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10    <td><img src="../images/bull35.jpg" hspace=5 border=0 height=35 width=35></td>
11    <td><font size=-1>This material has been developed to accompany "<a href="http://www.fbeedle.com/26-0.html">Searching 
12      and Researching on the Internet &amp; the World Wide Web.</a>" ISBN 1-887902-26-0, 
13      and &quot;<u>The Information Specialist's Guide to Searching and Researching 
14      on the Internet &amp; the World Wide Web</u>.&quot; <a href="http://people.umw.edu/~ernie">Ernest 
15      Ackermann</a> &amp; <a href="http://people.umw.edu/~khartman">Karen 
16      Hartman</a>. ISBN 1-887902-23-17, Published by <a href="http://www.fbeedle.com/">Franklin, 
17      Beedle &amp; Associates</a>.&nbsp;&copy;1998</font></td>
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22<p>
23<B><FONT FACE="GillSans"><FONT SIZE=+3>Email Basics</FONT></FONT></B>
24
25<P><FONT FACE="Arial"><FONT SIZE=-1>Electronic mail, or email, lets you
26communicate with other people on the Internet. Email is one of the basic
27Internet services, and by far the most popular. You can use it for any
28type of conversation; it's a way to keep in touch with friends, get information,
29start relationships, or express your opinion. Much of the time you'll be
30exchanging messages in plain text form (like the words on this page), but
31you can also exchange files in other formats such as spreadsheets, files
32for word processors, images, or programs. You can use email to join discussion
33groups and access other Internet services, but you can get to those other
34services using your Web browser as well. You can send messages to anyone
35with an Internet address, and likewise, you can receive email from anywhere
36on the Internet. With over 30 million people having some sort of connection
37to the Internet, you've got the opportunity to communicate with people
38nearby and around the world in a relatively quick and efficient manner.</FONT></FONT>
39
40<P><FONT FACE="Arial"><FONT SIZE=-1>You use a mail program on your computer
41to compose, send, and read email. Once you compose (write) a message, it's
42sent in electronic form, usually passing through several other sites on
43the Internet. Email is held at its destination until the person to whom
44it's addressed reads it, saves it in a file, or deletes it. The recipient
45does not have to be logged in or using a computer for the email to be delivered.
46When she does use her computer and checks for email, it will be delivered
47to her.</FONT></FONT>
48
49<P><FONT FACE="Arial"><FONT SIZE=-1>Email is a very convenient way to communicate
50with people; it's personal, and it seems everybody likes to get mail. Because
51email is used so often, it's worth spending some time to learn about how
52it works and its capabilities.</FONT></FONT>
53
54<P><FONT FACE="Arial"><FONT SIZE=-1>Here we focus on the basics of email.
55Some folks use Netscape Mail for email and some use other email programs,
56such as Eudora, cc:Mail, or Pine. Most email programs come with good online
57help.</FONT></FONT>
58
59<P><FONT FACE="Arial"><FONT SIZE=-1>If you're using Netscape mail that's
60part of Netscape Communicator then getting help is straightforward.</FONT></FONT>
61<BLOCKQUOTE>
62<UL>
63<LI>
64<FONT FACE="Arial"><FONT SIZE=-1>Start Netscape</FONT></FONT></LI>
65
66<LI>
67<FONT FACE="Arial"><FONT SIZE=-1>Click on <B><U>H</U>elp</B> in the menu
68bar.</FONT></FONT></LI>
69
70<LI>
71<FONT FACE="Arial"><FONT SIZE=-1>Click on Help Contents</FONT></FONT></LI>
72
73<LI>
74<FONT FACE="Arial"><FONT SIZE=-1>Click on Sending and Receiving Email</FONT></FONT></LI>
75</UL>
76</BLOCKQUOTE>
77<FONT FACE="Arial"><FONT SIZE=-1>Regardless of which you use, you'll have
78to understand many of the following topics:</FONT></FONT>
79<UL>
80<UL>
81<LI>
82<FONT FACE="Arial"><FONT SIZE=-1>How Email Works</FONT></FONT></LI>
83
84<LI>
85<FONT FACE="Arial"><FONT SIZE=-1>Advantages and Limitations of Email</FONT></FONT></LI>
86
87<LI>
88<FONT FACE="Arial"><FONT SIZE=-1>Understanding Internet Email Addresses</FONT></FONT></LI>
89
90<LI>
91<FONT FACE="Arial"><FONT SIZE=-1>Dissecting a Piece of Email-Headers, Message,
92Signature</FONT></FONT></LI>
93
94<LI>
95<FONT FACE="Arial"><FONT SIZE=-1>Finding Someone's Internet Email Address</FONT></FONT></LI>
96
97<LI>
98<FONT FACE="Arial"><FONT SIZE=-1>Sending Email from the Internet to Other
99Networks</FONT></FONT></LI>
100
101<LI>
102<FONT FACE="Arial"><FONT SIZE=-1>Email Etiquette</FONT></FONT></LI>
103
104<LI>
105<FONT FACE="Arial"><FONT SIZE=-1>Working with Nontext Files</FONT></FONT></LI>
106
107<LI>
108<FONT FACE="Arial"><FONT SIZE=-1>Other Email Resources</FONT></FONT></LI>
109
110<LI>
111<FONT FACE="Arial"><FONT SIZE=-1>Working with Netscape Mail</FONT></FONT></LI>
112
113<UL>
114<LI>
115<FONT FACE="Arial"><FONT SIZE=-1>We'll demonstrate using email by working
116with the email system that comes with Netscape Navigator. Most email programs
117operate in basically the same way.</FONT></FONT></LI>
118</UL>
119</UL>
120</UL>
121<B><FONT FACE="GillSans"><FONT SIZE=+1>How Email Works</FONT></FONT></B>
122
123<P><FONT FACE="Arial"><FONT SIZE=-1>Electronic mail lets you send and receive
124messages in electronic form. The person you communicate with could be any
125other user on the Internet, someone using the same computer system as you,
126or someone on a computer system thousands of miles away. The email is transmitted
127between computer systems, which exchange messages or pass them on to other
128sites according to certain Internet protocols or rules for exchanging email.
129You don't need to be concerned with many of the details; that's the computer's
130job. But you ought to know a little</FONT><B><FONT SIZE=+1> </FONT></B><FONT SIZE=-1>bit
131about the way email works.</FONT></FONT>
132
133<P><FONT FACE="Arial"><FONT SIZE=-1>Sending email is similar to sending
134something by a postal service. If you're sending a letter or a package
135to someone, you follow these steps:</FONT></FONT>
136<OL>
137<LI>
138<FONT FACE="Arial"><FONT SIZE=-1>Write the letter or make up the package.</FONT></FONT></LI>
139
140<LI>
141<FONT FACE="Arial"><FONT SIZE=-1>Address it.</FONT></FONT></LI>
142
143<LI>
144<FONT FACE="Arial"><FONT SIZE=-1>Put on the proper postage or pay the charges
145to send it.</FONT></FONT></LI>
146
147<LI>
148<FONT FACE="Arial"><FONT SIZE=-1>Drop it off somewhere so it can be sent
149on its way and eventually delivered.</FONT></FONT></LI>
150</OL>
151<FONT FACE="Arial"><FONT SIZE=-1>You don't care much about which methods
152are used to deliver it or what route it takes. You prepare what you want
153to send, address it, and hand it to the postal service or delivery company.
154You expect them to take care of the details of delivering the letter or
155package. With email you follow similar steps:</FONT></FONT>
156<OL>
157<LI>
158<FONT FACE="Arial"><FONT SIZE=-1>Start an email program.</FONT></FONT></LI>
159
160<LI>
161<FONT FACE="Arial"><FONT SIZE=-1>Give the address of where to send the
162email.</FONT></FONT></LI>
163
164<LI>
165<FONT FACE="Arial"><FONT SIZE=-1>Compose a message using that email program.</FONT></FONT></LI>
166
167<LI>
168<FONT FACE="Arial"><FONT SIZE=-1>Give a command to send the message.</FONT></FONT></LI>
169</OL>
170<FONT FACE="Arial"><FONT SIZE=-1>You've probably noticed that we've left
171out the part about adding postage and paying charges. Individual users
172don't pay a per message fee for email in many organizations-schools and
173companies-that have Internet access.</FONT></FONT>
174
175<P><FONT FACE="Arial"><FONT SIZE=-1>You use an email program to address,
176compose, and send the message. Email programs are called mail user agents
177because they act on the user's behalf. The user agent lets you prepare
178and send messages and also work with the mail you've received. The email
179program acts as a go-between with you and computer systems, and the computer
180systems handle the details of delivering and receiving mail. Once again,
181you don't have anything to do with how the mail is delivered.</FONT></FONT>
182
183<P><FONT FACE="Arial"><FONT SIZE=-1>Messages are sent from one site to
184another on the Internet in this way. When you compose your message, it's
185all in one piece, but when it's sent out to the Internet, it's divided
186into several pieces called packets. The number of packets depends on the
187size of the message. Each of the packets contains, among other things:</FONT></FONT>
188<BLOCKQUOTE>
189<UL>
190<LI>
191<FONT FACE="Arial"><FONT SIZE=-1>The email address of the person who sent
192the mail, the sender.</FONT></FONT></LI>
193
194<LI>
195<FONT FACE="Arial"><FONT SIZE=-1>The email address of the person to receive
196the mail, the recipient.</FONT></FONT></LI>
197
198<LI>
199<FONT FACE="Arial"><FONT SIZE=-1>Between 1 and 1500 characters of the message.</FONT></FONT></LI>
200</UL>
201</BLOCKQUOTE>
202<FONT FACE="Arial"><FONT SIZE=-1>The packets are sent to the destination,
203passing through several Internet sites. Thousands of networks and millions
204of computers make up the Internet, and packets are passed from system to
205system. Each site accepts the packets addressed to it, but passes on the
206messages destined for another address. The packets can travel or arrive
207at their destination in any order, and they don't all have to take the
208same path. When you communicate with a remote site, you may think you have
209direct connection, but that's usually not the case. At the destination,
210the packets are collected and put in order, so the email appears to be
211in the same form it was sent. If there are errors in the packets or if
212some are lost, the destination sends a request back to the source asking
213for the message to be resent. All of this takes place according to SMTP,
214Simple Mail Transfer Protocol, the protocol the Internet uses to transport
215message between computer systems. SMTP uses TCP, Transmission Control Protocol,
216which provides a reliable means of communication.</FONT></FONT>
217<P>
218<CENTER>
219<TABLE BORDER=0 CELLSPACING=0 CELLPADDING=5 COLS=1 WIDTH="78%" BGCOLOR="#D9CFB3" >
220<TR>
221<TD><FONT FACE="GillSans">To put it all in a nutshell:</FONT>&nbsp;</TD>
222</TR>
223<TR>
224<TD>
225<UL><FONT FACE="Arial"><FONT SIZE=-1>A message sent by email is divided
226into packets, and the packets are sent (possibly by different paths and
227passing through different sites) to the destination, where they are reassembled
228into the original message</FONT></FONT></UL>
229<p>&nbsp;
230</TD>
231</TR>
232</TABLE>
232
233</center>
234<p>
235<FONT FACE="Arial"><FONT SIZE=-1>When you use Netscape on a personal computer
236that's using MS-Windows or if you're using a Macintosh, your computer isn't
237turned on all the time, so there has to be another computer system (one
238that's usually in fine running condition), called an email server, able
239to receive your mail at any time. In this case, that other system-perhaps
240the one at your Internet service provider or computer center-holds the
241email addressed to you until you start Netscape on your system and check
242to see if you've received any new email. Your computer sends email to the
243email server by SMTP, and the server system exchanges email with the rest
244of the Internet. When you check to see if there's any new email, another
245protocol, Post Office Protocol (POP), is used.</FONT></FONT>
246
247<P><FONT FACE="GillSans">How Email is Exchanged between Computer Systems</FONT>
248
249<P><FONT FACE="Arial"><FONT SIZE=-1>Once a message is sent, it's put out
250on the Internet and usually delivered in a short time-minutes or seconds.
251But a few things could cause problems:</FONT></FONT>
252<BLOCKQUOTE>
253<UL>
254<LI>
255<FONT FACE="Arial"><FONT SIZE=-1>There are delays. The computer system
256at the destination might not be accepting messages because it's down (not
257working) or too busy doing other things, or there is no path on the Internet
258to the destination-which usually means that some computer system or network
259is temporarily unavailable. If a message is delayed, the program handling
260mail will try to send it at another time.</FONT></FONT></LI>
261
262<LI>
263<FONT FACE="Arial"><FONT SIZE=-1>The mail can't be delivered to the remote
264site. The system at the destination could be down for several days, or
265perhaps the address is wrong. Most programs handling email try to deliver
266a message for at least three days. If it can't be delivered at the end
267of that time, you'll probably receive email notifying you of the problem.
268If you type an address that doesn't exist, you'll be notified about that
269as well-usually pretty quickly.</FONT></FONT></LI>
270
271<LI>
272<FONT FACE="Arial"><FONT SIZE=-1>The mail is delivered to the remote site
273but can't be delivered to the recipient. The local part of the address
274might be wrong; you'll get email back about that. The recipient might have
275no more space left in his mailbox; either a disk is full or a quota (set
276by the system administrator) was exceeded. In this case you, the sender,
277may not be notified. After all, the mail was delivered to the remote site
278and the address is correct.</FONT></FONT></LI>
279
280<LI>
281<FONT FACE="Arial"><FONT SIZE=-1>Other problems. The person to whom you
282sent the message doesn't check to see if there is any email, doesn't read
283the email you sent, or accidentally deletes it. You may never know if any
284of these things happens. The most you can expect from an email system is
285for it to notify the sender if there is some reason why the recipient could
286not receive the email.</FONT></FONT></LI>
287</UL>
288</BLOCKQUOTE>
289<FONT FACE="Arial"><FONT SIZE=-1>When you read your email, once again you
290use a program (a mail user agent) that helps you work with the messages
291you have waiting for you. On many systems you're told if you have email
292when you log in, you access the system you use to contact the Internet
293or start your system. The email messages can arrive at any time. They're
294added to a file, your mailbox or Inbox, which is part of a directory that
295holds all the email for the system. The packets making up an email message
296arrive at the email server, they're assembled, and then added to your mailbox.
297It holds all the messages on the server addressed to you, and only you
298can read your mail. If for some reason your mailbox gets scrambled, corrupted,
299or is changed so you can't read your mail, get in touch with the system
300administrator or call your Internet service provider. On many systems,
301all the users share the space allocated for the directory that holds email.
302Usually there's enough space to hold a lot of messages, but it's important
303that you delete old email messages and messages you've read so there is
304space to hold everybody's email.</FONT></FONT>
305
306<P><B><FONT FACE="GillSans"><FONT SIZE=+1>Advantages and Limitations of
307Email</FONT></FONT></B>
308
309<P><FONT FACE="GillSans">Advantages</FONT>
310
311<P><FONT FACE="Arial"><FONT SIZE=-1>Email has a number of advantages over
312some other forms of communication. It's quick, convenient, and non intrusive.</FONT></FONT>
313<BLOCKQUOTE>
314<UL>
315<LI>
316<FONT FACE="Arial"><FONT SIZE=-1>You can communicate quickly with anyone
317on the Internet. Email usually reaches its destination in a matter of minutes
318or seconds.</FONT></FONT></LI>
319
320<LI>
321<FONT FACE="Arial"><FONT SIZE=-1>The cost of communication has nothing
322to do with distance, and in many cases, the cost doesn't depend on the
323size of the message. The cost is based on the number of messages, not where
324they're sent.</FONT></FONT></LI>
325
326<LI>
327<FONT FACE="Arial"><FONT SIZE=-1>You can send letters, notes, files, data,
328or reports all using the same techniques. Once you learn how to use your
329email program, everything is sent the same way.</FONT></FONT></LI>
330
331<LI>
332<FONT FACE="Arial"><FONT SIZE=-1>You don't have to worry about interrupting
333someone when you send email. The email is sent and delivered by one computer
334system communicating with the Internet. Although it is put into someone's
335mailbox, the recipient isn't interrupted by the arrival of email.</FONT></FONT></LI>
336
337<LI>
338<FONT FACE="Arial"><FONT SIZE=-1>You can deal with your email at a convenient
339time. You don't have to be interrupted when email arrives, and you can
340read it or work with it when you have the time. Also, you can send it at
341a convenient time. It doesn't have to be written or sent at a time when
342you know the recipient will be available.</FONT></FONT></LI>
343
344<LI>
345<FONT FACE="Arial"><FONT SIZE=-1>You don't have to play phone tag or make
346an appointment to communicate with someone. Once again, the email is sent
347when it's convenient for you, and it can arrive even when the recipient
348isn't using her computer.</FONT></FONT></LI>
349
350<LI>
351<FONT FACE="Arial"><FONT SIZE=-1>You don't have to be shy about using email
352to communicate with anyone. Email isn't anonymous-each message carries
353the return address of the sender-but you can write to anyone with an Internet
354address. All the messages appear the same to the person who gets the email.
355The messages are generally judged on what's in them, not where they're
356from.</FONT></FONT></LI>
357</UL>
358</BLOCKQUOTE>
359<FONT FACE="GillSans">Limitations</FONT>
360<BLOCKQUOTE>
361<UL>
362<LI>
363<FONT FACE="Arial"><FONT SIZE=-1>Email isn't necessarily private. Since
364messages are passed from one system to another, and sometimes through several
365systems or networks, there are many opportunities for someone to intercept
366or read email. Many types of computer systems have protections built in
367to stop users from reading others' email, but it's still possible for a
368system administrator to read the email on a system or for someone to bypass
369the security of a computer system. This is discussed in more detail in
370Chapter 9.</FONT></FONT></LI>
371
372<LI>
373<FONT FACE="Arial"><FONT SIZE=-1>It's difficult to express emotion using
374email. The recipient doesn't have the benefit of seeing your facial expressions
375or hearing your voice. You have to be careful with humor or sarcasm, since
376it's easy for someone to take your message the wrong way and interpret
377your words in a manner different from how you mean them.</FONT></FONT></LI>
378
379<LI>
380<FONT FACE="Arial"><FONT SIZE=-1>You can receive too much email, and you
381have to take the time to deal with it. You'll probably have some limit
382on the amount of space your email can take up on the computer system you
383use. If you join a discussion group (as described later in this chapter),
384it's possible that you'll be flooded with messages that may be of little
385value or even offensive, since you can receive "junk" email in the same
386way you receive other types of junk mail. Some people see email as an inexpensive
387way to market products or advertise. In any of these cases, you may have
388to take active steps to delete the email you receive and try to stop it
389from being sent to you in the first place.</FONT></FONT></LI>
390
391<LI>
392<FONT FACE="Arial"><FONT SIZE=-1>It's possible to forge email. This is
393not common, but it is possible to forge the address of the sender. You
394may want to take steps to confirm the source of some email you receive.</FONT></FONT></LI>
395
396<LI>
397<FONT FACE="Arial"><FONT SIZE=-1>Some email systems can send or receive
398text files only. Even though you can send and receive images, programs,
399files produced by word processing programs, or multimedia messages, some
400folks may not be able to properly view your message.</FONT></FONT></LI>
401</UL>
402</BLOCKQUOTE>
403<FONT FACE="Arial"><FONT SIZE=-1>Although there are some drawbacks to using
404email, it's still an effective and popular way to communicate.</FONT></FONT>
405
406<P><B><FONT FACE="GillSans"><FONT SIZE=+1>Understanding Internet Email
407Addresses</FONT></FONT></B>
408
409<P><FONT FACE="Arial"><FONT SIZE=-1>An email address on the Internet usually
410has the form:</FONT></FONT>
411
412<P><FONT FACE="Arial"><FONT SIZE=-1>local-address@domain-name</FONT></FONT>
413
414<P><FONT FACE="Arial"><FONT SIZE=-1>The local-address part is often the
415user's log-in name, the name you give to get in touch with your Internet
416server. That's followed by the character @, called the at sign. To its
417right is the domain name of the computer system that handles the email
418for the user. Sometimes the domain-name portion is the name of a specific
419computer such as oregano.mwc.edu. It could be more general, such as mwc.edu,
420and in this case the systems at the site mwc.edu handle delivering mail
421to the appropriate computer. The portions or fields making up the domain
422name are separated by periods (the periods are called dots).</FONT></FONT>
423
424<P><FONT FACE="Arial"><FONT SIZE=-1>Here are two examples:</FONT></FONT>
425
426<P><FONT FACE="Arial"><FONT SIZE=-1>[email protected]</FONT></FONT>
427
428<P><FONT FACE="Arial"><FONT SIZE=-1>If you were going to tell someone the
429address, you would say ernie at oregano dot mwc dot edu. (Ernie and oregano
430are pronounced as a word, but mwc [em double-u see] and edu [e dee you]
431are pronounced as individual letters.)</FONT></FONT>
432
433<P><FONT FACE="Arial"><FONT SIZE=-1>[email protected]</FONT></FONT>
434
435<P><FONT FACE="Arial"><FONT SIZE=-1>When you know someone's email address,
436you have an idea of their log-in name and the name of the Internet site
437they use. You should be able to send email to postmaster at any Internet
438site. That's the address to use if you have questions about email to or
439from a specific host or site or general questions about a site. However,
440you may not get a quick response, since the person designated as postmaster
441usually has lots of other duties.</FONT></FONT>
442
443<P><B><FONT FACE="GillSans"><FONT SIZE=+1>Dissecting Email-Headers, Message
444Body, Signature</FONT></FONT></B>
445
446<P><FONT FACE="Arial"><FONT SIZE=-1>One piece of email has three main parts:</FONT></FONT>
447<OL>
448<LI>
449<FONT FACE="Arial"><FONT SIZE=-1>Headers</FONT></FONT></LI>
450
451<LI>
452<FONT FACE="Arial"><FONT SIZE=-1>Message body</FONT></FONT></LI>
453
454<LI>
455<FONT FACE="Arial"><FONT SIZE=-1>Signature</FONT></FONT></LI>
456</OL>
457<FONT FACE="Arial"><FONT SIZE=-1>The headers are pieces of information
458that tell you and the email system several important things about a piece
459of email. Each header has a specific name and a specific purpose. You'll
460see some, but not necessarily all the headers each time you read a piece
461of email. They're all generated and put in the proper form by the email
462program you use, some with information from you, such as the address of
463the recipient, and some done automatically, such as the date.</FONT></FONT>
464
465<P><FONT FACE="Arial"><FONT SIZE=-1>When you read an email message, you're
466likely to see these headers. Here is a list of the most common headers.</FONT></FONT>
467<UL>
468<LI>
469<FONT FACE="Arial"><FONT SIZE=-1>Subject: The subject of the email</FONT></FONT></LI>
470
471<LI>
472<FONT FACE="Arial"><FONT SIZE=-1>Date: When the email was sent</FONT></FONT></LI>
473
474<LI>
475<FONT FACE="Arial"><FONT SIZE=-1>From: The email address of the sender</FONT></FONT></LI>
476
477<LI>
478<FONT FACE="Arial"><FONT SIZE=-1>To: The email address of the recipient</FONT></FONT></LI>
479</UL>
480<FONT FACE="Arial"><FONT SIZE=-1>The message body is the content of the
481email - what you send and what you receive. When you're sending email to
482a computer system where your message will be interpreted by a computer
483program, you'll be given instructions to use specific words or phrases
484in the message body. One time you might have to follow instructions like
485this when you subscribe to a discussion group. Here's an example:</FONT></FONT>
486<BR>&nbsp;
487<TABLE BORDER=0 CELLSPACING=0 COLS=1 WIDTH="90%" BGCOLOR="#CCFFFF" >
488<TR>
489<TD><FONT FACE="Courier New"><FONT SIZE=-1>TO SUBSCRIBE (UNSUBSCRIBE):
490Send email message to:</FONT></FONT>&nbsp;</TD>
491</TR>
492
493<TR>
494<TD><FONT FACE="Courier New"><FONT SIZE=-1>[email protected]</FONT></FONT>&nbsp;</TD>
495</TR>
496
497<TR>
498<TD><FONT FACE="Courier New"><FONT SIZE=-1>The body of the message should
499read: Subscribe (unsubscribe) test-listproc your name</FONT></FONT>&nbsp;</TD>
500</TR>
501</TABLE>
502<FONT FACE="Arial"><FONT SIZE=-1>The signature, which is optional, isn't
503a signed name but a sequence of lines, usually giving some information
504about the person who sent the email. It is made up of anything the user
505wants to include. Usually a signature has the full name of the sender and
506some information about how to contact the person by email, phone, or fax.
507Some signatures also contain a favorite quotation or some graphics created
508by typing characters from the keyboard. Make sure it's not too long. The
509longer it is, the more bytes or characters have to be sent, and so the
510more traffic to be carried on the Internet. It's fun to be creative and
511come up with a clever signature, but try to limit it to five lines.</FONT></FONT>
512
513<P><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Here's what I have in my
514signature file</FONT></FONT>
515<BR>&nbsp;
516<TABLE BORDER=0 CELLSPACING=0 CELLPADDING=2 COLS=2 WIDTH="83%" BGCOLOR="#CCFFFF" >
517<TR>
518<TD nowrap><TT>--</TT></TD>
519
520<TD></TD>
521</TR>
522
523<TR>
524<TD nowrap><TT>Ernest Ackermann</TT></TD>
525
526<TD nowrap><TT>URL http://www.webliminal.com</TT>&nbsp;</TD>
527</TR>
528
529<TR>
530<TD nowrap><TT>Department of Computer Science</TT></TD>
531
532<TD nowrap><TT>Mary Washington College</TT>&nbsp;</TD>
533</TR>
534
535<TR>
536<TD nowrap><TT>Fredericksburg, VA 22401-5358</TT></TD>
537
538<TD nowrap><TT>VOICE 540 - 654 - 1320</TT></TD>
539</TR>
540
541<TR>
542<TD nowrap><TT>[email protected]&nbsp;</TT></TD>
543
544<TD nowrap><TT>FAX&nbsp;&nbsp; 540 - 654 - 1068</TT></TD>
545</TR>
546</TABLE>
546
547&nbsp;&nbsp;<TT>&nbsp;</TT>
548<BR><FONT FACE="Arial"><FONT SIZE=-1>You don't have to type in the signature
549each time. Email programs will automatically append the contents of a specified
550file to each outgoing message. The name of the file depends on the program
551you're using for email. Some common names are signature, sig, or signature.txt
552on computers that use Microsoft Windows as the operating system. On Unix
553systems the name .sig or .signature is often used. Most email programs
554allow you to specify what file to use as a signature, but you should check
555with a local expert about the precise name of the signature file. With
556Netscape, you set the name and location of the signature file by clicking
557on <B><U>E</U>dit </B>in the menu bar, selecting Preferences, and then
558clicking on Mail &amp; Groups, and then selecting Identity.</FONT></FONT>
559
560<P><B><FONT FACE="GillSans"><FONT SIZE=+1>Finding Someone's Internet Email
561Address</FONT></FONT></B>
562
563<P><FONT FACE="Arial"><FONT SIZE=-1>Once you get the bug of communicating
564by email, you'll probably start to wonder about the email addresses of
565your friends, and there may be other times you'll want to know someone's
566email address. Some methods and services exist to help find email addresses,
567but none of them are guaranteed to produce satisfactory results every time.
568In Chapter 10 we cover using several of the Internet services for finding
569email addresses.</FONT></FONT>
570
571<P><FONT FACE="Arial"><FONT SIZE=-1>The problem with finding someone's
572email address is that there is no central directory. If you were looking
573for someone's phone number, you'd either look in a phone book or call an
574information service. That approach usually works; everyone with a phone
575number usually receives a bill to pay for phone services, and even though
576there are lots of phone companies, each has up-to-date and readily available
577records. The situation on the Internet is much different. Many users don't
578pay any direct fees, and there isn't any central agency that registers
579each user. Users are added and deleted by individual Internet sites; the
580decisions are made locally. It might be advantageous to have a directory
581of all Internet users and their email addresses, but such a directory just
582doesn't exist.</FONT></FONT>
583
584<P><FONT FACE="Arial"><FONT SIZE=-1>Here are a few ways to find someone's
585email address:</FONT></FONT>
586<BLOCKQUOTE>
587<UL>
588<LI>
589<FONT FACE="Arial"><FONT SIZE=-1>Ask! Call or write to ask for an email
590address. This is usually the easiest method.</FONT></FONT></LI>
591
592<LI>
593<FONT FACE="Arial"><FONT SIZE=-1>Check for an email address on a resume,
594business card, stationery, or a Web page.</FONT></FONT></LI>
595
596<LI>
597<FONT FACE="Arial"><FONT SIZE=-1>Look at the return address in the From:,
598Return-Path:, or Reply-To: email headers.</FONT></FONT></LI>
599
600<LI>
601<FONT FACE="Arial"><FONT SIZE=-1>Send email to postmaster@domain-name.
602The person designated as postmaster will get back to you when she has time.</FONT></FONT></LI>
603
604<LI>
605<FONT FACE="Arial"><FONT SIZE=-1>Consult some directories for collections
606or lists of email addresses or Web pages that were mentioned in Chapter
60710.</FONT></FONT></LI>
608
609<LI>
610<FONT FACE="Arial"><FONT SIZE=-1>Read and use FAQ: How to Find People's
611Email Addresses, <A HREF="http://www.qucis.queensu.ca/FAQs/email/finding.html">http://www.qucis.queensu.ca/FAQs/email/finding.html</A>,
612maintained by David Alex Lamb ([email protected]). Contains lots
613of resources and tips for finding email addresses.</FONT></FONT></LI>
614
615<LI>
616<FONT FACE="Arial"><FONT SIZE=-1>Usenet-addresses A database of the email
617addresses of people who've posted messages to Usenet (Usenet is discussed
618in Chapter 5) is maintained by a computer system at rtfm.mit.edu. You search
619the database by sending email to [email protected] with send usenet-addresses/name
620in the body of the message. For name substitute one or more words separated
621by spaces to represent the name of the person whose email address you are
622seeking. (For example, try the message send usenet-address/ernest ackermann.)
623You will get a reply by email. How long you have to wait, an hour or two
624or longer, depends on the load on the system at rtfm.mit.edu.</FONT></FONT></LI>
625
626<LI>
627<FONT FACE="Arial"><FONT SIZE=-1>Netscape email has a built in directory
628option to let you search the white-pages services on the Web.</FONT></FONT></LI>
629</UL>
630</BLOCKQUOTE>
631<B><FONT FACE="GillSans"><FONT SIZE=+1>Email Etiquette</FONT></FONT></B>
632
633<P><FONT FACE="Arial"><FONT SIZE=-1>Writing to someone through email is
634communicating with another person. You need to remember that the recipient
635will read it without the benefit of being with you and seeing your expressions
636or getting your immediate and considerate reactions. You need to say what
637you mean in a clear, direct, and thoughtful way. Here is a list of rules
638you should follow when writing email:</FONT></FONT>
639<BLOCKQUOTE>
640<UL>
641<LI>
642<FONT FACE="Arial"><FONT SIZE=-1>Choose the subject heading carefully.
643Make it brief, descriptive, and to the point. In many cases, it's the first
644thing that will get a reader's attention or make the reader ignore your
645message.</FONT></FONT></LI>
646
647<LI>
648<FONT FACE="Arial"><FONT SIZE=-1>Be careful about spelling and punctuation.
649Try to follow the same rules you'd use if you were writing a letter or
650a memo. If you want to state something strongly, surround it with asterisks
651(*) or write it in uppercase, but don't take this too far. Some folks equate
652items in uppercase letters with shouting.</FONT></FONT></LI>
653
654<LI>
655<FONT FACE="Arial"><FONT SIZE=-1>Make your message as short as possible,
656but don't make it cryptic or unclear. Lots of users have to deal with disk
657quotas that limit the amount of email they can receive. Keep the body of
658the message succinct. Limit a message to one or two screens.</FONT></FONT></LI>
659
660<LI>
661<FONT FACE="Arial"><FONT SIZE=-1>It's a good idea to include parts-but
662not all-of an original message when you are writing a reply. Include only
663the portions pertinent to your reply. Many email programs allow you to
664annotate or include your remarks within the body of a message you've received.
665If you can't do that, summarize the original message and write a reply.</FONT></FONT></LI>
666
667<LI>
668<FONT FACE="Arial"><FONT SIZE=-1>Check the address when you compose a message
669or reply to a message you've received. Be sure it's going to the person(s)
670who ought to receive it. If the original message was sent to a group of
671people, such as a mailing list or discussion group, be sure of the address
672you use so the reply goes to an individual or the entire group as necessary.
673It's embarrassing when email is sent to a group but is meant for an individual.</FONT></FONT></LI>
674
675<LI>
676<FONT FACE="Arial"><FONT SIZE=-1>Be careful when using humor and sarcasm.
677The person reading the mail may misinterpret your remarks, and you won't
678be around to immediately clear up a misunderstanding.</FONT></FONT></LI>
679
680<LI>
681<FONT FACE="Arial"><FONT SIZE=-1>Don't assume the email is private. It's
682easy to forward email, so the message you send could be shared with others.</FONT></FONT></LI>
683
684<LI>
685<FONT FACE="Arial"><FONT SIZE=-1>Take some time to consider what you will
686write. You can never be sure where the email you write will end up. Also,
687if someone writes something that upsets you, don't react immediately. Perhaps
688you've misinterpreted the original message. You'll find you can usually
689give a better response if you take some time to think about it.</FONT></FONT></LI>
690
691<LI>
692<FONT FACE="Arial"><FONT SIZE=-1>Include a signature with all your email.
693This ought to include your full name and some information about how to
694contact you by telephone or your mail address. Try to keep the signature
695to four or five lines.</FONT></FONT></LI>
696</UL>
697</BLOCKQUOTE>
698<B><FONT FACE="GillSans"><FONT SIZE=+1>Working with Nontext Files</FONT></FONT></B>
699
700<P><FONT FACE="Arial"><FONT SIZE=-1>All mail systems can send and receive
701text (also called ASCII) files-ones that contain only plain characters.
702In fact, some are designed to do only that. Other types of information
703such as images, sound, video, programs in the machine language of a computer,
704spreadsheets, compressed files, or files produced by a word processing
705program can't be sent or read unless the email program uses some scheme
706to handle these types of files. On most email systems these nontext files
707are treated as <B>attachments.&nbsp;</B> When you're ready to add an attachment,
708look for an icon in the toolbar or an item in the menu title attachments.
709Click on it and then give the name of the file to attach. When you're reading
710email, most email systems represent the attachment as a special icon or
711some other format. Click on it to view the attachment. if you can't view
712it in the email program then you'll save it to a file and use another
713program to view it.</FONT></FONT>
714
715<P><FONT FACE="Arial"><FONT SIZE=-1>In general terms, before a nontext
716file is sent it has to be encoded into a form the email program can deal
717with. In order to read, view, or hear this encoded file, it has to be decoded
718into its original format. Many email programs, including the one with Netscape,
719can deal with messages encoded in Multipurpose Internet Mail Extensions
720(MIME). MIME is becoming the standard way to work with nontext files as
721part of email or Usenet articles. But there are other programs or formats
722for encoding and decoding. BinHex has been used on Macintosh systems and
723with older versions of Eudora, a popular email program. The most common
724programs for this purpose on Unix systems (and many DOS systems) have been
725uuencode and uudecode.</FONT></FONT>
726
727<P><FONT FACE="Arial"><FONT SIZE=-1>When you view a message that's in uuencode
728or MIME format through the Netscape mailer, the attached encoded file is
729either displayed in original form or the mail program gives you the option
730of saving the encoded information in a file. In the later case, it will
731be decoded and saved in its original format.</FONT></FONT>
732
733<P><B><FONT FACE="GillSans"><FONT SIZE=+1>Other Email Resources</FONT></FONT></B>
734
735<P><FONT FACE="TimesNewRomanPS"><FONT SIZE=-1>Here's a brief list of some
736other resources on the Web that may help you work with and understand email.</FONT></FONT>
737<BR>&nbsp;
738<TABLE BORDER COLS=2 WIDTH="100%" >
739<TR>
740<TD><FONT FACE="TimesNewRomanPS"><FONT SIZE=-1>"A Beginner's Guide to Effective
741Email"</FONT></FONT></TD>
742
743<TD><FONT FACE="TimesNewRomanPS"><A HREF="http://www.webfoot.com/advice/email.top.html">http://www.webfoot.com/advice/email.top.html</A></FONT>&nbsp;</TD>
744</TR>
745
746<TR>
747<TD><FONT FACE="TimesNewRomanPS"><FONT SIZE=-1>" E-Mail Web Resources"&nbsp;</FONT></FONT></TD>
748
749<TD><FONT FACE="TimesNewRomanPS"><FONT SIZE=-1><A HREF="http://andrew2.andrew.cmu.edu/cyrus/email/email.html">http://andrew2.andrew.cmu.edu/cyrus/email/email.html</A></FONT></FONT>&nbsp;</TD>
750</TR>
751
752<TR>
753<TD><FONT FACE="TimesNewRomanPS"><FONT SIZE=-1>"Mary Houten-Kemp's Everything
754E-mail"&nbsp;</FONT></FONT></TD>
755
756<TD><FONT FACE="TimesNewRomanPS"><A HREF="http://everythingemail.net/">http://everythingemail.net/</A></FONT>&nbsp;</TD>
757</TR>
758</TABLE>
758
759
760<BLOCKQUOTE>
761<BLOCKQUOTE>
762<BLOCKQUOTE>&nbsp;</BLOCKQUOTE>
763</BLOCKQUOTE>
764</BLOCKQUOTE>
765<B><FONT FACE="GillSans"><FONT SIZE=+1>Working with Netscape Mail</FONT></FONT></B>
766
767<P><FONT FACE="Arial"><FONT SIZE=-1>In this section we'll go over some
768of the basics of&nbsp; using the email program that's included with Netscape Communicator.
769It's similar to other popular e-mail programs such as Eudora or cc:Mail.
770You'll find that the commands and procedures for using the Netscape Mail
771program is similar, as those used with other email programs.</FONT></FONT>
772
773<P><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>To start Netscape email or
774open your <B>inbox</B>, click on the mailbox icon in the docking bar. The
775docking bar is shown here with a green arrow pointing to the mailbox. The
776green arrow indicates that new mail has arrived.</FONT></FONT>
777<CENTER><IMG SRC="email1.jpg" HEIGHT=22 WIDTH=155></CENTER>
778
779
780<P><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Clicking on the mailbox icon
781opens the Netscape Mail window, whether new mail is available or not.</FONT></FONT>
782<CENTER><IMG SRC="email2.jpg" HEIGHT=431 WIDTH=500></CENTER>
783
784<CENTER>&nbsp;<FONT FACE="Arial"><FONT SIZE=-1>Netscape Mail Window</FONT></FONT></CENTER>
785
786
787<P><FONT FACE="Arial"><FONT SIZE=-1>As in other Netscape windows, there
788is a Menu Bar with pull-down menus and a Toolbar with icons. The top portion
789of the window holds a list of the messages in the current folder. The bottom
790frame holds the current message, the one highlighted in the upper frame.
791Use the Tab key to move between the frame holding the list of messages
792to the one holding the current message. in either frame you can use scroll
793bars and arrow keys to move through the frame. To display a specific message,
794click on it in the list of messages. You can see from the figure above
795that Netscape Mail can display images and text as part of a message.</FONT></FONT>
796
797<P><FONT FACE="Arial"><FONT SIZE=-1>Once a message is open for reading
798you can print it, file it in another folder, or delete it, by clicking
799on the corresponding icon in the toolbar. You send a reply to the person
800who sent it to you by clicking on the icon labeled Reply, or forward the
801message to another Internet address by clicking on the icon Forward.</FONT></FONT>
802<FONT FACE="Arial,Helvetica"><FONT SIZE=-1>You click on the icon Get Msg
803to get other messages that have arrived since you last checked for mail,
804and click on New Msg to send a new message.</FONT></FONT>
805
806<P><FONT FACE="Arial"><FONT SIZE=-1>The figure below shows a window you'd
807use to compose a message. It too has a Menu Bar and a Toolbar.&nbsp; Once
808the window (called the Message Composition Window) is active, you can compose
809or write a message. Position the cursor in the bottom frame with the mouse
810and start typing. Fill in the address (To) and Subject, and and click on
811the Send icon when you're ready.The other icons let you <B>quote</B> from
812the current email message, check for <B>addresses</B> in the address book,
813<B>attach</B>&nbsp; a nontext file, check the <B>spelling</B>, <B>save</B>
814the message in a folder, and encrypt or apply other <B>security</B> measures
815to the message.</FONT></FONT>
816<CENTER><IMG SRC="email3.jpg" HEIGHT=456 WIDTH=523></CENTER>
817
818<CENTER>&nbsp;<FONT FACE="Arial"><FONT SIZE=-1> Netscape Window for Composing
819an Email Message</FONT></FONT></CENTER>
820
821
822<P><FONT FACE="Arial"><FONT SIZE=-1>The commands you can use at any stage
823are available through the menus and icons. Online help is always available
824by clicking on Help in the Menu Bar. There are lots of other options and
825features to use; we're only mentioning the basic ones here. To get more
826information or help anytime, click on <B><U>H</U>elp</B> in the menu bar
827and select Help Contents. Select <B>Sending and receiving email</B> form
828the window that appears on the screen.</FONT></FONT>
829
830<P><FONT FACE="Arial"><FONT SIZE=-1>Before you can receive or send e-mail
831some preferences need to be set. They're crucial in the sense that you
832won't be able to send or receive mail unless these are set properly. They
833are</FONT></FONT>
834<UL>
835<LI>
836<FONT FACE="Arial"><FONT SIZE=-1>Identity -- your name, email address,
837signature file</FONT></FONT></LI>
838
839<LI>
840<FONT FACE="Arial"><FONT SIZE=-1>Mail Server - the Internet names or addresses
841of the SMTP server and the POP server.</FONT></FONT></LI>
842</UL>
843<FONT FACE="Arial"><FONT SIZE=-1>
843To set these preferences click on <B><U>E</U>dit</B>
844in the menu bar and select Preferences. Select the category Mail &amp;
845Groups.</FONT></FONT>
846<UL>
847<LI>
848<FONT FACE="Arial"><FONT SIZE=-1>Click on Identity to set the necessary
849preferences so you can send email. They are labeled and set as follows:</FONT></FONT></LI>
850</UL>
851&nbsp;
852<CENTER><TABLE BORDER=0 CELLSPACING=0 CELLPADDING=3 WIDTH="73%" BGCOLOR="#FFFFCC" >
853<TR VALIGN=TOP>
854<TD WIDTH="30%"><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Your name:&nbsp;</FONT></FONT></TD>
855
856<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Type your name and press
857Enter. You can type any name here, it's the name folks will see when they
858receive mail from you.</FONT></FONT></TD>
859</TR>
860
861<TR VALIGN=TOP>
862<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Email address</FONT></FONT></TD>
863
864<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>This is the address that
865will be filled in in the From: header on messages you send.</FONT></FONT></TD>
866</TR>
867
868<TR VALIGN=TOP>
869<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Reply-to address</FONT></FONT></TD>
870
871<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>The address used when folks
872reply to your email. You only need to set this if this is different from
873email address.</FONT></FONT></TD>
874</TR>
875
876<TR VALIGN=TOP>
877<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Organization</FONT></FONT></TD>
878
879<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Type the name of your organization,
880school, or business</FONT></FONT></TD>
881</TR>
882
883<TR VALIGN=TOP>
884<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Signature&nbsp;</FONT></FONT></TD>
885
886<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Type the location of your
887signature file or use the Browse button to select the file. It's not necessary
888to set this before ending email.</FONT></FONT></TD>
889</TR>
890</TABLE>
890</CENTER>
891&nbsp;
892<UL><FONT FACE="Arial"><FONT SIZE=-1>Other options may be set in this category.
893Click on the Help button for more information.</FONT></FONT>
894<BR>&nbsp;
895<LI>
896<FONT FACE="Arial"><FONT SIZE=-1>Click on Mail Server to set the necessary
897preferences for sending and receiving email. Most of this information will
898have to come form your Internet Service Provider (ISP) or the folks who
899administer the computer systems in your organizations. The preference are
900labeled and set as follows:</FONT></FONT></LI>
901
902<DIV ALIGN=right>&nbsp;</DIV>
903&nbsp;
904<CENTER><TABLE BORDER=0 CELLSPACING=0 CELLPADDING=3 WIDTH="73%" BGCOLOR="#FFFFCC" >
905<TR VALIGN=TOP>
906<TD WIDTH="30%"><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Mail server
907use name:</FONT></FONT></TD>
908
909<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>You'll have to supply a
910user name when you contact the computer system that holds your email as
911it arrives form the Internet.&nbsp;</FONT></FONT></TD>
912</TR>
913
914<TR VALIGN=TOP>
915<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Outgoing mail (SMTP) server:</FONT></FONT></TD>
916
917<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Electronic mail is sent
918according to a protocol named Simple Mail Transport Protocol (SMTP). When
919you send a message from your PC it will be transmitted to another system
920that uses SMTP to pass the message to the Internet. You type the Internet
921domain name or IP address of that system here.</FONT></FONT></TD>
922</TR>
923
924<TR VALIGN=TOP>
925<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Incoming mail server:</FONT></FONT></TD>
926
927<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Mail is received from the
928Internet by a computer that's always running; one that's provided by your
929ISP or organization. You type the Internet domain name or IP address of
930that system here.</FONT></FONT></TD>
931</TR>
932
933<TR VALIGN=TOP>
934<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>Mail Server Type</FONT></FONT></TD>
935
936<TD><FONT FACE="Arial,Helvetica"><FONT SIZE=-1>There are two choices here,
937POP3 or IMAP. Select the one your ISP or organization uses. In either case
938you can choose to leave the messages on the server after you've retrieved
939them to your PC or not.&nbsp;</FONT></FONT></TD>
940</TR>
941</TABLE>
941</CENTER>
942&nbsp;
943<UL><FONT FACE="Arial"><FONT SIZE=-1>Other options may be set in this category.
944Click on the Help button for more information.</FONT></FONT></UL>
945</UL>
946<FONT FACE="Arial"><FONT SIZE=-1>The email program for Netscape Navigator
947was discussed in this chapter. It's a full-featured email program. You
948need to set some preferences before using it. Messages can be saved into
949folders, and can include text and other types (images, sound, programs,
950spreadsheets, word-processed documents, Web pages, etc.) of items as part
951of the message or as attachments. The program includes an address book.
952Reading and managing email is carried on the Netscape mail window, and
953you compose email in a message composition window. Online help is available.</FONT></FONT>
954
955<P>
956<HR>This material has been developed to accompany the book <U>Searching
957and Researching on the Internet and World Wide Web</U>, ISBN 1-887902-26-0,
958by <A HREF="http://www.webliminal.com">Ernest Ackermann</A> and <A HREF="http://people.umw.edu/~khartman">Karen
959Hartman</A>, published by <A HREF="http://www.fbeedle.com">Franklin, Beedle
960and Associates, Incorporated</A>.
961<hr>
962<table>
963<tr>
964<td> Updated</td>
965<td>
966Friday, November 13, 1998</td>
967<tr>
968<td>URL</td>
969<td>bemail.htm</td>
970</tr>
971<td>Author</td>
972<td><a href="mailto:[email protected]">Ernest Ackermann</a></td>
973</tr>
974</table>
975</BODY>
976</HTML>

Line numbers count LF bytes from the start of the resource, as the search results do. Vendor segments are library code the classifier recognised; they are stored but not indexed. Bytes are shown as Latin1 characters, one per byte.