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Receiving and reading email

From: Computer Literacy for Windows

Video: Receiving and reading email

In this movie I'd like to touch on the basics of receiving and reading email. In a previous movie, we learned about the path an email follows to get from the sender's computer to the recipients. Now, once an email arrives on your computer, depending on the email client you're using, there are usually a couple of options available for reading and managing your messages. Now, for this example, I'm using the Windows Live Mail program which either comes installed in Windows or which you can download for free by pointing your web browser at explore.live. com/windows-live-essentials. But pretty much everything I'll show you here applies to the other email clients as well.

Receiving and reading email

In this movie I'd like to touch on the basics of receiving and reading email. In a previous movie, we learned about the path an email follows to get from the sender's computer to the recipients. Now, once an email arrives on your computer, depending on the email client you're using, there are usually a couple of options available for reading and managing your messages. Now, for this example, I'm using the Windows Live Mail program which either comes installed in Windows or which you can download for free by pointing your web browser at explore.live. com/windows-live-essentials. But pretty much everything I'll show you here applies to the other email clients as well.

So first of all, when new email arrives, it ends up in your Inbox by default. You'll usually see some indication of how many new messages you have. For instance, you can see I currently have 23 unread messages. And in the case of Windows Live Mail, unread messages have a yellow envelop icon and it's closed and read messages have a white open envelop icon. So it's very easy to see which messages have been read and which have not been read yet. And with your Inbox selected, you can browse through your messages. And to read a message, just click it once. Most email clients have a split window interface like you see here in which you can see your list of messages in one pane, and read the selected message in another pane.

In most cases, you can also double- click a message to open it in its own window, which can be useful if it's a long message and you want more space in which to read it. If a message is particularly important or something you want to get back to later, you can mark it by clicking the Flag button. Most email clients do have some way to flag email messages. Or alternately, you might want to mark the message as unread by right clicking it and choosing Mark as Unread, but you can see, it turns the icon back into a yellow closed envelop icon.

Also notice that unread messages highlight the name of the person sending the email in bold. Now, all the email clients also let you create folders to further organize your messages if you like. In Windows Mail, you can click New > Folder. In other clients, it might be File > New Folder or something like that. But the end result is that you have a folder into which you can drag related files to keep them organized. For example, maybe I'll create a folder called Work for keeping all of my work related email messages together. I'll click OK.

I could see I now have a sub folder of my Inbox called Work. It's currently empty. But if I wanted to, I could then select a work related email, drag it into Work and when I select the Work folder now, you'll see it's sitting in there. So it's just a way to help keep your email organized. And along those lines, all email clients also let you create what are called rules. When you create a rule, you set up parameters for your email client to automatically checkout incoming messages. For instance, you could create a rule that all emails from your boss's email address get automatically moved into your Work folder.

The steps for creating rules are going to vary from client to client, but you should be able to find instructions for creating them in the client's help file. Here in Windows Live Mail, you actually have to click the menu button here in the upper right hand corner and then choose Show Menu Bar. And that reveals the standard menu bar with File, Edit, View and so on. To set up a Rule, you click Tools > Message rules > Mail. So for instance, here you could select Where the From line contains people and Move it to the specified folder, you then edit the rule by clicking the underlined words that appear here in the description.

For instance, I can click the specified folder and say I want them to go into Work, click OK and now it's in the Work folder. I can click that contains people link and the email addresses that are the names of my co-workers whose emails I want to go into the Work folder. So right now, I have any email that comes from philfry@lynda.com automatically moved into the Work folder I created. So, there you have a couple of things to keep in mind about receiving and reading your incoming email messages. Again, the actual interfaces of email clients are going to vary, but you should be able to find all of these features I've covered in any email client.

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This video is part of

Image for Computer Literacy for Windows
Computer Literacy for Windows

55 video lessons · 19415 viewers

Garrick Chow
Author

 
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  1. 2m 44s
    1. Welcome
      1m 9s
    2. Using the assessment files
      1m 2s
    3. Using the exercise files
      33s
  2. 9m 53s
    1. What's a computer?
      1m 48s
    2. What's inside a computer?
      2m 46s
    3. Laptop vs. desktop computers
      1m 52s
    4. Special considerations when using a laptop
      3m 27s
  3. 17m 29s
    1. Understanding the operating system
      3m 3s
    2. Understanding files, folders, and directories
      4m 38s
    3. Understanding your Home (User) folder
      3m 9s
    4. Using your desktop
      2m 46s
    5. Taking out the trash (recycle bin)
      1m 45s
    6. The right click
      2m 8s
  4. 25m 38s
    1. Understanding applications
      4m 36s
    2. Opening and saving files
      4m 3s
    3. Choosing the right tool
      4m 37s
    4. How to learn any application
      4m 53s
    5. Five things that work in all applications
      7m 29s
  5. 35m 26s
    1. Understanding computer ports
      2m 33s
    2. Setting up a printer
      3m 36s
    3. Printing your documents
      3m 52s
    4. Setting up a scanner
      2m 8s
    5. Scanning a document
      5m 59s
    6. Setting up a projector or a second monitor
      6m 17s
    7. Using a projector
      3m 43s
    8. Portable storage devices
      3m 55s
    9. Pairing with Bluetooth devices
      3m 23s
  6. 20m 46s
    1. Understanding networks and internet access
      2m 58s
    2. Connecting to wired networks
      2m 47s
    3. Connecting to wireless networks
      5m 0s
    4. Working in a networked environment
      5m 49s
    5. Staying protected from viruses
      4m 12s
  7. 23m 24s
    1. Understanding email servers and clients
      2m 11s
    2. Setting up your email application
      4m 15s
    3. Receiving and reading email
      3m 50s
    4. Composing new email messages
      7m 4s
    5. Reply vs. Reply All
      2m 12s
    6. Dealing with spam
      3m 52s
  8. 8m 22s
    1. Understanding search engines
      1m 24s
    2. Conducting basic searches
      3m 44s
    3. Conducting advanced searches
      3m 14s
  9. 27m 15s
    1. Introduction to word processors
      4m 46s
    2. Formatting text
      7m 57s
    3. Introduction to spreadsheets
      4m 0s
    4. Creating a simple data table
      8m 13s
    5. Formatting a data table
      2m 19s
  10. 28m 52s
    1. Importing images from a digital camera
      7m 57s
    2. Storing and organizing digital images
      4m 28s
    3. Basic image manipulation
      9m 17s
    4. Tagging images
      4m 56s
    5. Sharing images
      2m 14s
  11. 12m 46s
    1. Common obstacles in sharing files
      1m 37s
    2. Creating PDFs for document sharing
      6m 4s
    3. Compressing files
      5m 5s
  12. 1m 4s
    1. Goodbye
      1m 4s

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