What happens when you send an email

By Marcus Gray,2014-06-19 17:21
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What happens when you send an email

    What happens when you send an email?

    ; You type your email

    ; Enter email address

    ; You mail client contacts the email server at “”

    ; Uploads mail message

    ; At a later point in time, „user‟ connects to the mail server

    ; Downloads all new messages to his computer

     ; Email Server maintains separate storage for each users mail

    ; Anyone user can only access his or her mail storage

Two Main Ways to Contact an Email Server (That we discussed)


    ; Mail client downloads mail to your local hard drive

    ; Mail stored locally

    ; Can leave a copy on the server

    ; Potentially creates two copies of mail messages


    ; Mail remains stored on the server

    ; Mail client views the email storage space on the server

    ; Shows list of folders on the server

    ; Mail stored remotely

    ; (May eventually fill up remote email storage capacity)

    Configuring Outlook (for Pitt mail)

    ; Tools Menu -> Email Accounts

    ; Check “Add new email account”

; First screen lets you choose different kinds of email servers

    o For Pitt, choose IMAP

    ; Next screen lets you enter your information

    o Enter name to be displayed in emails

    o Enter email address

    ; These two get displayed in emails as “My Name (”

    o Enter server info:

    ; IMAP:

    ; SMTP:

    o Enter Lgon Info

    ; Pitt username (first part of your email address)

    ; Password (Don‟t necessarily have to store it in Outlook)

    Using Outlook

    Four main functions of Outlook

    ; Managing Email

    ; Calendar (Appointments, meetings)

    ; Contacts

    ; Tasks

    Managing Email

    ; Main window has three display panes

    o Folder Pane (on the left)

    o Message List Pane

    o Preview Pane

    ; Creating and typing mail should be trivial ; “New” Button opens the window

    ; Each of the fields for sending email has a button to the left of it

    o Opens Address Book

    o Can automatically add an email that‟s stored in the Address Book

    Rules and Alerts

    ; Rules and Alerts are predefined actions to take when an event occurs

    ; Automates mail management tasks

    ; Two events

    o A mail message is received

    o A mail message is sent

    ; When an event occurs, a condition is checked against the message

    ; If condition is True, the action of the rule is performed ; User must specify the condition and action

    Condition Action



    Do Nothing

     ; Tools -> Rules and Alerts

    o Shows list of rules

    ; Click “New Rule…”

    o Can select one from a template or start from scratch ; Click “Start from blank rule”

    ; Select Event to trigger on (a message is either sent or received) ; Select Condition that must be checked

    o Received “from people or distribution list”

    o “with specified words in the subject”

    o “with specified words in the body”

    ; Once selected, enter proper information to be checked by the condition

    o Select email addresses from address book that the message must have come from

    o Enter words that must be in the title of the message ; Click Next

    ; Select action to take

    o Move message to different folder

    o Copy message to a different folder

    o Delete the message

    o Print the message

    o Email the message elsewhere

    ; Enter relevant information for action below

    o Folder to be moved to

    o Email addresses to forward the message to ; Click next

    ; Enter exceptions

    o Allow conditions to become false in special cases

    o Entered same as conditions above

    ; Click Next

    ; Name the rule

    ; Check various options

    ; Click finish

    ; Rules can be run on all the mail already stored in your mailbox


    ; Grouped into contact folders for organization ; Let you store all contact information for a person ; New Button opens window to enter contact info ; Main Display Pane lets you view contacts in a specific Folder

    Adding Pitt Email Directory

    ; Tools -> Email Accounts

    ; Check “Add a new Directory”

    ; Click Next

    ; Select LDAP server

    ; Enter Server Name: ; Check Logon required

    o Enter username

    o Enter password (if desired)

    ; Click Next

    ; Pitt Directory “should” be then accessible in the Address Book

    Address Book vs. Contacts Folders ; Not the same entities

    ; Not all contacts have to be listed in Address Book ; In Contacts, Right click on folder, go to Properties ; Click “Outlook Address Book” Tab

    ; Check “Show this folder as an email Address Book”


    ; Manages appointments and meetings

    ; New Button creates a new appointment ; Lets you enter Title, Description, time ; Maintains your schedule

    ; Will alert you if the meeting conflicts with something else

    ; “Invite Attendees” Button changes Appointment to Meeting Request

    ; Meeting Requests

    o Provides “To:” fields to send meeting email to others

    o Sends mail in a format that Outlook can interpret as a “Meeting Request”

    o Other people can accept the meeting and add it to their calendar (In their Outlook)


    ; Glorified “To-Do” list

    ; Organizes things your have to do

    ; Reminds you of Due Dates

    ; New Button opens window to create a new task ; Lets you enter information about the task ; “Assign” button lets you email the task to someone else (probably a subordinate)

    MS Exchange Server

    ; Provides central storage for Outlook ; Email, Appointments, Tasks, Meetings all stored on the server

    ; Allows others to view your schedule when creating meetings (if they have permission to do so)

    ; Let‟s other view your tasks and their progress

    ; Provides central collaboration

    ; Not the only vendor for these kind of systems

    o IBM Lotus Notes (only other one I know of)

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