s
shared calendar in the Other calendars area

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Lesson Summary
• understand how to create a
• recognize various email programs
signature
• understand how an email address
• understand how to deal with
isstructured
spam or junk mail
• understand email etiquette • manage mail for deletion or
• create and send a new message archiving
to one or more recipients • understand how to manage
• understand how to attach items contacts
to a message • understand how to create single
• recognize when to reply, reply to
and recurring eventsor
all, or forward a message
appointments
• manage and share calendars
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