Email basics

Email Basics
Created for
Computer Training and Business Success Strategy Boot
Camp 2019

Introduction
Educational use
Business use
Personal use
The purpose of this training is to teach individuals and
business owners how to create and navigate email for:

Email, short for Electronic Mail,
consists of messages which are sent
and received using the Internet.
There are several email services
available that you can use to create
an email account to send and receive
email messages and attachments.
What is Email?

What is Email
…continued
 Many email services are free and easy to use.
The top two email services that individuals use
are Yahoo and Gmail.
The top email software program available is
Outlook and Outlook express.
Today, we will focus on Yahoo and Gmail
services because they are the most popular.

Email Security
IMPORTANT: Never open an email or an attachment if you
don’t know the person who sent it.
This is the most common way computer viruses are sent.
Do NOT click on links in emails if you do not know who
sent them.
One way to see who sent the email is to scroll your cursor
over the name of the person/company in the From
Column. If a suspicious name or company appears after
their name – DO NOT OPEN IT!!!
Always, remember that if your computer has internet
access, you should have a virus protection program on it!

The Good About Email
 Unlike “Snail Mail” the regular mail sent through the Post
Office, It's fast and It’s free!!
 Most messages are delivered within minutes – sometimes
seconds – anywhere in the World.
 It’s excellent for business, as well as, personal use.
 It’s an excellent substitute for telephone conversations and
avoiding phone tag.
 You can think through your response. Like a letter, you can
type your reply and make changes before sending.

The Good About Email
…continued
 The sender and the receiver don't have to be available at the
same time.
 Email avoids problems such as telephone tag or trying to
contact someone in a different time zone.
 Email provides a paper trail of your communication.
 You can reach multiple people at the same time.
 Or, you can send a private message to one individual.

The Bad About Email
No One likes Junk Mail (also known as Spam), just like the
Junk Mail that comes to your mailbox at home.
Ads. The reason you can get free email services like Yahoo
is because of advertisements – no biggie. Sometimes they
are helpful.
Misinterpretation. Email arrives without tone or hand
gestures which can lead to misunderstandings.
Email messages can be passed on to others, so choose your
words wisely.

The Bad About Email
…continued
There is always the possibility of your message ending up in the
inbox of someone it wasn't intended for.
Always double check the email address before sending.
You should NOT use email instead of facing a person when you
have to deal with an unpleasant situation.
It's best to talk to a person face-to-face under these
circumstances.

Creating a New Yahoo Email
Account
1. Connect to the Internet by double-clicking the Google
Chrome or Internet Explorer desktop icon.
2. Go to the Yahoo! Mail site by typing www.yahoo.com into
the address bar at the top of the screen.
3. You should see a screen that looks like this: Click on the
Sign Up link at the bottom of the box.

Creating a New Yahoo Email Account
…continued
4. Complete all the information on the form.
5. Be sure to Write Down your new email
address and Password so you will remember
it.
6. Keep it in your wallet or a safe place in your
home. Example:
Email ID: currycreations@yahoo.com
Password: Fluffy9786*$
4. Then, click on Continue.

…continued
8. Verify your phone number by
clicking on the “Text me an
Account Key” button here.
9. When the next box appears,
type in your Yahoo Account
Key that was sent to your
cell phone and click
Continue.

…continued
10. You will then see this box
as long as you followed
the steps in the previous
slides.
11. Click Continue.

Editing Your New Yahoo
Email Account
You will then be brought to
this screen where you can add
your photo and view and/or
Edit your:
 Personal info
 Account security
 Recent activity
 Preferences

Editing Your New Yahoo Email Account
…Personal Info
If all of your Personal Info is the way you want it, do nothing.
If you want to make changes to either your First name, Last
Name, Gender, or Nickname – click on the Edit link in the
Upper Right hand corner of the screen.
Notice that if you do click on the Edit link, the lines under each
editable section will change from gray to BLUE.
When you click inside the section to make changes, the line
turns to Bold Blue. (Try it to see for yourself)

…Personal Info continued
Follow these procedures to add your photo:
1. Click on the Round Circle in the center of
the Screen on the Personal Info page.
2. When the Open box appears, click on
Pictures on the left hand side of the screen.
3. On the right hand side of the screen, scroll
down or up until you see the picture that
you want to add.
4. Select the picture and click on the Open
button.

…Personal Info continued
5. Your photo will now appear inside the gray
circle.
6. Use your Mouse to crop your photo.
7. Point your cursor on your photo.
8. Hold down your Left Mouse key unto the 4-
way arrow appears to move your photo up,
down, left, or right.
9. The little white Box on your photo allows
you to increase or decrease its size.
10. Once you have cropped your photo to your
liking, click on the Crop and Save button.

…Account Security continued
To protect your new email account, you may
want to set up additional security.
In order to do so, you will need to click on
Account Security on the left hand side of the
screen. Here you can:
Change your password
Add a recovery e-mail address (recommended)
Add Two-Step verification

Using Mail
To switch from any of the edit screens and view
your mail, click on the Mail icon at the upper
Right Hand side of the screen.
The first time you click on Mail, a box may appear
asking if you want to change your preferences,
background, colors, etc.
If you do not wish to do so, click SKIP or on the X
to go straight to your mail.

Using Mail
…continued
There is a list of links and folders on the left hand
side of the screen in Yahoo mail directly under the
Compose button.
Compose – Click this button to create a
new email.
Inbox – Click this link to view all mail sent
to you.
Unread – Click this link to view all mail not
viewed.
Starred – Click this link to view all mail
you have marked that you want to keep.
Drafts – Click this link to view all mail that
you started but did not send.

Using Mail
…continued
Sent – Click this link to view all mail that you sent.
Archive – Click this link that you want to keep for
future but not in an specific folder.
Spam – Click this link to see if any emails that you
want were sent here. (Generally, unwanted email
and junk mail goes here).
Trash – Click this link to view email that you have
deleted and may want to retrieve.

Using Mail
…continued
This section is used to drag and drop
items from emails that you have
opened and wish to keep for future
use other than in the Archive folder.
Photos
Documents
Travel
Purchases
The tutorials link has all sorts of
information about Yahoo that you
can use to have a more personalized
experience.

Working with Folders
Managing your emails is easy if you create
separate folders to move them into.
Follow these procedures to create new folders:
Create a New Folder - Click on New Folder
and type in the name of your Folder. (It will
automatically appear directly as a link under
the Folders section).

Working with Folders
…continued
Move email into a Folder – Open the email you want to
move, click on the Move Icon and select the folder. (It
will automatically be moved to the folder you selected).
Drag and Drop an email to a Folder -
 Point your cursor on the email you want to move.
Hold down your left mouse key and drag the email to
the folder you want to move it to.
Let go of the left mouse key and it drops into the
folder.
Don’t worry, if you moved the email to the wrong folder,
just click on the folder and follow the steps to move it to
the correct folder.
Delete an Email – Select the email you want to delete,
click on the Delete Icon.

SIDEBAR - Creating Folders in Gmail
Working with Folders in Gmail is the same concept
except, in order to create a new Folder follow this
procedure:
1. Click in the three dots next to My Files on the left
hand side of the screen.
2. When the box appears (links regarding Labels, Adding
Labels and Sub-Labels), click on Add Sub Label.
3. A New Label box will appear, type in the name of
your new Folder.
4. Make sure the box next to Nest label under: is
checked.
5. Make sure the section right below reads, My Files.
6. Click Create and your new folder appears under the
Mile Files section.

SIDEBAR - Creating Folders in Gmail
…continued
There is also another way to add Folders in Gmail. Follow
these procedures:
1. When you are viewing an email and have it open, a series
of icons will appear at the top part of your screen.
2. Click on the Icon for Labels to pull up the Label menu.
3. Once the Label Menu appears, select Create new.
4. When the New Label box appears, type in the name of your
new Folder.
5. Make sure you click inside the box Nest label under:
6. Click on the down arrow in the box right below Nest Label
under: and select the Folder you want to add your new
folder to.

Composing and Sending
Messages
The create and send an email with attachments,
follow these procedures:
1. Click on the Compose button on the left hand side of the
screen.
2. Enter the recipient’s email address (i.e.
miss.pamelacurry@gmail.com).
3. Type the Subject of your email in the Subject box
4. Type your message in the body of the email.
5. Click on the little paper clip at the bottom of the screen
next to the Send button to select your attachment.

Composing and Sending Messages
…continued
6. Once you click on the Paper Clip the Open box
7. will appear.
8. Scroll up or down until to you find the Folder that
has your document.
6. Select your document.
7. Click open.

Composing and Sending Messages
…continued
8. Notice your attachment appears in your email.
9. Click Send.
10. A message will appear at the top of your screen “Your
Message has been Sent”.
11. To double check, click on the Sent link on the left
hand side of the screen.
12. Notice the email that you sent appears in the Sent
box on the right side of the screen.

Opening Incoming Emails from
Gmail and Saving Attachments
to Your Computer
Most email services work basically the
same. In our previous slide, we sent an
email with an attachment to Pamela
Curry’s Gmail account.
 If you already have a Gmail account,
open it and double click on the email
you received from Curry Creations to
open the email.
 Notice the attachment of the Email
Basics Presentation in the image on
the right.
 Point your cursor over the attachment
and click on the Download icon.

Opening Incoming Gmail
Emails and Attachments
…continued
 Once you click on the Download
icon, the file will appear at the
bottom left hand side of your
screen.
 The Google Drive icon in the middle
of the attachment is used is you are
very familiar with Google Drive.
 The Edit With Google Slides Icon on
the right of the attachment is used
if you want to edit the document.
 Double Click on the file to open it.

Saving the Attachment to your
Computer
Once you have downloaded and opened your
attachment from Gmail:
1. Click on the Enable Editing button.
2. Click on the File link in the upper left hand side of
your screen.
3. Double Click on Save As.
4. Double Click on This PC.
5. Click on Documents.
6. Click on the Folder you want to save the file in.
7. Click on Open
8. Name your File click Save

Opening Incoming or Sent
Yahoo Emails and Attachments
Yahoo is just slightly different from Gmail when
it comes to attachments.
Instead of having a Download, Google Drive, or
Google Edit Icon on the attachment, you just
scroll your cursor over the attachment until it
changes to Preview.
Once it changes to preview, click the Blue Arrow
that points down (it will say Download).
The file will automatically appear in the bottom
left hand side of your screen.
Follow the same procedures to open the file and
save the file as you did for the Gmail
attachment.

Add New Contacts in Gmail
1. Open an email from your Inbox.
2. Click on the three dots on the left of your screen
(more).
3. When the Drop Down menu appears, select Add
this contact.
4. A message will appear at the bottom left hand
side of your screen which reads “This sender has
been added to your contact list.

Add New Contacts in Yahoo
1. While in ANY of the links on the left of your screen
(Inbox, Unread, Starred, Drafts, Spam, Trash, etc.),
click on the Contacts Icon on the upper right hand
corner of the screen.
2. Once you click on the Contacts Icon, a new window
will open that displays your contacts.
3. Click on New Contact to add someone.
4. An Add Contact form will open – fill in the form and
click Save.

Deleting Multiple Emails in
Gmail
 When you want to delete multiple
emails at once, you need to click on
the little box at the top of the
screen (Inbox, Trash, Spam,
Archives, etc.).
 Only 50 emails are deleted at a
time, however, there is an option to
select ALL emails/conversations in
Gmail on the right of the upper
portion of the screen.
 If you decide to delete 50 at a time,
once you select the emails, click on
the Delete icon (Trash can) on the
right of the upper portion of the
screen.

Deleting Multiple
Emails in Yahoo
When you want to delete multiple
emails at once, you need to click
on the little box at the top of the
screen (Inbox, Trash, Spam,
Archives, etc.).
In Yahoo, only 50 emails are
deleted at a time.
Once you select the emails, click
on the Delete icon (Trash can) on
the right of the upper portion of
the screen.

Creating a New Gmail Account
Although we did not go over creating a new Gmail account today, it
is the same principle as creating a new Yahoo account.
At this time, the class will be taking a quiz on the presentation you
have just viewed.

This Concludes our
Basic Email Training
Thank You!!!

Email basics

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