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Soaring to Excellence 2004 > Teleconference 2 > Extended Outline 1
Extended
Outline
Part 1: E-Mail
| Chapter
1) E-mail—what is it? Chapter 2) The joys and pitfalls of e-mail Chapter 3) Vignette 1: Too much e-mail! Chapter 4) How to organize e-mail Chapter 5) E-mail formats Chapter 6) E-mail etiquette Chapter 7) Discussion groups and blogs Chapter 8) Attachments Chapter 9) Viruses Chapter 10) Hoaxes Chapter 11) Saving backup copies of e-mail and One last point about e-mail |
| Chapter 1) E-mail—What Is It? |
| E-mail Process |
| In its simplest form, e-mail is an electronic message sent from one computer to another. E-mail passes from one computer, known as a mail server, through the Internet, and arrives at the destination mail server, where it is stored in an electronic mailbox until the recipient retrieves it. This whole process usually takes a few seconds. The recipient opens his or her message using an e-mail reader. |
| E-mail Items |
| E-mail text messages can be formatted in plain text, rich text, or HTML, depending on capabilities of the e-mail reader. E-mail messages may also have attachments: files attached to the message that may include formatted documents, pictures, music, and computer programs. Recipients must have the software capable of opening these files. |
| E-mail Features |
|
Everything
E-mail Harness
E-Mail: How It Works |
| Chapter 2) The Joys & Pitfalls of E-Mail |
| Benefits of E-Mail |
|
| Free E-Mail Accounts |
|
| Drawbacks of E-Mail |
|
|
| Chapter 3) Too Much E-Mail! |
| Discussion Questions for Vignette One |
|
| Chapter 4) How to Organize E-Mail |
|
|
Create
a Filter using the Rules Wizard
|
|
|
Important Principles for Organizing E-mail
|
| Chapter 5) E-Mail Formats |
| Types of Formats |
Plain
text formatting allows all the characters of the alphabet,
numerals 0 – 9, and most punctuation marks. It does not allow
bold or italics. Many older e-mail programs allow plain text only.
Rich text formatting (RTF) allows different programs (Word, WordPerfect, etc.) to be read by different computers using different operating systems (PCs, Macs). RTF also allows bold, italics, and different fonts to be used. HTML formatting allows text formatting, numbering, bullets, alignment, horizontal lines, pictures (including backgrounds), HTML styles, stationery, signatures, and linking to Web pages. When you create a message in Outlook, the default format is HTML. HTML stands for Hypertext Markup Language. It is a computer language that instructs your browser how to layout the text and images on a web page, and how to link them to other web pages on the Internet. Unfortunately, not every browser or e-mail reader can read all HTML codes, and they sometimes produce gibberish when a page using HTML is opened. HTML can be a great tool to use for sending professional-looking e-mail to people on your distribution list. You can include items like logos, pictures, etc. in these e-mails. Do not use HTML code in your message unless you are sure that your recipient’s e-mail program can read HTML |
|
How
to Check Which Format Is In Use
|
|
|
The most important thing to remember is to consider your audience. Use HTML formatting to create professional-looking e-mails for business and marketing purposes; especially when these e-mails are distributed on an “in house” server (intranet). Use Plain Text formatting in discussion groups. |
| Chapter 6) E-Mail Etiquette |
| Definition |
|
E-mail etiquette
is a set of guidelines governing communication on the
|
| Guidelines
for Communicating on the Web: Sending E-Mail Messages |
|
Use a Professional Name for Yourself
|
|
Set Up Several E-Mail Accounts
|
|
Use Proper Names in Your Salutations
|
|
Keep Your Message Appropriate in Business E-mail
|
|
Know When to Use E-Mail Conventions
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Keep Your Tone Appropriate in Business E-Mails
|
|
Use Correct Punctuation
|
| Think Before You Send |
|
Is the Subject Line Clear and Concise?
|
| Receiving E-Mail Messages |
|
Treat E-Mail Confidentially
|
| Things to Remember About E-Mail |
|
| Resources |
|
| Chapter 7) Discussion Groups & Blogs |
| Definitions |
The
terms discussion groups, distribution lists, mailing list, and
listservs A discussion list allows its subscribers to send messages to all other subscribers, who may answer in return. This differs from an unidirectional electronic mailing list, or listserv, where the owner sends out mail and subscribers receive it, but generally cannot respond to it. A discussion
group is an online forum for individuals to discuss various
There are several free web-based services that offer an easy way to join discussion groups:
|
| Discussion Groups for Library Staff |
|
Library
Listervs-n-More NewsLib
LIBSUP-L LTA-ED
PUBLIB Stumpers |
| Blogs (Web Logs) |
|
A blog is a
web site containing posts from a single or small group of authors
College of DuPage Library has a professional web log linked to its web site at http://www.codlibrary.org/blog |
| Posting Etiquette |
|
| Resources |
|
| Chapter 8) Attachments |
Attachments
are files that can be sent with e-mail messages that can include
formatted documents, pictures (gifs or jpegs), music, PDF files,
and computer programs.
Attachments should also be used to send messages that are too long for an e-mail message (longer than 1-2 paragraphs); To attach a file to your e-mail in Microsoft Outlook, click on the paper clip icon (“Insert file”), and use the window that opens to find the file you wish to attach. Remember that very large files cannot currently be sent over the Internet. If you are sending large files, such as images, you may need to send each file as an attachment to a separate e-mail, or copy them to a disk and send them via “snail” mail—using a postal service. To open an attachment, click on the icon listed under “Attachments;” the name of the file will appear next to the icon. Remember; never open an attachment from an unknown sender, especially if it is an .exe file. It could contain a computer virus! |
| Chapter 9) Viruses |
| Definitions |
Computer
viruses are programs or pieces of code that are commonly transmitted
through e-mails. These programs disrupt the computer in a number
of ways, ranging from relatively harmless (displaying annoying
messages) to the devastating (deleting files, crashing or disabling
the computer).
A Worm is a destructive program designed to replicate in network environments. A Trojan Horse is an even more destructive program that allows its creator to access the system it has infected, and is capable of erasing an every file on a computer. Viruses can
also be transmitted through IM—instant messaging. In fact, IM
may be more vulnerable to viruses because firewalls may not protect
IM. |
| How to Stop Viruses |
|
Shame on us! We should know better, working in a library... Our IT colleagues at College of DuPage were kind enough to point out that this timely tip does not work. In fact, it is a good example of a hoax, or as About.com describes it, "a misguided attempt to be helpful."
Rather than, ahem, quietly delete this section, we would use it to demonstrate how important it is to check and recheck information found online. This also segues nicely into our next section on hoaxes. |
| Resources |
|
| Chapter 10) Hoaxes |
| Definitions |
|
E-mail hoaxes are false or outdated messages designed to manipulate people into sending the message to everyone they know. Authors of hoax e-mails may send these messages to harass or swindle people, or they may be just trying to see how far their letter will go. Most hoaxes play on people’s fears, prejudices, or sympathies. Chain letters are like hoaxes in that they have the same purpose but add another motivation—greed. Like the printed variety,chain letter emails usually offer luck or money if you send them on, and may threaten dire consequences if you do not. Although they may seem harmless, hoaxes cost money in terms of lost productivity, especially when well-meaning employees pass on “important information” to their coworkers. They have also been employed to collect e-mail addresses for spammers. Passing on a hoax may not only cause embarrassment; it may lead to a huge increase in the amount of spam you receive. Hoaxes are generally recognized by their request to “send this information to everyone you know!” They may include a warning that often includes technical jargon or implies an association with technical organization. Never forward an e-mail message from an unknown person without checking its authenticity first. There are a number of web sites that you can check for information on hoaxes, including the U.S. Dept. of Energy’s Computer Incident Advisory Capability (CIAC) Hoaxbusters. In the words of the CIAC, “When in Doubt, Don't Send It Out.” Fraudulent web sites try to gain access to your personal information (including you’re your social security number or credit card number) by either copying another web site (such as Citibank), or offering goods and services that are never delivered. Internet users need to be certain that the web site they are viewing is genuine and trustworthy—especially if it is a commercial site. |
| Tips for Avoiding Scams |
|
| Resources |
|
| Chapter 11) Saving Backup Copies of E-Mail |
Exporting Files (Microsoft Outlook) using the Import and Export Wizard
|
| One Last Point About E-Mail... |
| Use the "Reply to all" function responsibly when replying to e-mail. In most cases, your reply should be sent to the sender alone. |
| Copyright © 2004
College of DuPage. Email comments to teleconference@cdnet.cod.edu Site updated 20 March 2004 by Gnu Media Design Company. |
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