9/25
Basics of Email
Our lesson today:
From last week: Questions/comments on the cloud (see feedback from last week's quiz)
Presentation
Hands on practice
Individual questions
Homework:
Review lesson
Try out some of the ideas (create a label/folder, mark as spam, create a filter)
Review the additional information in the lesson which was not covered in class
Email me with comments on what you learned, how you did in the quizzes and what you did in your own email program.
Video:
Miss the class? Want to hear the lesson again? You can view our Tuesday's class here.
From last week's quiz: Using the cloud
Finding the lost phone by signing iCloud in another device
Using Apple Wallet to pay for a purchase (uses iCloud, cloud of retailer, bank cloud)
Canvas
Backing up photos
Store pictures
LG Dishwasher, irrigation system, Google Nest
Quick Links:
Zoom classroom:
Zoom link: https://sdccd-edu.zoom.us/j/9191959460?pwd=OXh0RE9ZTVZTWElTMUQ0ZzAxQzExdz09.
Passcode (if asked): emeritus
Introduction to Email
In this lesson we will:
Introduce email.
Discuss issues such as viewing your email and security.
Look at the difference between POP and IMAP and why it matters.
Setting up and viewing your email
Sending and receiving, forwarding, attachments and links
Settings
Common problems with email
Show how to find help for all emails.
Email: The big picture
Scroll down to view this presentation which gives the big picture of Email
Important note:
NOTE: This class will only cover the workings of email. We will not address the bigger issue (protecting yourself from malware) which is a critical part of using email. We will address that when we do online safety. However, keeping safe includes several tips including:
•Strong unique passwords and two-factor authentication (2FA)
•Caution opening attachments and clicking on links
•Being vigilant about phishing (verify sender addresses, avoid sharing personal information via email, don’t respond to unsolicited requests for personal information)
•Beware of Email scams (if it seems too good to be true, it probably is NOT true)
•Check for https and a padlock when accessing in a web browser
•Review account activity regularly
•Use a reputable email service (yes, some are better than others)
•Secure your device (passwords, PINS, etc.)
•Make sure your email is backing up in case of data loss or compromise
Types of Email
Email stands for “electronic mail”.
There are two types of emails:
•Free email services: No cost to consumer, limited storage, may include advertisements. Good at what they do. Might not have great customer support. Examples: Gmail, Yahoo mail, Outlook)
•ISP Email: Internet Service Provider email is provided as part of an Internet subscription package. There is a cost, but it is part of the package. Good customer support, may be confusing to set up. Examples: Cox, AT&T, Spectrum
Viewing your email
App: Downloaded from the app store, available for multiple devices and operating system. Can be mobile app or desktop app for computer. Cleaner, and may have additional features (offline, organizational tools)
On the browser: Most can be viewed on a browser, by going to the site (google.com or outlook.com)
Native mail apps: Available through most operating systems. You can then add multiple email accounts to the native mail app. Might be confusing to set up, and not all native mail apps accept all email accounts.
Security
Most email programs are encrypted from end to end (https). So mail is somewhat safe. This protection makes your email more secure against “eavesdropping”.
Other considerations include account security (strong password), user error (phishing, clicking links, downloading attachments), your own device security (operating system up to date, good passcode) and the security of the Email server itself.
More on Email
POP or IMAP?: There may have been a time when you were setting up an email and you were asked whether it was a POP account or an IMAP account. These are protocols for how to send and store emails.
POP (Post Office Protocol). It is now POP3. Features:
POP: Designed for those who will view email on one device. Downloads email from server to device and then deleted (although you can change in settings). Allows offline access. Although outdated, you can set up most email services for POP.
IMAP (Internet Messaging Access Protocol). It is now IMAP4. Features:
IMAP: Designed for those who will view email on multiple devices. It keeps email synchronized (delete on one, it will be deleted on all). Email remains on the server, accessed with an Internet connection. Allows real time access to emails
Video: Learn more about POP and IMAP
POP protocol
IMAP Protocol
Bottom line: In simple terms, if you are using IMAP and mark a message as read, it gets marked as read in your web- based inbox too (because changes happen on the server). However, with POP, if a mail is marked as read, the account on the device will see this change, but the mail on the server will not change.
Contacts
Email accounts usually have contacts associated with them. They are set up when you view a new contact, but you can change this in settings. This process makes it easier to find those who have emailed you in the past
Most operating systems also have a Contacts folder, which can be set up to include multiple email accounts.
Setting up an email (Google)
Setting up an email requires that you create a unique username and password. Here is how to set up a Google account:
Go to google.com and select “sign in”. Then select “create an account”
Enter name, click next, enter basic information (does not have to be accurate)
Choose one of the usernames selected or create your own
Create your password
Enter your phone number for verification (you will be texted for a code)
Video: Create a Gmail account
Viewing your account setup
Viewing your account information allows you to control data, security, privacy and more. On most services, it is found by clicking on your icon or picture.
To see your account information (for Google) click on the Icon with your initial and select “manage your Google account)
Your Student email account (Outlook)
Steps to view your student email account:
Access by going to “outlook.com”
Click “sign in” and enter your student email address (name@student.sdccd.edu) and portal password
Verify your identity with the 2FA that you set up previously (probably a text to your phone)
You may be asked if your information is up to date. Click OK or edit.
View your account settings by clicking on your name and then “view account”
Is it being forwarded?
Features of the Email program
Folders:
Email programs come with some initial folders. They may include folders such as Inbox, Categories (promotions, social, updates, forums), Starred, Drafts, Sent, Junk (Outlook), Spam (Google), Archive (all emails from all folders), Favorites (Outlook), Labels (Gmail)
You can add folders (Outlook) to send emails to
Or you can add labels (Google) which will label emails, which can then be stored in that label folder
Outlook, Gmail and Yahoo folders
What to do with a single email:
Sending an email
Respond to an email
Open attachments
Manage your inbox
Settings you may use:
Undo Send
Default text style
Grammar, spelling and autocorrect
Conversation view (all emails groups together)
Account picture and signature
Preferences (labels, blocked addresses, forwarding, POP/IMAP and more
Common email problems and how to resolve them
Here are some things that you may experience and how to resolve them:
Forget password: Use the “forgot password” or “reset password” feature
Email not sending or receiving: Check Internet connection, Verify connection settings (or contact Email provider), Make sure you are not out of cloud space, Check Spam, Use another way to access
Emails going to spam: Mark legitimate emails as “not spam” or move to inbox, Avoid spam behavior when sending
Attachments won’t open: Make sure you have software to open (PDF), verify it is not corrupted
Emails slow to load or send: Check Internet speed, clear email cache, reduce emails in folder, disable extensions
Emails hacked: Change password immediately, Enable two-factor authorization, Review settings for changes
Emails bounced back (undeliverable): Check for typos in the email address, verify server not down, ensure your account is not flagged as spam, review error message
Emails missing or deleted: Check your trash or deleted folder, Make sure you don’t have a filter set, If you have POP make sure emails are not removed after downloading
Emails not syncing: Make sure all devices are set for IMAP and not POP, Make sure email is configured to sync all folders, confirm settings are the same of all devices
Finding help on specific email services
AOL: https://help.aol.com/contact
Apple mail, me.com, icloud.com: https://support.apple.com/mail
AT&T, Pacbell: https://www.att.com/support/email-support/
Cox email: https://www.cox.com/residential/support/cox-email.html
DSL Extreme: https://www.dslextreme.com/support/contact
Google: https://support.google.com/mail/?hl=en#topic=7065107
Netscape (AOL): https://helpconnect.netscape.com/
Outlook, Hotmail, Live: https://support.microsoft.com/en-au/office/how-to-get-support-for-outlook-com-f5482a98-616c-4d44-b7c5-8aaaadf5c11a
Rediff mail: https://support.rediff.com/
San.rr.com, Spectrum: https://www.spectrum.net/support/internet/spectrum-basic-email-troubleshooting
SBCGlobal (ATT): https://www.sbcgloballogin.com/
Yahoo: https://help.yahoo.com/kb/account
Not covered in class: Viewing and using Your Student Email
Method 1: Find your email in the MyApps page
Select "Student email"
You may have to enter authentication
Method 2: Find your email on Outlook website
Open any browser
Go to: https://outlook.office.com
Enter your student email address and the password (the portal one)
You may have to enter authentication if prompted
Method 3: Install Outlook on your PC or phone
To view on your phone or your Apple computer, you can download the Outlook app from the app store.
While on your device, visit the app store, search for "Outlook" and then choose "get" and "install"
You may have to enter authentication.
Not covered in class Keeping Email Secure
How to spot phishing
There are ways to spot possible phishing attempts. They include:
Unknown sender, sender you recognize with a suspicious looking email, or incorrect address
The sender doesn’t seem to know you. ( “Dear Customer”)
Embedded links: Hover over to see if it is from a trusted source
Language, spelling and grammar: Many of these are created in other countries and translated into English. Content is bizarre or unbelievable: Think of the Nigerian Prince.
There is a “call to action” button. This is encouraging you to click there, which can trick you into downloading a malicious code.
Video: This video summarizes what to look for to see if it is a phishing email.
Activity:
After looking viewing the video and reading the lesson, take the Google Phishing quiz. Click here to access the phishing quiz. Read the email There are 8 screens. How many did you get right?
How can you tell if an email is malicious?
Unknown sender or even a sender you recognize with a suspicious looking email. Or the address is incorrect. Check the email as well as the sender name. And remember the sender address can be different by just a letter or two. So, look carefully!
The sender does not seem to know you. They address you as “Dear Customer” or may have no contact information.
Embedded links: You can see a link by hovering over it as it is on the page. Before clicking on a link, hover your mouse over the link. This will show you the actual web address embedded in the link. Check this against the actual web address of the trusted source. If you are still unsure, contact the source through another trusted channel (for example, a customer support number listed on the official website) to verify the email is legitimate.
Language, spelling and grammar: Many of these are created in other countries and translated into English. Look for mistakes, even minor ones.
Content is bizarre or unbelievable: Think of the Nigerian Prince.
There is a “call to action” button. This is encouraging you to click there, which can trick you into downloading a malicious code.
The email is asking for sensitive information, hoping that one person will fall for it! (This is known as phishing)
Resource: This lengthy web page covers lots of ways to see if an email is malicious.
How to tell if an email attachment is legitimate
Your email provider should be scanning for malicious attachments. If a virus is included in the attachment that you are trying to send, you will see a “Virus detected”” error message. You can choose to send without an attachment. If the virus is attached to an email sent to you, they should reject the message and let the sender know. If the virus is found in an attachment in your inbox, you won’t be able to download the attachment. This is true in theory, but things can still get through. So, keep reading!
Listen to your anti-virus program. If they suggest it may be malicious, don't open
Look at who it is from. Do you know them? If not, don't open
Does the email itself look normal? Is it jumbled, have grammar mistakes, or make no sense? If in doubt, don't open
Filenames: avoid bizarre filenames and misspelled words. Spreadsheets are usually not named a random string of symbols (this would be suspicious as well)
EXE files: These are executable files. Only open if you have downloaded them from a reputable source. Do not open an EXE file in an email attachment.
Zipped files: If you have any doubt, confirm by phone or email (but not replying to this email because you are not sure if it is legitimate)
Office documents: These can contain hidden macros or scripts that will “allow macros” without knowing what you are allowing to run. Macros can then enable installed malware.
Keep your anti-virus up to date
There are things that you can do to keep your email account secure. Here are some of them:
Use a strong password. And, if possible, change it frequently.
Use two-factor verification. This would send you a text if you are trying to access your email from a new device. You would enter the code from the text to view email. This is done in account information>account security>two-step verification
Make sure your recovery information is up to date (account information>account security>phone numbers and email address or add recovery email address
Review account history when possible (account information>recent activity)
Make sure to sign out of your email when using a public computer
Make sure your browser is updated and you have a good antivirus program
Not covered in class: Optional Email Tasks
Setting up in Settings:
When setting up an email account, you can create certain personal features. These include a signature, profile image and choice of themes. Not all features available on all apps or email servers.
Settings (Settings>settings): Here you can tweak settings including: text formatting, conversation view, undo send, desktop notifications and more. Try the following:
IMPORTANT SETTING for safety: Images>Ask before displaying external images
Format: Increase text size to Large.
Conversation view: Do you want all your notes about a certain topic kept in one spot (conversation view on) or do you want them to be separate based on when they were sent (conversation view off)
Picture: Find a picture for your Google account. Click “select a picture”, then upload one from your device. Don’t worry, we can change later.
Create contacts: Do you want Gmail to remember who you send messages to? If you click the first box, it will remember everyone under “other contacts”
Signature: In the text box, you provide a signature which will automatically be displayed whenever you use this email program. You can format in any way you wish. You can add an image. Sometimes, people include a quote. Create one!
Remember to click on “save changes” when you are done.
Themes (settings>themes): Pick a theme. Notice you can use photos from your device as well. Hit “save” when done.
Anatomy of an Email:
To, CC and BCC (All recipients can see address of To and CC recipients, reply all will go to all TO and CC recipients. Can’t reply all to BCC and you can’t see who else received note)
Subject header: Important, should be brief and give overview of content.
Salutation: Unless very informal, use some type
Body: Stick to point, try to organize content, bullet points good, font size for different people, NO CAPITALS (YOU ARE SCREAMING!!!)
Signing off: Can just double space and use name, or can add something like “Yours truly”, “Take care” or something similar
Signature: You can just sign your name, or you can have an official signature which appears on all your emails. These are set up in settings.
Legend:
Send
Opens formatting (show tool bar above)
Attachment
Link
Emoticon
Access Google Drive
Insert Image
Confidential
Insert signature
More (print, label, etc.)
Trash
SEND AN EMAIL:
Hit compose
Add a name at To:, CC:, and/or BCC
Add subject
Add something in body
Click “send”
SEND AN ATTACHMENT:
Attachments may contain malware. Always provide a good introduction in your email so that the recipient knows it is from you.
Click “compose”
To: Desired sender
Subject: Related to the attachment
Body: Make sure you refer to the attachment in such a way that the recipient will identify it as legitimate.
Click on the paper clip link near the bottom of compose
Go to our files, locate the attachment that you are sending (such as a picture or a file) and click OPEN. This will attach to your email.
Sign your note and “send”
Insert a picture
You can choose to insert a picture in an email instead of attaching it. To do so, you will click on the “insert image” icon and the image will be placed within the email.
VIEWING AN EMAIL
When you receive your emails, they will end up in a folder. Gmail allows you to categorize your email into up to 5 categories: Inbox, Social, Promotions, Updates and Forums. Although that is not required, it does make sorting through email much easier. This is done in settings.
Legend:
Archive
Spam
Trash
Mark as read
Send later
Add to tasks
Move to folder
Create label
More:
Mark as read
Mark as important
Add star
Filter messages like this
Mute
Forward as attachment
OPENING AN EMAIL
Depending on your settings and the email, you may have some email features. Below is a look at a typical email. From this, note the different features (label, expand, print, open in new window, a thread of conversations and the ways to respond).
RESPOND TO AN EMAIL
Click on the subject line of an unread note (it will be in bold)
To reply, click “reply” or on the arrow
Do you want to reply to the whole group? Forward? Delete? Then click on the down arrow next to the reply arrow to see choices
Write your note and click “send”
OPEN AN ATTACHMENT:
Only open attachments from sources that you recognize. Even if you recognize them, make sure that the email is really from them. When in doubt, contact them and ask if they sent an attachment to you.
Click and open the email with an attachment
Put cursor on the attachment. You have 3 choices:
Single click to see the attachment
OR while hovering on the attachment, click on down arrow. This will download the attachment. Pick the folder to send the attachment to
OR while hovering, click on the 3-sided arrow. This sends the picture to your Google Drive
Video:
Downloading an attachment
CREATE A LABEL
Click on a note
Click on “labels”
Click on “create a new label”
Click “create”
Resources
Questions? Here are some assorted articles and tutorials which may help you.
Introduction: What is email? What are my options?http://www.toptenreviews.com/services/internet/best-free-email-services/
Which email services can offer me privacy and anonymity?
Fraudulent emails: Here is a great resource from UPS to help identify bad emails: http://www.ups.com/media/news/en/fraud_email_examples.pdf
Anti-malware program, free: MalwareBytes (http://www.malwarebytes.org/)
Video lesson: Very basic introduction to Email . Handout accompanies this video lesson (including setting up a Gmail account)
Tutorial: Also from GCFLearnFree, this is a tutorial for Gmail
Video: This is a 12 part playlist of video tutorials on Gmail by Anson Alexander. Excellent summary, although slightly outdated (2013). Confused about the new version of Gmail? This 2018 update from Anson Alexander will walk you through it.
Tutorial for Yahoo: Do you use Yahoo? This site offers some tips on organizing email in Yahoo.
More Yahoo: More tips on using Yahoo on this site
Outlook: For information on using Outlook, click on this Microsoft site.
Phishing: Apple tells us how to avoid phishing on Apple customers (information is good for all of us!). Or website WebRoot provides more information on identifying and protecting against phishing.
How about a short training to see how you do with phishing? And a little more advanced information about phishing and spearphishing (phishing that targets an individual or company)
Are your emails going to spam when you send to others? Here are 77 reasons why!
Help with specific ISP email problems: