Instructions to Using Email - Report Example

Using Email Email stands for electronic mail which is basically a method through which messages are sent and received through internet. In email, the message is sent from one side to other using email servers. Email usage has become a normal occurrence in our lives; people all over the world are now so familiar with the concept of internet that many people use email like it is second nature to them because of the time they spend on it. There are cases even now where there arepeople with little knowledge of internet or those who have never used an email account in their lives. These people are the one who need a walk through or a crash course if you will, in order to understand the basics of setting up an email, how to use its different functions and what certain signs buttons and labels mean in the email that we use. Setting up an Email Account I will walk through the readers, entire way in how to set up their very own email account and what to do with your received mail and how to email along with different function that an email provider provides. For this purpose, we will be setting up a new account in Gmail which is actually a product of Google. The first step here is to go to the website or the web address that will allow you to access the Gmail emailing facility. To do this write www.gmail.com in the web address bar and you will be directed to Gmail home page. On the upper right corner of the screen you will see a label which says “New to Gmail?” and there will be a button with it that will say “CREATE AN ACCOUNT”. Click on that button in order to proceed (Google Accounts, n.p.). After you have clicked on the create account button, you will be redirected to a form which you have to fill which require some of your details in order for you to proceed with the new Gmail account that you are about to make. First of all, write your first name and last name to required spaces available with the labels indicating first name and last name. After you have given the first name and last name in the required space, the next step is to choose a user name which will extend to form you email address, for example, a username can be mischief mania and the email account that you will have will become mischiefmania.com. It is important to remember that due to the users of Gmail being well in the billions, it is likely that whatever username you choose based on a word or a name would likely be in use already. To still choose a username based on the name that people have, they can use dots, “.”, in between the space in a name or use a combination of number with them like James007. After this you have to create a password and then confirm it. Remember that whichever password you choose should not be too short as to be breakable too easily, neither it should be too long or complicated that you even forget yourself what it was. After confirming your password, you will be required to give general information about yourself where you will give your date of birth, gender, mobile number and a current email address if you have any. Giving a mobile number and a current email address helps the user in recovering password in case it is forgot. Finally you will give your location which would already be selected because of the IP address that you will be using of a specific country and you will have to provide the security code in the space below the picture that you have to read the security code from. When that is done you will have to agree with the “Terms of Services” in order to proceed further. Most people don’t actually read the long and tedious agreement but in case you have time, it is always helpful to read an agreement before you sign it because it can save you from misusing your email account without knowledge. Now click the next step (Google Accounts, n.p.) After this you will have to verify your account where Gmail will send a code to you cell phone so that you can verify that you are actually going to use the email. Provide the code and then continue, you will go straight to your new email account (Google Accounts, n.p.). Sending, Receiving Email and Specific Functions By now you should have no problem in setting up a new account, what you have to do next is to read an email that you would receive, how would you reply to it, how would you compose a new mail altogether and what basic email functions you will use. First of all when your account is open, you will directly go to the inbox page where your read and unread emails would be kept. There are three categories main categories into which your inbox is divided which are primary, social and promotion. Primary inbox will contain email from other people and those which would not involve social network or promotions. Social network category will contain emails from social network like Facebook, Linkedin or youtube. Promotions will contain different promotions from the sites that you have subscribed to or have an account with. To read an email just click on it and you will open that email (Google, n.p.). There will be email subject on the top along with the name of the sender with the message that has been sent to you. There may also be attachments available like a word or archive file that you can download. In order to reply to the email, scroll down and you will see written text which would say Click here to Reply or Forward. You can click on the underlined text where you can reply the sender with some text. In order to add an attachment, you would have to click on the sign next to the “Send” button that looks like a paper clip. Once you click it you can browse your computer to select a file to attach, be careful that the file is inside you attachment limit which is usually 25MB. Clicking on the Forward button, you can send the same email to another person by adding their email address. There are icons above where the trash icon would delete the email, next to it you can spam the address and the backwards arrow would take you back to inbox. In order to compose the email, click on “Compose” button on the left side and then provide the target email address in “TO” along with a “Subject” and text in the allotted space. You can attach file(s) as shown in the reply step, if needed, and then click send. CC, BCC on the right side of “To” is used in order to get other email users in on the conversation or the attachment email between the actual sender and receiver(s). There are some cases when a composed email is not finished and sent, where the saved email will go to drafts. There are also some basic functions where you can star and email to mark it as important, a refresh button above the inbox which refreshes the inbox. Email navigation icons on the upper right side of the inbox along with settings icon where you can edit you information, set themes and configure you inbox. Different functions like deleting multiple emails, marking them spam etc. can be done by tick marking or selecting multiple emails, and then clicking on the trash or spam item like before (Alison, n.p.) Works cited Alison. "Using GMAIL." Free Online Courses, Workplace Skills Training, Interactive Education and Multimedia Learning | ALISON. N.p., n.d. Web. 26 Sept. 2013. Google Accounts." Accounts.google.com, 2013.Web. 25 Sep 2013. Read More