Lesson 3 

Using Email Accounts

Anyone who has access to the Internet can have an email account. Almost all Internet Service Providers offer email accounts to their users. Some are POP and others are IMAP.

In order to send and receive email, there must be a centralized server to accept and store the messages until the user is ready to retrieve them.

The user at home or in the office	connects . . .	to the Internet Service Provider (e.g. ATT, Comcast, RCN, Sprint, etc.) which	sends	the message to Internet connected receiver.

Client/Web-Based Email

EMAIL CLIENTS (PROGRAMS)		WEB-BASED EMAIL (free)
	Apple Mail (part of Mac OS X)  http://www.apple.com/macosx/features/mail/ Tutorial: http://www.apple.com/support/leopard/mail/		Apple Mail (part of Mac OS X) http://webmail.aol.com
	Eudora Download http://www.eudora.com/email/ Tutorial:  http://www.eudora.com/techsupport/tutorials/		GMail http://www.gmail.com
	Mozilla Thunderbird http://www.mozilla.com/en-US/thunderbird/		Hotmail http://hotmail.msn.com
	Outlook http://office.microsoft.com/en-us/FX010857931033.aspx		Yahoo Mail http://www.yahoo.com/r/m1/

Web-based vs. Client-based Email

1  Web-based email
Web-based email allows you to send and receive messages from any computer that has a browserwithout having to install and configure an email program on your computer.

You can access your email right in your browser window by using a web-based program which leaves your computer hard disk completely untouched. These accounts use the IMAP system, that is, the email is kept on a remote server and is not downloaded onto the hard disk of your computer. You must be connected to the Internet to compose or read your email. You cannot read messages offline unless you save them to your hard disk.

Some Web-based Email Services

• Hotmail (free)
• Yahoo Mail (free)
• AOL Mail (offered to AOL members only)
• Web Mail
• GMail 

2   Client-based Email
Client-based email uses a program that you must install & configure and run on your personal computer or workstation before you can use it.

You can access your email in the program's window. Browsers are often bundled with email programs such as Microsoft Outlook Express (Internet Explorer), or America Online. Email clients may use a POP or an IMAP system.

If you have POP email, your messages are downloaded to your local computer all at once, thereby making offline reading easier. This system is well-suited to individuals who receive email on one computer.

 If you have IMAP email, your messages and any changes to them stay on your server, saving local disk space. This system is well-suited to individuals who rely on multiple computers to access email.

NOTE: An email application such as Microsoft Outlook Express, or America Online needs to be installed on your computer in order to send and receive client-based email. (This contrasts to web mail which only needs a browser on an internet-connected computer.)

How Client-based Email Works

User	Browser	Email Program	Configured Settings
The user . . .	installs a browser program on the computer's hard drive. The browser alllows the user to view pages stored on the Internet.	The email program, part of the browser program installed on the computer, allows the user to view his/her mail.	The email program is "configured" wth information about the user's mail server so that it can and communicate with the server.
	...   Email Server......	........
Sends email to the user.	The email server retrieves mail from the user's account or "mail box". The email messages are sent back to the user's computer.	(server connection)	The ISP server on the Internet connects to the mail server.

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IMAP vs. POP Mail Systems - Advantages / Disadvantages

Internet Message Access Protocol (IMAP) (mostly web-based, but also client-based email)

• Advantages: Your messages and any changes to them stay on your server, saving local disk space. Also, you always have access to an updated mailbox, and you can get your mail from multiple locations. Performance on a modem is faster, since you initially download message headers only, and you can synchronize specific mail folders for offline use.

• Disadvantages: Not all ISPs support IMAP. (What is IMAP. (2008) http://www.imap.org/about/whatisIMAP.html

 Post Office Protocol (POP3) (client-based email only)

• Advantages: Your messages are downloaded to your local computer all at once, thereby making offline reading easier. You can specify whether to keep copies of the messages on the server. Most ISPs currently support POP3.

• Disadvantages: You must synchronize your local inbox with your server's mailbox. This can result in downloading new messages over and over each time you connect. If you use more than one computer, messages might reside on one or the other, but not both. POP3 doesn't work as well as IMAP over a slow link connection. Also, you can't access all mail folders from multiple locations.

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Setting up Email Filters

Apple Mail -Select Mailbox: New Smart Mailbox.  Set the menu items so that items from your online course use the new mailbox.  (For help select "Help" from the Apple Mail help menu in the top finder bar.  Search for "Organizing Smart Mail Boxes"

In Windows Vista.  Organize Email Using Rules and Folders, (2008)  http://windowshelp.microsoft.com/Windows/en-US/help/12b031d2-7eb2-472f-b5a3-6fac5fe3f6f51033.mspx

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Browsers with Email Programs

Internet browser programs change names and versions frequently.  Keep your browser version up to date.

	AOL  http://www.aol.com/downloads/ *AOL includes: an Internet connection, the Explorer browser; AOL Mail, AOL Net Mail, AOL Instant Messenger (chat) an extensive AOL web site where you can find just about anything.
	Firefox  http://www.mozilla.org/products/firefox/
	Internet Explorer PC    http://www.microsoft.com/windows/ie/ Mac  discontinued for Apple platform
	Mozilla  http://www.mozilla.org/download.html
	Opera  http://www.opera.com/download/
	Safari  http://www.apple.com/downloads/

Resources

1. Windows Compatible Downloads   http://www.windowsdownloads.com/
2. Mac OS Compatible Downloads     http://www.apple.com/downloads/macosx/
3. Version Tracker   (PC/Mac)            http://www.versiontracker.com/
4. Email Client Software List              http://www.emailaddresses.com/email_software.htm
5. Web-based Email Services    http://www.emailaddresses.com/email_web.htm

Continue!   

Centers for Teaching and Learning, San Mateo Community College District, CA USA    Updated  8/28/2008  by Sevastopoulos