eMail Workshop

 Different eMail Types   Setting-up an E-mail account   Resending a Message   Requesting Receipts  Post Office Troubles  Aliases  Multiple users of One Account  Collect eMail from anywhere on the 'Net  

Different eMail Types
Based on the Server used for an account.
  • POP3 - Post Office Protocol. Most popular with free ISPs as messages are 'collected' and read 'Off-line' by the user. The receiving computer needs to have a POP - capable eMail client which needs to be configured with the POP (incoming) and SMTP (outgoing) server addresses of the ISP.
  • IMAP - Internet Message Access Protocol. Messages are read whilst 'On-line' and copied to their computer only if required. This allows filtering of mail and other security features. Also can be accessed from any computer with an Internet connection but need to be set up. You can also create and manipulate folders or mailboxes on the server, delete messages, or search for certain parts or an entire note. IMAP requires continual access to the server during the time that you are working with your mail.
  • HTTP - (HyperText Transfer Protocol) web-based eMail, accessible from any Internet Browser on any computer anywhere. This is similar to IMAP and is useful for those who travel a lot. Hotmail and Totalise both offer these services, with the latter being extremely flexible.

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Setting-up an E-mail account This is often done automatically for you when you set-up your Internet Account (see below).

To check or change any settings, you can use the 'Tools-Accounts' Menu from the top toolbar.

The main information your computer needs to connect to the Internet and to retrieve your eMails is listed below. Settings may vary between networks. Make a WRITTEN note of any information given you when you set-up your accounts:

  1. Incoming mail (POP3 or IMAP) server (Where your computer connects to collect mail)
  2. Outgoing mail (SMTP) server (Where your computer connects to send mail)
  3. Account/ User name (Given you by your ISP/ Administrator)
  4. Password (You choose this when you set-up your account)
It might be an idea to try to keep your password the same for both your Mail and Internet accounts. Most password settings can be stored automatically anyway.
Setting-up an Internet account
Settings are often stored automatically for you when you set-up your Internet Account. To connect, all you really need is listed below.

To check or change any settings, you can use the 'Tools-Internet Options' Menu from the top toolbar.

The first thing your computer needs is to find your Modem or LAN (Local Area Network) connection.

Any problems might be solved by using the 'Internet Connection Wizard' or checking 'My Computer-Dial-up Networking'.

The protocol needed for the Internet is TCP/IP. This is often used for modern networks anyway. Right Click the Network Neighbourhood icon on the desktop to examine what services/ protocols are installed on a particular computer.

Then the connecting computer askss the modem device to dial your server number, tells the server who it is, gives its password and is accepted and connected.

The main information your computer needs to connect to the Internet is listed below.

Make a WRITTEN note of any information given you when you set-up your accounts:

  1. Phone number to dial (Should be a LOCAL call-rate!)
  2. Account (User) name (Given you by your ISP)
  3. Password (You choose this when you set-up your account)
NB. Networked computers will usually connect through a network server connection configured by your administrator.

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Resending a Message
In Outlook Express 5, resending a message when it has been bounced back (usually due to the address of the recipient having an error in it) is not as obvious as in Outlook. The following is one work-around:
  1. Look in 'Sent Items' Folder
  2. Highlight message you sent previously
  3. Click 'Forward' button
  4. Enter correct recpient address (or use Address Book if you have already corrected it)
  5. Check text of message and Subject line as necessary
  6. Send message as normal.
Another more generic workaround is simply to find the message text you originally sent and to copy & paste it (Click on message, Ctrl&A, Ctrl&C, Ctrl&V) into a new message.

Ensure original attachments (if any) are included in the new message, if not, reinsert them.

Mind you, simply dragging the header of the message you previously sent into the Outbox in your Folder List (Make sure View-Layout-Folder List is ticked) can set it ready to be sent again. Only do this if you are sure the eMail address is correct. In practice I have found this doesn't always work!

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Requesting Receipts
You can have some idea of when messages have been opened by setting your eMail client to 'Request read receipts' (or equivalent).

Look through the menus and in your Tools-Options (in OE5) you can set various parameters for receipts. You can also set your client to automatically acknowledge a receipt request.

Whilst not to be overdone, you could use this facility for important documents you are sending out to clients. On their computer, if not automatically set up, they should get a message asking if they would like to send a receipt.

Naturally, if they don't, then you are still none the wiser. A polite line at the top or bottom of your message may convey the RSVP request anyway.

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PostOffice Problems
A Workgroup Post Office on a Server suddenly developing problems may be a sign of lack of disk space.

The use of a Post Office Address Book is handy for a large organisation which has changes in staff. This is an address list which sits on a server rather than one that sits on a workstation.

Some tips for Network eMail management to avoid problems:

  • Workstations shouldn't be able to manage the Post Office without administrative priviledges.
  • Ironically Windows 3x and 95 has PostOffice functionality but later versions took this away. The Win95 version is adequate for simple internal eMail across a small peer to peer LAN.
Aliases An alias is just another name by which a Post Office or computer network will know you by. eMail Post Ofice software such as NTMail, or EServe ,which are both recommended for NT Server, allow a 'Postmaster' or 'Administrator' to setup any number of aliases for each registered user.

Setup aliases to take account of different use of names. For example, Blue Suede Ltd employee Elvis Presley could have the eMail ID elvispresley@bluesuede.com. Useful aliases for him could be:
elvis
e.presley
epresley
elvispresley
Thereby, a message sent from outside to just elvis@bluesuede.com would go to his mailbox.

If you need to, you may also find it useful to set-up aliases that reflect common mis-spellings of surnames:
elvispresly
e.presly This way, even mistakenly-addressed eMails may get through and save frustration for your clients.

Multiple users of One Account This is just a simple way round. It is useful if you have no more users available on your account, or you just wish to use one eMail account. This workaround uses Outlook Express.

In Tools-Message Rules, you can specify which messages are picked up from a mail server and which are left. By filtering out messages addresses to others, you can share one account.

This is limited in its functionality, as you may have trouble if a message is addressed to two or more users sharing the same account. However, it can work well and save you purchasing more licenses or just as a temporary measure.

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Collect eMail from anywhere on the 'Net Apparently, thatweb.com seems to allow you to enter your eMail address and password and to see what eMail you have from anywhere in the world!
Worth using if you are travelling and donlt want to flit between web-based eMail and your regular service.

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