Introduction to Email Contents

Step by Step Computing

STEP BY STEP COMPUTING

Written by

Margaret Harvey-Walker

Jennifer Weirick

Project Manager

Anne Martin

Acknowledgements

We would like to thank TAFE NSW, Northern Sydney Institute, for providing the funding for the development of this handbook, produced by teachers in the Adult Basic Education Section at North Sydney College.

Disclaimer

The authors of this handbook have made every effort to ensure that its contents are accurate. However the authors will accept no responsibility for loss or damage or consequential damages arising from the information in this handbook. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental.

Introduction to Email Contents

Introduction...... Page 1

After Studying this Handbook...... Page 2

Hardware and Software...... Page 3

Occupational Health and Safety...... Page 4

How to turn on / shut down a computer...... Page 5

Open a Document...... Page 6

Saving a document...... Page 7

Printing a document...... Page 8

Vocabulary List...... Page 9

What is Email?...... Page10

Advantages of Email ...... Page11

Registering for an Email Account...... Page12

Beware of Viruses and Worms...... Page15

Completing the Registration Form...... Page16

Opening Email...... Page19

To Check Your Email...... Page21

To Send an Email...... Page23

Checking Your Email...... Page25

Using Contacts...... Page27

Sending an Attachment...... Page29

Replying to a Message...... Page31

Organising Your Mail Into Folders...... Page32

Deleting Messages...... Page33

Common Abbreviations...... Page34

Checklist of Skills...... Page35

Congratulations...... Page36

Step by Step Computing

Introduction

This booklet is part of a series of Step by Step Computing handbooks for beginners, explaining how to use a computer.

Titles are: Word Processing, Spreadsheets, Internet ,Email.

The booklets contain vocabulary for the topic and easy to follow instructions for each activity.

The language used is simple and easy to understand.

Skills will improve as you move through each of the activities in the handbook.

After studying this handbook you will be able to:

Identify hardware and software

Practice Occupational Health and Safety

Turn on and shut down a computer

Open a document

Save a document

Print a document

Understand email vocabulary

Be aware of the advantages and disadvantages of email

Be aware of viruses and worms

Register for an email account

Open your email

Check your Inbox

Send a message

Use the Address Book

Send an attachment

Reply to a message

Organise your mail into folders

Delete a message

Use common abbreviations

Hardware

When you buy your computer you will get the hardware.

The price of hardware should indicate the quality and storage capacity of each piece. You can make your choice of hardware according to your needs.

monitormouse

keyboard central processing unit

(CPU)

and maybe………

printerscanner

You could buy your computer as a laptop.

Software

The programs you load onto the computer are called software. They are designed to perform the activities that you need. Some examples of software are programs such as Word, Excel, PowerPoint and Access.

There are specially designed programs to suit the needs of the computer user.

Occupational Health and Safety

It is important that you position yourself correctly when using your computer.

This should include:

It is important to have regular breaks when using your computer to avoid pain. Simple stretching exercises using your arms, hands and shoulders will help to keep you comfortable.

Use the monitor adjustments to control the brightness of your screen and rest your eyes by looking away from the screen occasionally.

How to Turn On the Computer

Press the power button

Check that the monitor (screen) is also turned on

Wait for the computer to display the password box (where applicable)

Type in the password (where applicable)

Click on OK

Wait for the computer to display the icons on the desktop

Wait for the timer to disappear

Insert disk or select the program that you wish to use

How to Shut Down the Computer

Close down any programs that you are using (use the X at the top right hand corner of the monitor)

Remove your floppy disk from A drive

Remove your CD from D drive

Click on Start

Click on ShutDown

Click on OK (for Shut Down Computer)

Wait for IT’S NOW SAFE TO TURN OFF YOUR COMPUTER

Press the power button to turn off

How to Open a New Word Document

Double click the Word icon on the desktop

A new Word document will appear on the screen

Click on Start

Click on Programs

Click on Microsoft Office

How to Open an Existing Word Document (from a floppy disk)

Turn on the computer:

Press the power button

Check that the monitor (screen) is also turned on

Wait for the computer to display the password box (where applicable)

Type in the password (where applicable)

Click on OK

Wait for the computer to display the icons on the desktop

Wait for the timer to disappear

Insert disk

Double click the Word icon on the desktop

Click on the Open button in the toolbar

Click on the drop down arrow next to the Look In box

Select 3 ½ Floppy (A:)

Click on the document that you wish to open

Click on Open

How to Save a New Document

Click on the Save button on the toolbar

The SaveAs box will appear

Click on the drop down arrow next to the Save In box

Select 3 ½ Floppy (A:)

Type the name of the document into the File Name box (the first line of the document will automatically go into the File Name box, so you may be happy with this as the document name)

Click on Save

Wait until the computer completes the save (a blue line appears at the bottom of the screen while the computer is saving the document)

Click on File on the toolbar (a drop-down menu will appear)

Click on Save As

The SaveAs box will appear

Click on the drop down arrow next to the Save In box

Select 3 ½ Floppy (A:)

Type the name of the document into the File Name box (the first line of the document will automatically go into the File Name box, so you may be happy with this as the document name)

Click on Save

Wait until the computer completes the save (a blue line appears at the bottom of the screen while the computer is saving the document)

How to Print a Document

To Print the Whole Document:

Click on Print Preview and check that the document is correct

Close Print Preview and make corrections if necessary

Click on the Print button on the toolbar

The document will be sent to the printer (a small printer icon will appear at the bottom right hand corner of the screen)

To Print Selected Pages of the Document:

Click on File

Click on Print

The Print box will appear

Select whether you want the current page to be printed or whether you want a number of selected pages to be printed

Select the number of copies

Click OK

The document will be sent to the printer (a small printer icon will appear at the bottom right hand corner of the screen)

Vocabulary for Email

Word /

Meaning

Accept / Agree to
Attachment / Extra information joined to your message
Check / Look at carefully
Compose / Write
Email / Electronic mail
Email address / The delivery address of your message
Gender / Sex, male or female
Hotmail / One of many Email companies
Inbox / The place to find your messages
Occupation / Job
Password / A secret code
Registering / Joining
Registration Form / Form for personal details
Reply / Answer
Send / To post a letter
Sign in / To enter
Snail mail / Traditional letters in the post
Text / Words
To / The person or place for the delivery of mail

Add any words you need

What is Email?

Email is electronic mail sent over the Internet to anybody who has a computer and who is also connected to the Internet.

Just like sending a letter to someone when you need his or her correct street address you will need their correct email address when using email.

You will see email addresses advertised in many places. These addresses will make it possible for you to send email to them. You need to copy them very carefully to be sure that your mail arrives at the correct place.

It is a good idea to keep a book of email addressees of people or places you want to contact because the Internet doesn’t easily provide address lists.

The email addresses look unusual at first but you will come to understand that the addresses start with the individuals name, initials, or a code, then an @ symbol followed by the name of the email service they are using.

An example is

Once you are comfortable sending text messages by email you will learn how to send pictures or even sounds attached to your email letters.

In this handbook you will use an email systems called Hotmail and Yahoomail which are free services used by many people around the world. Some other popular systems are, Optus Mail and Microsoft Outlook.

Many people find communicating by email enjoyable and build up a long list of email friends who like to keep in touch.

Activity:Advantages of Email

Electronic mail (email) has become a very popular way of communicating with others. It is used in business and also for personal mail.

Traditional mail (often called ‘snail mail’) posting and delivering letters is still used but there are many advantages in using electronic mail.

Find someone who uses email regularly and discuss the advantages and disadvantages of using email.

Complete the table below

Electronic Mail / Traditional Mail
Advantages / Advantages
Disadvantages / Disadvantages

Activity:Registering for an Email Account

Before you start to send or receive email you need to register with an email system. “Hotmail” and “Yahoomail” are popular free systems used around the world. Once you are registered you will have your own email address to give others so that they can send mail to you.

You will be asked to complete a registration form with information about yourself and to choose a user name and a password

Once you have completed the registration form print a copy to file to remind you of your password in case you forget it.

Beware of Viruses and Worms

Virus and worms are software made to cause problems to personal computers and networks. You can easily download a virus or worm to your own computer by opening email attachments.

Some virus will sit quietly until a certain date or command and then will change your files or in the worst case all the contents of your hard drive will be destroyed.

Virus Protection

Make sure that your computer has anti-virus software. If not, buy some and install it.

Upgrade the anti-virus software regularly because new viruses are being invented daily. Most softwares offer upgrades.

Don’t open email attachments unless you know who sent them, or if not, scan the attachment with anti-virus software BEFORE you open it.

If you choose not to open an attachment delete it from your Inbox and then go to your Deleted Mail folder and delete from there also otherwise it will still be on your system.

Remember to regularly back up your files by saving them to floppy disc or CD as well as to your hard drive on the computer just in case a virus attacks your hard drive.

Activity: Completing the Registration Form:

Double click on Internet Explorer

Click on Address Box

Delete the contents of the address box

Type in or

Press Enter

The registration form is now on your screen for you to complete.

Click on “New User? Sign up now!”

Fill in all of the information:

-first name

-last name

-language: English

-Country: Australia

-State

-Postal Code

-Gender

-Birthday

-Occupation

Complete Account Information

-sign in name

-password

-re-enter password

-secret question

-answer to secret question

Click on Sign up

CONGRATULATIONS, YOU HAVE SIGNED UP!

Click on Continue

Read Terms of Use

Click on “I Accept’

You will need to complete the registration form

Activity:Opening Email

Double click on Internet Explorer

Click on Address box

Delete address showing in location box

Type in or

Press Enter

Type your sign-in-name (email address)

Type your password

Click on Sign in

To Check your Mail (Inbox)

Open your message by clicking on the blue name of the sender

Read or print if you want to

Delete if you want to

Close (this will keep the message and return it to your inbox)

Hotmail

Yahoo Mail

To Send a Message

Click on “Compose”

Type the address of the person you want to send a message to (or click on Contacts to choose the address you want)

Type in the subject of your message

Click in the page to write your message

Type your message

Click on Send when you are finished

Activity:Checking Your Mail

After sending email messages you will hopefully receive some mail in reply.

Check your Inbox to see if you have mail.

Open Hotmail or Yahoo Mail

Click on the Inbox or Check Mail tab

Open your first message by clicking on the blue name of the sender

Read or print the message

Delete if you want

Click on the Inbox or Check Mail to check other messages

When you have checked all of your messages, Close, this will keep your messages.

Activity:Using Contacts

You can’t be expected to remember everyone’s email address. To make it easier to send your mail you can store addresses in the Contacts feature of hotmail.

Collect the email addresses of your friends

Name / Email Address

Open Hotmail or Yahoo Mail

Enter these addresses into the Address book by clicking on the Contacts tab

 Enter the details you have collected.

Click on OK

This will now allow you to send an email without typing the address in the To: box.

Click on the Compose tab

Click in the To: box

Click on the Contacts tab

Click on one of the addresses stored there

The address will appear in the To: box

Type your message

Click on Send

Repeat this for each of the names in the address book

Activity:Sending an Attachment

When you send an email message you may want to send some more information stored in another file in the computer along with the message. A word document, pictures or even a video can be attached to your message.

If the person receiving your email is using the same program this will be straightforward, although there may be some problems opening the attachment if the recipient does not have the necessary software in their computer.

Open Hotmail or Yahoo Mail

Type the Address in the To: box

Click on the Compose tab

Type your message

Complete the information in the box Find your file or data from

Click on Add/Edit Attachment

Click on Compose

Click on Send

Close Hotmail or Yahoo Mail

Activity:Replying to a Message

Often you will want to reply to an email message.

Open Hotmail or Yahoo Mail

Click on the Inbox or mail tab

Open a message that you would like to reply to by clicking on the blue name of the sender

Click on the Reply tab

The address of the author will appear in the To: box and the original message will appear in the message box. You can leave the original message as part of the response or you can delete it.

Type your response or new message below the original message

Click on Send.

Activity: Organising Your Mail into Folders

You can organise you mail into folders or categories.

To create a new folder:

Click on Folders on the menu bar

Click on Create New, above the folder list.

You are now on the Create Folder page.

Type the name for your folder in the New Folder Name box

Click OK

To File a Message from your Inbox into a Folder:

In Your Inbox click in the box to the left of the message you want to move.

From the Move To menu at the bottom of the page choose the folder you want to move to

Click the Move To button.

To Open A Folder:

Click on Folders on the menu bar.

You will go to the folders page where all of your folders are listed with the number of messages stored in each one.

Click on a Folder name to open it.

To Edit a Folder:

Click on Edit beside the folder name that you want to change.

You will now go to the Modify Folder page

Type in the new name.

Click OK.

Deleting Messages

To Delete unwanted messages: