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Setting up your email application

From: Computer Literacy for Windows

Video: Setting up your email application

There are two basic ways to access your email. Either through your email provider's web site, for example, you could go to gmail.com in your web browser to access your Gmail email, or you can use one of several available email applications to download, read, write and manage your email. These email applications are referred to as email clients. If you chose to go to the web-based email route, there is very little you need to set up. Just go to your email service's web site and login with your username and password. And this doesn't just apply to free email services like Gmail or Yahoo! Mail. Many businesses and schools offer their employees and students web access to their email.

Setting up your email application

There are two basic ways to access your email. Either through your email provider's web site, for example, you could go to gmail.com in your web browser to access your Gmail email, or you can use one of several available email applications to download, read, write and manage your email. These email applications are referred to as email clients. If you chose to go to the web-based email route, there is very little you need to set up. Just go to your email service's web site and login with your username and password. And this doesn't just apply to free email services like Gmail or Yahoo! Mail. Many businesses and schools offer their employees and students web access to their email.

The advantage is that it's very easy to get their email from any computer with an Internet connection. The down side is that you have to be online to read and compose your emails. So many people prefer to use email clients because it offers the ability to view your older emails and compose new messages without having to be online. So if you are on a plane with no Internet access, for example, you could still review the emails you've previously received and write new emails to be sent once you land and get back online. If you only use the web-based mail, you wouldn't have access to any of your received emails and you'd have to use a word processor to compose new emails and then copy and paste them into your web mail once you got back online.

So if email is a big part of your day- to-day activities, it makes sense to set up an email client. Now there are several choices of clients out there for both Macs and PCs. Mac OS X comes with its mail application built in but you'll also find clients like Microsoft Entourage or Mozilla Thunderbird for Macs as well. Windows has Windows Mail but many people use Outlook or Outlook Express or Thunderbird. Regardless of which email client you end up using, you still need to understand new specific information in order to set up your email through your choice of client. Let's take a look at the basics. First there are two main types of email systems, POP and IMAP.

POP is the most common type of email service used by Internet hosting service providers and it basically works like this. Email that's sent to your account is stored on your email service's server until your email client notices the new message and downloads it off the server. Once the message has been downloaded from the server, it's usually deleted from the server anywhere from immediately to within one or two weeks. At that point the only copy of the email is found on your computer. The problem with POP email is if you use more than one computer or device to check your email, you may end up with some messages on one computer and other message is on another computer.

And if you're like, most people these days, you'll probably have more than one device that you receive email on like your phone. For this reason, most email service providers also offer and recommend using IMAP email service. Unlike POP email, IMAP email is all kept and managed online. So if you read a new incoming message on your computer, for example, your phone will still download a copy of the message as well. With IMAP email both received and sent messages will remain synced across your devices and you'll have access to all of your messages regardless of which device you're using. So like I said, many email providers have both POP and IMAP services available these days.

So if you have a choice, I definitely recommend going with IMAP. So the first step of setting up an email client is to decide if you want POP or IMAP. Next you'll need your username and password. Your email service, your work or your school will provide these to you. In many cases, you'll be able to create your own username and password. You'll also need to know your incoming and outgoing mail servers. This is the unique address that lets your email client know where to find your email server so it can download and send messages. Incoming servers often take the form of addresses like imap.gmail.com or mail.lynda.com, while outgoing mail servers usually begin with the prefix of SMTP as in smtp.gmail.com.

SMTP stands for Simple Mail Transfer Protocol, not that you need to know that, but it's the most common outgoing server address. Now where you enter this information is going to vary form email client to email client. Most modern email clients have a setup assistant that walks you through setting up your email with a series of questions. If you have email service through a fairly common provider you may find that your email client is able to fill out all the server information for you and that you will only need to provide your username and password. If you have a less common provider, you may have to enter the information manually. Just know that all the necessary information to setup your email will be provided to you by your email service.

So that's the basics of what you need to know to set up an email client. Again if you are using web-based mail, you don't need to know any thing about incoming or outgoing servers. Just login with your username and password. But if you spend a lot of time with email, you should definitely start using an email client.

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This video is part of

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Computer Literacy for Windows

55 video lessons · 18517 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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