Email Basics - 01/14/2003

This is a constantly changing topic (thus the date). You are encouraged to try this on your own. If you run out of time or get frustrated - contact us.  mark@hightechministry.org

Some of this lesson is repeated in part in the Internet Marketing class.

Topics

Quick Overview:

The email function is used just as much as web surfing to internet websites. Many people will only use email and not even surf with a browser, particularly where they have a slow connection.

You should keep in contact with those people who are always interested in hearing from you. This is best done with an e-newsletter or email.. Start a free one at www.injesus.com and have the opt in option on your website. Don't overdo it and provide news of interest to THEM. You need to get everybody's email address that is interested in hearing from you.

The Process and Details:

I.  Email software is a computer program on your computer that handles your email, outgoing and incoming. The most common programs are Outlook, Outlook Express, Netscape mail, Eudora, Aol, and more. ( this is distinguished from web based email such as yahoo, hotmail, etc.)  These programs allow you to send and receive email. The email function is used just as much as web surfing to internet websites.

II. Web based email and free email accounts have become very prevalent. A large percentage of people are using, or switching to, web based email. I think this is for two reasons - 1. many people use different computers throughout the day and want access to their email from anywhere, and 2. many people in countries outside of the USA go to internet cafe's to email. This almost mandates web based email accounts.

Web based email is distinguished from email software in that one uses a web browser to surf to their email account and send / receive email. The surfer then logins into the web based mail site (eg. yahoo.com , hotmail.com ) and retrieves their email. The host email website handles the email functions on their server. Therefore, the computer the user is sitting at is not handling the email function.

The detraction on this type of email is the advertising and banners attached that can be offensive to Christians.

III. How email works is very fascinating. The sending computer converts the text into bits and bytes ( I's and O's) and transmits these bits using the TCP protocol over the phone line connection to the internet backbone. Part of the email is the addressing of a recipient IP address (numbers). The email is broken into packets and can travel different routes to the receiving email address. The email is then reassembled into the combined bits and the translated into language.

IV. POP3, IMAP, Mail Servers are mostly an issue when setting up email on a computer using an email program. However, some web based email sites give you the option of POP3 or IMAP4. 

Simply put, POP3 is where your computer program actually downloads the email from the email webserver to your computer. It also sends from your computer through the email webserver onto it's destination.

IMAP4 is where you are leaving the email on the email webserver and using their computer to send and retrieve. You are able to just scan the subjects and who it's from and decide whether to read and download or delete or file.

Mail Servers are the actual server connected to the internet that process the email. Your email program needs to use one of these in order to send and retrieve your email - regardless of whether it is web based email or using an email program. There are INCOMING and OUTGOING email servers.

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V. Email Addresses and Signatures- this one is sorely missed by most and a very basic idea.

#1. make sure your email address contains your domain name ie. don't have an aol.com address when you have your own website. You are advertising aol and not your business or church.   Get emails such aspastorjohn@mychurch.com  etc.

#2. create an email signature just as you do when you send a letter.  (can you believe how basic this is?!)  example:  

Yours in Christ,
Pastor John
"Rebuilding relationships one by one"
Please visit our website at:  www.mychurch.com
Email me anytime: pastorjohn@mychurch.com

How to setup: Open Outlook Express ( or your email program ) click tools, options, signatures. Enter in your signature. Do this BEFORE you start your other email marketing programs.

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VI. Email Setup

Important Note: These settings apply only to your email accounts. They DO NOT apply to your dial up connection. [The dial up username and password are entirely different settings than your email usernames and passwords.]

For Outlook Express:

1. Open Outlook Express

2. Click on Tools on the file menu

3. Click Accounts

4. Click Mail tab

5. Click Add

Now add your settings in.

a. Your Display Name

b. Your email address

c. Next tab...your email server settings. Leave default setting of POP3 on the drop down and enter mail.yourdomainname.com for both incoming and outgoing.

**special note: if you want to check your email from different computers and offices - choose IMAP (instead of pop3) in the drop down. This will show you your email and leave it on the server. You'll need to setup your account on each of your computers. When you check your email you may reply, delete, forward as normal.

d. Add your username/account name which is the name part of your

email address eg. markdisbrow@ or johndoe@

f. Type in your password

Then 'ok' your way out. Then highlight your new account, Click properties, then,

g. Check the box under Outgoing Mail for "my server requires authentication" on the Servers Tab

EXCEPTION1: IF YOU HAVE EARTHLINK DIAL UP:

incoming mail server (server tab) - mail.yourdomainname.com

outgoing mail server (server tab)- mail.earthlink.net

EXCEPTION2: IF YOU HAVE AOL DIAL UP: (see also webbased email below)

incoming mail server (server tab) - mail.yourdomainname.com

outgoing mail server (server tab)- mail.aol.com

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MS Outlook can handle one email address at a time. (Outlook 2000 can handle more than 1)

To configure: Open outlook, choose tools, then options, then follow the outlook express instructions.

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FOR WEBBASED EMAIL SIMILAR TO HOTMAIL.COM - go to www.mail2web.com and type in your email address and password.

Note 1: If you have an 'alias' login (as given to you by us), click the Advanced link instead and enter the email, the alias, the mail server (above), and password.

Note 2: Important - Be sure to type in your email address in the Reply To field when composing new email or replying.

_________________________________

For Netscape Mail

1. Open Netscape

2. Click on Edit on the file menu

3. Click on Preferences

4. Double click on the Mail/Newsgroups

5. Click on Identity

6. Type in your Name and your Email address

7. Click on Mail Servers

8. Click on Add for incoming and follow directions c. d. above

9. Complete the same for outgoing mail servers.

_________________________________

With Eudora:

Similar but -

For first account:

Path is Tools -> Options -> Getting Started

For second + account:

Path is Tools -> Personalities -> right click mouse then "new"

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VII. Spam is simply unsolicited email that does not follow certain legal rules. The general rules are that it must be identified who it is from, that a subject tag of ADV is inserted if it is advertising, that the recipient is given a link to 'opt out' or 'be removed' from the email list, and the email contains the civil code of definition of spam. There are more requirements but this is it in short.

You should be careful about sending unsolicited email mostly from a public relations and Christian witness perspective.

VIII. Filters for email are becoming more important. Filters can block any number of types of email based on specified criteria. You can buy software that you install or subscribe to third party services. Outlook & Express allow you to setup your own filtering.

IX. Viruses are very commonly sent by email on a daily basis. They usually replicate themselves and send out to everyone on your email address list. They can do damage to your computer too. Generally viruses are transmitted as attachments - see below.

X. Email etiquette - replies, forwards, copy, blind copy

We must use good email etiquette to be effective Christian communicators. Generally, when you get an email from someone click Reply and you will include a copy of what they sent you. This allows for a constant stream of communication. Reply to the email as quickly as possible so that you can show them how important they are to you. Forwards are where you receive an email and then Forward it on to one or more people. Often you will see FW in the subject and you will know it has been forwarded. This feature is overused and abused. It is generally a waste of the recipients time. Respect them and control your forwards. If you have a third party to a discussion that needs the info - use Forward. Copy aka CC is where you copy in someone else to the email and all three of you can be advised of the email topic. Blind Copy aka BCC is where you copy someone in to the email discussion but that fact is hidden from the other recipient.

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XII. Email attachments are a great way to transmit documents or pictures by email. If you get one, make sure you know who it is from or that the type of attachment doesn't reflect a virus. Funny sounding names and file names are a virus tip off. Don't open them.

To use an attachment you either save it to your computer and open it up or you double click on it and it will open. You must have the program it was created with to view it. eg. .doc  requires MS Word.  Limit the size of attachments to a max of 300kb or you will bog down your recipients email program and they may not know why. Pictures are a typical culprit of too large of file sizes.

XIII. Email ministry: This is half of the internet ministry that takes place. The other half is the website. Email is where you build relationships. Once a visitor comes to your website and sends you an email you should reply to the email as quickly as possible so that you can show them how important they are to you. 24 hours should be the maximum time to send a reply. The visitor has acted on your website information and contacted you, now it's your turn to respond and minister. This is why you put your website up in the first place!

When you answer, think "how can I minister to this person..." based on the ministry God called you too. If it is healing, try to be healing. If it is discipleship, try to disciple. And, so on.

You will undoubtedly get some rough emails or downright threatening emails. #1. Don't argue, minister in love and grace. Point out their good points, or compliment them, or find ways to esteem them by showing you value their opinion. Love and respect them.

IV. Email organization - yes, I said organization!! :)  You should use your email program like a filing cabinet. Store incoming emails by category and keep copies of outgoing email by categories. This is easy easy. First, create email folders in your email program and label them according to some filing system eg. types of emails, categories, projects, ministry types, companies, etc. Then always put a copy of the incoming and outgoing email into the categories.  I will even have additional boxes for prayer, devotions, newsletters, To Do, personal.

Try to process your incoming emails asap and move the original incoming to the appropriate box and copy the outgoing reply to the appropriate box.

To create new folders:  In outlook express simply click the Local Folders and right mouse on it, choose new folder, name it. Repeat.

To copy or move email to folders:  click edit, copy to or move to, select folder.

Can you believe there was this much to say and read about email? Wow.

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