To communicate effectively by email, you need to know some principles. Simply follow the below detailed information through this guide to know all the basics about electronic messaging (email).
Fast and free, electronic mail is gradually becoming our main means of written communication. I must say it is not without advantages: fast writing, devoid of spelling errors with the correction included, it is shipped in one click and reaches its destination within seconds. It can be formatted, illustrated with images and sounds, along with attached documents and sent to multiple people at once, and all for free.
To those who do not control all functions of email, we offer a detailed usage of the two most used tools: Windows Live Hotmail and Windows Mail. But before you start, take the time to read our explanation of the fundamental difference between these two tools.
Windows Live Hotmail: the mail online
Like Gmail, Yahoo! Orange Mail or Mail, Windows Live Hotmail is a webmail, that is to say, a mail handler in line. This is not software but a site: everything is done through the web page at the host using a web browser. You can access your mailbox from any PC connected to the Internet, simply by typing your username and password. Emails are not downloaded, your hard drive is not cluttered and your mail is protected from the host.
Windows Mail: the mail to home
Windows Mail is part of the software included in Windows Vista. It is the successor to Outlook Express (comes with XP) which it closely resembles. A new, more complete version of Windows Live Mail is available for Vista and XP on http://download.live.com/wlmail. With Windows Mail, while checking your emails, they are downloaded by default on your hard drive. Your messages remain readable even if you’re not connected to the Internet.
The main components of an email
1. Recipient address
It is the only indispensable element: indeed, even devoid of purpose and content, e-mail will reach its destination if the address is correct. If the address is already in your directory, or if you have already used, you do not have to enter the entire thing: from the first letters typed, the message you made suggestions in which you don’t have more to draw. You can enter multiple addresses in the "To:" field separated by semicolons.
2. Copying
In the Cc: field (for carbon copy), you enter the addresses to which you want to send a copy of the email. Without being the main recipients, the person will receive the message and be kept informed.
3. Hidden copy
Bcc: (for blind carbon copy) functions as the CC field, with one difference: each address contained therein is visible to the recipient. You pass a copy of the message to one or more persons without the main recipient knowing about it. In addition, the privacy of each recipient contained therein is respected because its address is not revealed to others. By default, the Bcc field does not appear in the interface.
To view in Windows Live Hotmail, click Cc/Bcc. In Windows Mail, select All Headers on the View menu.
4. Message Subject
This is optional, but it is advisable to specify the main subject of the email. The recipient can read the topic on a single glance.
5. Attachment
It is possible to attach files of all types in an email, just as you slip a photo in an envelope before sending a courier. Buying Process:
– With Windows Live Hotmail: In the Attach menu, choose Files. Browse through folders to locate the file, and click OK. This also works with images, but a specific tool is available for pictures via the option menu Attach Photos. It basically requires installation of a software module (or plug-in) extra.
– With Windows Mail: Click the paper clip icon, navigate through folders to locate the file, and click OK. Another possible method: Open the Windows folder containing the file and drag it in the message body.
6. Signature
Once the address entered and added the attachments, type the text message. You can request the automatic insertion of various elements, such as a hyperlink to a web page, a quote or a signature is defined in advance. It can receive specific typographical enhancements.
7. Formatting
With the toolbar layout, you can change the appearance of a portion of the text previously selected: choosing a font, a size or style of characters (here bold and underlined), paragraph alignment, adding bullets or numbers to a list. Beware; the formatting is not possible if you choose the plain text for your messages.
To change this format in Windows Mail, choose Rich Text (HTML) from the Format menu. In Windows Live Hotmail, choose Rich Text in the menu of the same name.
8. Spell Checker
Your e-mail includes a spell that detects spelling errors. To activate Windows Live Hotmail, click Spelling, and then click the underlined words in red to select one of the proposed corrections. In Windows Mail, choose "Spelling" from the Tools menu, the controller stops on every wrong word and offers corrections.
9. Priority
If you want your message stands out among all the emails from the Inbox of your recipient in Windows Live Hotmail, click the red exclamation point. To return to normal priority, click the blue arrow. In Windows Mail, you can also choose a low priority in the little menu that appears when you click the little down arrow.
Configure your email account
Before you can receive and send mail, you must configure its messaging. In the case of webmail, it goes on the website of the host by following the instructions. With a standalone software, its a bit more complicated because it must provide information on the mail server (SMTP outgoing) and Pop (incoming) used. For the names of these servers, see the help pages of your website hosting. In the case of a Yahoo!, for example, it gives smtp.mail.yahoo.com and pop.mail.yahoo.com.
Here’s how to configure Windows Mail to access your mail. Choose Accounts from the Tools menu. The list of Internet accounts already activated appears, if not empty (except the Microsoft Communities account) is that someone is already using this version of Windows Mail which does not separate inboxes of different users. Click on Add, click Mail Account and then Next. Type your name or nickname, click "Next", type your email address and click "Next".
Enter the names of POP and SMTP servers and click “Next”. Enter the first part of your address (up to the "@" sign) in the Username field, then your password. If you want to be the only one who can download your mail, uncheck the Remember password, then you have to enter your password before each download of new emails.
Click Next and then Finish. In the Internet Accounts window, click your account to activate it, then by default, if you want it to be the primary account. Click Close and then click Send/Receive (if necessary, type your password): your mail is downloaded to Windows Mail. If this is not the case, it is a mistake in the account data, correct it by selecting Accounts from the Tools menu, then clicking on your account and click Properties.
Keep your mail
Create folders
In the left column of names of files used to classify emails. In Windows Live Hotmail, click Manage folders to add, rename and delete folders. In Windows Mail, click the right mouse button on a folder, the shortcut menu, choose Properties to rename or Clear to erase it. To create a folder, click the right mouse button on Local Folders and choose New Folder. Rename the Family, for example, to store the mail for your children, etc…
Establish rules for filtering
It is now classified emails in your family to find them faster. Store them automatically by themes or senders. In Windows Mail, select Message Rules, then Mail from the Tools menu. Check the box when the line contains people and click contains people in the Rule Description. Enter the names or addresses of persons concerned, confirm. Check the box next to move to the folder specified in the Select the Actions for your rule, and then click Folder specified in the Rule Description and Family. Confirm.
In Windows Live Hotmail, choose More Options from the Options menu. Click Mail for automatic mail sorting and New Filter. Specify the filter conditions and what to do and click Save.
Filter spam
The spam is the digital equivalent of the distribution of prospectus. Your mail contains a tool to fight against these unsolicited commercial emails: when it detects one, it falls into the junk folder. If one of them escapes this control, click the right mouse button in the Inbox, choose Junk Mail, then (only in Windows Mail) Add Sender to Blocked Senders List. Now, messages from that address will be stored in the Spam, which will erase the contents periodically.
