Using an E-Mail Client

III.A.1 Parts of an e-mail message

An e-mail message usually has three main parts: the header, the body, and the signature.

III.A.1.a Header

The header usually contains the date the message was send, the address of the sender, the address of the recipient, and a short subject (a title) for the message.

The phrase assigned as the subject can be important in certain circumstances. For example, the phrase can be helpful when sending a message to someone you do not know. You want to provide an accurate indication of the purpose of the e-mail.

Some mailing lists have established conventions that require participants to use the subject line to indicate certain categories of e-mail. This is often done when a certain type of message is regarded as a nuisance by many members of the list, but still of some interest to others. This might be the case with an issue such as offering commercial services. A solution to this situation is for the group to agree that messages of a certain type will be tolerated if the subject line indicates that the message belongs to one of these "problem" categories. List members not interested in such information can simply delete the message without opening it.

III.A.1.b Body

The body of an e-mail message contains the content of the message.

III.A.1.c Signature

E-mail programs commonly allow the inclusion of a signature after the main body of the message. The signature typically includes personal information (phone, web address, postal address) and sometimes an inspirational or funny comment. Once established, the e-mail client is typically configured to automatically attach the signature to all e-mail messages.

The process for creating a signature will vary with the e-mail system you use. The Netscape e-mail system (Messenger) expects the user to create a signature file with a text editor (e.g., a word processing program saving the file as text only) and then use the preference settings to tell Messenger where to find this file. Outlook Express (Microsoft) use a special tool built-in tool (look for signatures on the toolbar) that allows the user to create, delete, and edit signatures. These systems pretty much assume that each user will have his/her own computer and this is not the system that exists in many school settings. Many students will be using web-based e-mail (HotMail, Netscape WebMail, a system hosted by their school). In this case, the user creates a signature file that is stored in the user's account on the mail server. Look for preference link from the webmail "home page" to establish a signature.

Schools may have established policies related to signatures. Signature blocks are commonly used to provide personal information that makes it easy for others to contact you. Providing this type of information is not always a good idea for students.

III.A.1.d Attachments

E-mail can be used to send additional files. The e-mail system acts as a delivery vehicle for a file that is a program, a movie, an image, a word processing file, or a data file to be opened with some other application program. The e-mail message will contain an indication that a file is attached. Usually, the symbol or link indicating the attachment can be used to launch the appropriate application software (assuming it exists on your computer) and open the file. When the attachment is an executable program, the file launches itself.

Note that the client you use may not present information as you see below. We chose our example, because it is very complete and organizes the elements nicely. It is likely your client will provide less information.

Figure: Parts of an e-mail message

III.B.2 E-mail client functions

Our list of functions is intended to acquaint you with the various functions made available through and e-mail system. Some of these functions would be used by nearly anyone who uses e-mail and some serve more unique purposes.

III.B.2.a Reading e-mail

Reading individual messages is a two stage process. The system first displays a list of messages received (usually providing information regarding creation data, author, and subject). Selected messages are then fully displayed for reading.

Depending on the type of client, the actual messages may be downloaded to your personal computer (e.g., Eudora, Outlook Express, Netscape Messenger) or manipulated on the server (e.g., webmail).

III.B.2.b Deleting a message

Deleting a message involves removing the message data from the system.

III.B.2.c Composing a message

The e-mail system allows the generation of messages to be sent. Systems that reside on the personal computer allow many of the features found in word processing software - easy editing, copy and paste, spell checking. Webmail systems offer fewer features (e.g., spell check).

III.B.2.d Reply

The reply function is available as an option when responding to a message sent to you. Reply automatically takes certain actions:

-The subject field automatically indicates the connection with the previous message by inserting RE: in front of the subject used in the original message.

-The address is automatically set to the address from which the original message originated.

- Usually, the original message is included and marked in some way (usually by originating each line of text with the symbol >) to different the original message from any new comments.

- Some e-mail clients include the original author's name and perhaps the date in the reply: e.g., On June 1 Mark Grabe said:

These functions have value when:

- Following the thread of a discussion is useful.

- Commenting on an original message is productive. This might be the case in which an instructor inserts comments within information provided by a student as a way to provide feedback.

III.B.2.e Forward

The forward function redirects a message (with or without additional comments) to a third party.

III.B.2.f Save

A save function provides the capacity to store and organize e-mail. An e-mail client may provide an internal system allowing the movement of mail to multiple folders or mailboxes. The client allows for the creation and labeling of the categories in this storage system.

Many e-mail clients also allow the opportunity to save e-mail as an independent text file. Files external to the e-mail system can be backed up (e.g., stored on a disk) or opened with other applications (e.g., a word processing program).

III.B.2.g Address book

Most e-mail systems allow the creation of an address book. The purpose of an address book is to store and organize addresses. New addresses can typically be entered directly or captured from incoming e-mail. Usually, the e-mail client allows the entry of a name in the address field of an e-mail message and the client will then substitute the address.

For example, assume you have previously stored the e-mail addresses for Mark and Cindy Grabe. At some later time, you want to send a message to Mark Grabe. Most clients will insert the proper address if you entered Mark Grabe in the To: field. Some clients would even generate the options if you simply entered grabe and than allow you to select Mark Grabe rather than Cindy Grabe. You will have to experiment with the e-mail client you select to determine how the address book operates.

III.B.2.h Attachments

The e-mail client typically offers a menu or a toolbar button option that allows the user to designate an attachment or attachments to be sent with an e-mail message. Selecting the attachment option typically requests that you then locate the attachment on your computer - this amounts to showing the e-mail client where on the computer the file to be attached is located.

III.B.2h.1 Issues with attachments

- ISPs may have issues with attachments. There may be a size limit that prevents the inclusion of very large files as attachments.

- Remember that the person receiving an attachment may need a specific program to use the file you have sent. For example, sending a Microsoft Word file to a person who uses Word Perfect could cause difficulties.

- Executable attachments are a way to send viruses over the Internet. It can be dangerous to open an attachment from someone you do not know. Recently, viruses have been created that in addition to doing whatever the virus was designed to do also automatically attaches a copy of the virus to an e-mail sent to every individual in the address book. This is a particularly devious strategy because people are likely to open the attachment they receive from someone they know - which causes the virus to activate on a new computer and continue the process.