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Email Lesson 2

Sending Email

By the end of this lesson, learners should be able to:

  • Identify the parts of the email message window
  • Compose and send an email message
  • Receive new email messages

The Email Client Window

Today's powerful email clients feature a user-friendly interface. The colorful icons and drag and drop capability can help manage email and improve your experience. The first time you open your email client, many items you see will look familiar. A few things are specific to your email client, so be sure to read the Help file. Pictured below is the Microsoft OutlookTM window.

Main Features of an Email Client Window

Menu Bar
The menu bar contains a list of options to manage and customize email. Using the View menu, you can change the display of the email client window. For example, you can sort email messages (most recent messages, by sender, by unread messages, and more) and show/hide toolbars.

Toolbars may be customized to display most commonly used tools.

The INBOX displays a list of received messages. Each message header shows you who sent the mail, the subject line, the time and date it was sent, and at times, the size of the message.

Preview Pane
Click a message header once to preview a message without opening it. Many email clients let you show, hide, or resize the folder list and panes.

The Email Message Window -- Sending a New Message
Use the email message window to compose and send email messages.

To send a new message:
l Once you've opened your email client's window, click the

New Mail or Compose button.
l The email message window appears.
l Look for a menu bar and toolbar to help compose and format your message. l Below the menu bar and toolbar, there are several fields. These fields may include To, CC, BCC,
Subject, and the message body area.

To and From
In the email message window, type the recipient's email address in the To: field. This tells the email server where to send the email message. The person who is composing the email is called a sender. When the recipient receives a message, a message header (sender's email information, subject line, and time received, usually) appears in the recipients INBOX. Carbon Copy (CC) and Blind Carbon Copy (BCC) CC: (short for Carbon Copy) and BCC: (short for Blind Carbon Copy) are additional fields used to send
multiple copies of a message.

To send copies of your message:

  • You can type multiple email addresses into the To: field.
  • OR
  • Type additional email addresses into the CC: field.
  • Typing additional email addresses into the BCC: field allows you to send a copy to someone else without the main recipient knowing you have done so. The BCC: recipient sees the main message and all intended recipients. In any case, separate email addresses with a comma or semicolon.

The Subject Line and Body of the Message
When sending an email, the sender has the option to write a subject line. When the recipient checks their email, the subject line appears in the message header. Make sure your subject line describes the topic of your email message. A well-written subject line helps recipients prioritize their email responses.

The body of the email message is typed directly into the large blank space (message area). Most email clients support cut, copy, and paste functions, so you don't need to retype information needlessly.

Send and Receive
Now that you can compose a new email message, you'll want to send your message. That's easy; just click the Send button.

To receive new messages (known as "checking your email"), you may need to click the Send and Receive button to display new email. To automate this process, some email clients let you set up a schedule. Others display a graphical or audio notice.