Handout 6 — Email

I. Email Protocols • POP + This protocol has the advantage that you can read your Email offline. + Email is automatically downloaded from the server to the personal computer. + After the email is downloaded to and saved on the Mac, the original on the server can either be left as is or deleted from the server. The option can be set usually in the preferences of the email system used. + If you access Email from more than one computer, you can set the option on one computer to NOT delete and on the other (usually your main computer on which you may want to save some Email) to delete after downloading. • IMAP + Only a list of the Email on the server is downloaded to the Mac. The full Email is left on the server. + When an Email item is deleted on the personal computer, the full Email on the server can be by option deleted from the server. This option is usually set in the preferences of the mail program. + The disadvantage of this protocol is that the mailbox on your server can overflow unless you are careful. • WebMail + Some Email servers have the option to check and read your mail from any browser. + When the Email window appears log in to your account as you normally would. Your personal information (password etc is not saved on the Mac from which you are accessing your Email. + From the protocol a list of messages in the inbox of the server is shown on the screen. From this list you can read selected emails, download attachments, delete selected emails or in some cases download selected emails to the Mac. + In most cases the default is to not delete the Email from the server when you read it, but this is not always the case. So check your individual web mail system to be sure. + The URL for the UDel Email system is: mail.udel.edu •Proprietary Protocols + Certain ISPs have a proprietary mail system that may not conform to one of the above protocols. + The Email system of AOL is an example. Check your ISP to see what they have. II. Some Email Programs: • Netscape including Modzila and SeaMonkey + These have an excellent Email program allowing both POP and IMAP protocols. + Version 7 of Netscape for OS-X is versatile and stable; SeaMonkey is even better. • Mac OS-X Mail • Microsoft Office: Entourage X. • Eudora • ISP Specific Programs: AOL, etc, etc

Lecture 6, Page 1 Novice Class James F. Weiher • A good source for information on Email programs in general and on specific programs (but a bit old) is at: http://www.macworld.com/2002/10/features/email/ III. UDel Email Account • Each Academy member has the right to an UDel computer account, which comes with an Email account, access to certain free software, full access to the Morris Library and use of the UDel wireless network. + After applying in the Academy office for an account, you will be provided with an initial Account ID and initial Password. Within a week or so you must log into this account the first time or it may disappear. + After the initial setup your account will remain active as long as you remain a member of the Academy. It will be deactivated at the start of the first semester you do not register. + Your can access your Email account either through a mail program (e.g. Netscape, Modzilla, OS-X Mail etc), or via web mail. The old text oriented Pine is still available, but not as easy to use as a window oriented mail program. • The easiest way to set up your account or change it later is through the UDel “Mail Administration Account”. + Access the Web Site: www.udel.edu/network. You will see a window like:

Forget about the “New users panel on the right; it does not apply to you. You fill out the “Existing users” panel + Enter your initial Account ID and Password and click on “Login” + If this is your first access you may be required to pass a test covering the rules and regulations for UDel Email users. Most of this is, as one would expect: no spam, or virus creation, requirement of having a virus checker installed on your computer, etc. As far as I know if you don’t pass the test you get another chance, but I don’t know anyone you has ever failed the test. It is mostly for students who are not yet wet behind the ears!

Lecture 6, Page 2 Novice Class James F. Weiher + If you do have to take this test, you have the option of reading the rules before the test if you wish. + After passing the test you will be presented with a list of tasks, from which you can choose. It will look like:

• What to do + First change your ID from the number you were given to something that is easily remember and identifiable with you, e.g. SmithJN. It must be at least 2 characters and not more than 8. It must not contain punctuation. If what you enter is not accepted try again, but write down the name you try each time, so you will know what the last one that worked was. That is now your ID. Write it down, remember it. + Then change your password. It must be at least 6 characters on not more than 8. Include digits and upper and lower case characters. Punctuation is also allowed but must not contain anything based on a word found in the dictionary (many foreign language dictionaries are also searched so don’t think you can get away with a French word. If password you enter is not accepted you will have to try again. But as with the ID write down each one you try before you try it. The one that is accepted is your

Lecture 6, Page 3 Novice Class James F. Weiher password. Write this password in a secret place that is not accessible by anyone else, but will always be accessible to you. + If you will bring a wireless equipped laptop to the Academy you must register it for “Roaming” to connect to the Internet via the UDel computer network. The links to do this look like:

Click on the first and choose the “Roaming” option. + Don’t forget to logoff (extreme upper right corner of window) when you are done. It looks like this:

The changes will become active in about 24 hours. • Other options from www.udel.edu/network: + View/remove your current registrations + Download UD-licensed anti-virus protection for your computer + Download other software licensed for use at UD + Read the Responsible Computing Manual + Get help with email + Get help with connecting to the network IV. Setting up your Mail Program – WebMail • You can send and receive mail through your UDel email account either by WebMail or with a mail program (e.g. Apple’s Mail). +The easiest is WebMail as discussed here. Go to the website: mail.udel.edu Note: there is no www in this address. You will see something like:

To login enter your ID and Password and click on “Login” You will see something like

The panel on the left contains options and actions; the panel on the right your email. Notice that on the left are the “Inbox” to see your incoming mail; the “Compose” to create and send Email; the “Help” from which you can get information on using this and most important the “Logout”. Always be sure to logout before your quit. The

Lecture 6, Page 4 Novice Class James F. Weiher “Options” allows you to set various preferences, among which is the ability to automatically forward incoming Udel Email to another account, be it from your Internet Service Provider (ISP) or Apple (.mac). V. A Mail Program, e.g. Apple’s Mail Program • What you need: + Your Account ID and Password + Your Email Address: e.g. [email protected] + Your Incoming Mail Server: e.g. mail.udel.edu (for UDel mail) + Your Outgoing Mail Server: e.g. mail.udel.edu (for UDel mail) (on some systems this will have smtp (the standard protocol for outgoing mail) in the address, e.g. smtp.UDel.edu was formerly used at UDel but that is no longer correct—now it is mail.udel.edu. + The first time you launch Apple’s Mail program you will be guided through the setup process. Later you can change things using the Preferences menu item in Mail. • The things you need to enter to access your UDel email. + Your selection of POP or IMAP for the type of Email. Some Servers allow both, some only one. Some Email programs allow either, some do not. + Some Email programs allow you to access more than one Email Server + Some Email programs allow you to access proprietary mail servers, e.g. AOL • The Format for Emails: + Select if you want to display incoming Email in only Text or with full HTML (which includes formatting, display of pictures, etc) + Select if you want outgoing Email in full HTML or simple Text. + The disadvantage of HTML is that some receiving your Email will not be able to or want to receive HTML. + If you select outgoing as HTML you can edit the format within the Email, add pictures, URL addresses, etc. + In some Email programs you can select whether a given Email should be sent Text or HTML or sent to recipients at selected servers in the format desired for that recipient/server.

VI. Where to I go from here? • As you go about these things, logging in, logging out, choosing options, clicking on links, etc you now realize how valuable the mouse and other exercises were and our motto: Observe Examine Explore Experiment • You are now doing using the mouse automatically and watching what is happening on the screen (without thinking about it) so you can concentrate on where you are and what you are doing. • Don’t forget that HELP is always there. Just click on help. • We have additional Mac computer courses are at the Academy. Explore what is available. Have fun and keep on “observing”, “examining”, “exploring” and “experimenting”

Lecture 6, Page 5 Novice Class James F. Weiher