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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 firstname.lastname@example.org 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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