Email Part 2

E-Mail Basics, Part 2
Message Management
The examples in this handout were created using Yahoo! Mail, a free Web-based e-mail
service. The processes described may vary among different e-mail services.
Sending E-mail to multiple people. CC and BCC

The default Yahoo! Mail Compose screen includes a To: field and a Subject field, but what
if you want to send the message to more than one person? One simple way is to list multiple email addresses in the To: field and separate them with commas:
But you can also use CC and BCC to send a carbon copy or a blind carbon copy. Click on
Show BCC to open the BCC field.
Type the addresses in the CC field to send a Carbon Copy to someone. Use the BCC field to
send Blind Carbon Copies. (With BCC the recipients of your e-mail will not be able to see who
else received it.)
Copyright 2003-2006 Akron-Summit County Public Library, Akron, Ohio. All Rights Reserved.
5/14/2010 AH, KJ, RV
Attachments
A file sent along with an e-mail message.
Not typically visible in the body of the message.
Created using another software program
You will need a compatible software program on your computer to open attachments
received.
Possible types of attachments and file extensions:
graphics, photos, animations, images (gif, .jpg, .jpeg, .mpeg, .tiff, .png, .bmp)
audio (.ram, .mp3, .wav, .midi)
spreadsheet (.xls, .xlsx)
database (.mdb)
text document (.txt, .doc, .docx, .rtf, .wps, .wks)
program (.exe, .zip)
Opening attachments
Log in to your account, go to the Inbox, and open a message, as usual.
Attachments
are indicated
by a paper clip
next to the
message.
At the top of the message, there will be a paper clip next to the name of the attached document.
Click on the name of the document to download it to your computer.
Yahoo will automatically scan the file for viruses for you. If the scan result detects a
virus, then return to the message and delete it without opening the attachment.
If the attachment is a picture it will usually be viewable in the message without having
to download it by scrolling down to the end of the e-mail itself.
Scroll down
to view the
picture
attachment.
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If you are able to download the attachment without a virus threat, you will be given the option to
continue opening the file or save it (to My Documents, floppy disk A:\, etc.) to open later.
If you choose to save the file, select where you would like to save it from the Save in: dropdown list. If you want to save the file to your computers hard drive, My Documents is the best
location. If you plan to save it to a removable storage device, select the appropriate drive from
the drop-down list (e.g. 3 1/2 floppy (A:)).
NOTE: Once you save an attachment to your computer or a disk, it becomes a separate file.
You do not have to save the e-mail message to which the file was originally attached.
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TIP:
If the computer cannot identify a compatible software program that can open the
attachment, a dialog box will display prompting you to select the program you want to use to
open the attached file. If you know what program can open the file, then select it from the list.
Otherwise, just cancel the dialog box. You will not be able to open the unidentifiable
attachment. One way you may be able to resolve the issue is to ask the person who sent the
file to send it in a different format, if possible.
To open an attachment that you save to your computer or a disk:

One of the easiest ways is by opening the My Documents icon on the desktop.
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Open the location where you saved the file. If you save the file to the My Documents folder on
your computers hard drive, be sure it is showing in the Save in: box and select the file by
double clicking on it.
If you saved your file to a location other than your computers hard drive:
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Sending Attachments
Click New to begin.
Begin composing a new message as you normally would:

a. insert addresses
b. type subject
c. type body of message then
Click the Attach button.
Select the location on your computer where the file you want to attach is saved by clicking on
the down arrow to the right of the Look in field. If the file is saved on a disk, select 3
floppy (A:).
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Click on the name of the file that you want to attach to the out-going e-mail message. Click the
Open button.
Yahoo will scan the file to make sure there are no viruses contained in the file. If it is clean
Yahoo will attach the message to your e-mail message.
Click Send when your message is completed.
NOTE: You may attach multiple files to a
message by repeating this process. Each e-mail
account will limit the total size of attachments
that you are permitted to send. Yahoos file
attachment size limit is 25 Megabytes.
Tips for Attachments

If you intend to send a word processing document (e.g., a letter or resume created in a
program like MS Word, WordPerfect, MS Works, WordPad) as an e-mail attachment, it is
best to send a version of the file that has been saved in Rich Text Format (.rtf). You can
change the file format in the save as type field when you originally save the document. All
word processing software programs can interpret files in Rich Text Format.
If you are unable to open an e-mail attachment, the cause may be either a) You do not have
the appropriate type of software installed on your computer that will open the file, or b) The
sender attached the file incorrectly. Contact the sender, and ask him/her if it is possible to
send the attachment in a different format or mail it to you through postal mail.
You may not be able to open certain types of e-mail attachments on library computers,
particularly larger files with the extension .exe or .zip.
5/14/2010 AH, KJ, RV
Saving Addresses/Contacts
Adding a single address/contact to your list
By clicking on the Contacts link on the left side of the page you can
see a list of all of your contacts. If you wish to add a new contact,
you can skip to that step by clicking on the Add link next to the
Contacts link.
Enter the information into the

boxes and then click the Save
button.
Adding a Single Address/Contact
If you click on the Contacts link first, there will be a button at the top of the screen to click
where you can enter more detailed information about a contact. The minimum amount of
information that you will need to type is a first name and an e-mail address. Always save any
changes that you make. Nickname/Quickname: A shortcut for entering e-mail addresses into
new outgoing messages. Enables you to type the nickname/quickname you created into the To:
field of a new message instead of having to type an entire email address.
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Creating a Category
It enables you to create a single entry in your Contacts List that contains multiple e-mail
addresses. Click on Add Category to create a new category.
Type in a name for your new category and click Save. Please note that the name of a category
cannot be empty and it cannot contain any of the following characters: slashes, @, colons,
semi-colons, brackets, less-than or greater-than signs, spaces, commas, and single or double
quotes. Use an underscore dash (like_this) if youd like a space in between words.
To add contacts to your category, click in the empty square box to the left of each persons
name to add a check mark next to their name. Once youve done this for every person you wish
to add to the category, then click on Add to Category, click the box to the left of the category
you wish to add them to, and click on the DONE button and they will be added to that category.
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Using your Category

You can use this when replying to, forwarding, or composing a new e-mail message.
1. Click on the To: button

2. Select the desired Category from the Add Recipients window.
3. Click the OK button to add the Category to the To: field.
Using Nicknames and Category Names

You can use the Nicknames or Category Names youve created. You do not have to
select names from your list of addresses/contacts. Your account will automatically know to
which e-mail address the name is attached. Just remember how you used upper and lower
case letters, spaces, or other symbols when you created the persons e-mail address profile
in your address/contacts list.
You can enter any combination of e-mail addresses, nicknames, and category names into
the To:, CC:, and BCC: fields of an outgoing e-mail message. Remember to use the
appropriate separator (comma, space, semi-colon) between multiple e-mail addresses.
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10
When you begin to type in a nickname (e.g. TechGuy), Yahoo! Mail automatically
displays everyone in your Contacts with, in this case, a t in their name or nickname.
Then just click on the correct contact below the To: field and that persons email
address will appear in the address field.
Using Folders
If you do not delete or print your e-mail messages, you can
organize them into folders, much like a filing cabinet keeps
documents organized.
Creating a new folder
Folders are displayed in the left pane at the bottom. If you want
to add a new folder to the list, click on the Add link.
Type a name for your new folder, and then hit the Enter
key on your keyboard.
Your new folder will be added to the existing My Folders list.
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11
Moving a message to a folder

Select the message you want to move to a folder by clicking in the check box. Click Move
then select the appropriate folder. The message will disappear from the current folder, and
move to the new folder that you selected. (You may move more than one message at a time.)
TIP: You may be able to recover messages that you accidentally deleted this way, as long as
the deleted message(s) is/are still in the deleted items/trash/trash can folder.
If you want to view the message(s) you moved at a later date, click on the folder where you
moved the message(s), and open the message from there.
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12
Viruses
What is a virus?
A bug or infection that has been transmitted to your computer.
A piece of software that was created specifically to infiltrate or, as a worst case scenario,
cause harm to computers.
Why do people spread viruses?
Purely malicious behavior.
To obtain long lists of e-mail addresses so that mass mailings may be sent (also known as
spam).
How are viruses spread?
Corrupt files or software downloaded from the Internet.
Through e-mail messages.
Sending files from an infected disk to others.
Opening an infected file or disk that was sent to you.
What should I do if I receive a computer virus?
If you have anti-virus software installed on your computer, scan your system and all of your
disks.
If you can identify who may have transferred the virus to you, notify that person, or several
people, so that they can remedy the situation and prevent spreading the virus further.
How did I spread a virus if I didnt see it on my computer?
Your computer or disk may be a carrier for the virus, much like people can be carriers of
physical diseases and viruses.
The virus may not show up until someone to whom you transfer a file opens it.
How can I avoid contracting or spreading viruses?
Install anti-virus software on your computer. McAfee and Norton are two reputable
producers of very effective anti-virus software.
Whenever possible, scan any files or software with your virus software before you download
them to your computer or disk.
Periodically scan your computer and disks with your virus software for healthy maintenance
of your files and system.
Do not open e-mail messages from someone you do not know or that have suspicious
subjects. Delete them immediately without opening the message. If you do not know how to
do this, consult the help screens/links when you log into your e-mail account.
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13
Anti-Virus Software Producers

These websites also include lists of viruses, hoaxes, and the most current infectious threats
F-Secure
http://www.f-secure.com/
Kaspersky
http://www.kaspersky.com/
McAfee
http://vil.mcafee.com
Panda Software
http://us.pandasoftware.com/
Symantec (Norton Anti-Virus)
http://www.symantec.com/
Trend Micro (PC-cillin)
http://www.trendmicro.com/en/home/us/personal.htm
Additional Virus and Hoax Lists

Hoaxbusters
http://hoaxbusters.ciac.org/
McAfee Virus Hoaxes
http://vil.mcafee.com/hoax.asp
Stiller Research Virus Hoax News
http://www.stiller.com/hoaxes.htm
Symantec Security Response
http://www.symantec.com/avcenter/hoax.html
Viruslist.com
http://www.viruslist.com/eng/index.html
5/14/2010 AH, KJ, RV
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E-Mail Basics, Part 2

Sending E-mail to multiple people. CC and BCC

To open an attachment that you save to your computer or a disk:

Begin composing a new message as you normally would:

Tips for Attachments

Enter the information into the

Adding a Single Address/Contact

Using your Category

1. Click on the To: button

Using Nicknames and Category Names

Your new folder will be added to the existing My Folders list.

Moving a message to a folder

Anti-Virus Software Producers

Additional Virus and Hoax Lists

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