Setting up and controlling

Transcription

1 Setting up and controlling Two methods Web based PC based

2 Setting up and controlling Web based the messages are on the Internet accessed by dial-up or broadband at your Internet Service Provider e.g. BT or Tiscali etc at Microsoft s Hotmail at Googl

3 Web based Me at home online BT or Hotmail mail server Me on holiday random routes over the Web Tiscali mail server online you

4 Web based Pros:- Easy to setup and free Usually allow 5 or more addresses Easily accessed from anywhere, anyhow Messages & addresses stored securely anti-spam and anti-virus Provided usually via options

5 Web based Cons:- Need Web access and to sign on each time Must know address and password Limited storage size Can be slow with dialup

6 Web based HotMail or GMail Independent of your ISP can change ISP without changing address Easy to set up anywhere, anytime holiday documents Copy of passport, insurance, schedule, contacts Back up your addresses But, requires an extra address & password to remember

7 Setting up and controlling - PC based Messages are on your PC Downloaded from the Internet To an client e.g. Outlook Express

8 Me at home online BT mail server PC based read write Outlook Express send receive random routes over the Web Outlook Express Tiscali mail server send receive online read write You at home

9 PC based - Outlook Express Pros:- No size limit to message files Read/write offline at your own time 1-click access No password needed Easy control of folders, address book Works when internet is down Can have multiple accounts

10 PC based Outlook Express Cons:- No Spam filter Need to back up messages and addresses Need to set up correctly Usually, but not always, your Internet Service Provider (ISP) will do this via a cd or online Can do it yourself

11 How Outlook Express works The BT system has 2 servers SMTP (Simple Mail Transfer Protocol) for outgoing mail on port 25 POP3 (Post Office Protocol) for incoming mail on port 110 I send using my client Outlook Express. I have an account on btinternet.com BT set up OE with the names of my 2 servers as mail.btinternet.com

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13 To send a message to jsmith@tiscali.com Outlook Express connects to the SMTP server at mail.btinternet.com Outlook Express gives the BT server my address the address of the recipient the message The BT server breaks jsmith@tiscali.com into: The name jsmith The domain name tiscali.com

14 To send a message to jsmith@tiscali.com The BT server asks the Domain Name Server for the IP address of the SMTP server for tiscali.com The BT server sends the message to the SMTP server at Tiscali.com The Tiscali server checks the domain name for jsmith is at Tiscali sends the message on to Tiscali s POP3 server which puts the message in jsmith's mailbox

15 To send a message to jsmith@tiscali.com If the SMTP server at Btinternet cannot connect with the SMTP server at Tiscali the site is down the address is not found the message goes into a queue retrying every 15 minutes giving up after 4 hours and returning the mail as undelivered

16 Linking OE to web based mail Some web mail sites allow this GMail does OE collects from their Inbox into OE Inbox So OE picks up all your mail at one time i.e. from both BT & GMail Hotmail & Yahoo inhibit this Hotmail Plus works (at a fee) Tools are available which may fix it FreePOPs (free); Mail Retriever ($19)

17 Linking OE to GMail First, set up your GMail account Go to Sign up for Google Mail Assign address & password Select security question

18 Linking OE to GMail Click on Settings Forwarding & POP download set to enable POP for all mail When messages are accessed with POP Set to delete Googl s copy Configure your account Set to Outlook Express Display name chandler at gmail Autoconfigure yes

19 Linking OE to GMail Now, open Outlook Express Tools/Accounts/Mail to check Gmail Properties have been configured automatically /Servers Incoming is POP3 server Incoming mail is pop.gmail.com Outgoing mail is smtp.gmail.com My server requires authentication tick

20 Linking OE to GMail /Advanced Outgoing mail (SMTP) 465 Incoming mail (POP3) 995 This server requires secure connection Tick both

21 Add your OE Addresses to GMail Open OE and File/Export address book Select text file (common separated values) Choose save as title and select fields First, middle, last name and address Export to desktop Open GMail Import Contacts and select File from Desktop

22 Spam Filter Most ISP s now provide one at the mail server e.g. BT SpamGuard Plus Puts spam into Bulk Folder & deletes later Blocks sender s address for future Blocks images until I ve checked out Learns as it goes So, only wanted mail should go into Inbox

23 messages Spam Filter at mail server ok block Inbox Bulk Folder Deleted after 1 month receive Outlook Express

24 Spam Filter and OE But, Spam filter can put a wanted message into Bulk Folder it doesn t recognise the sender OE will not find it for your PC So, go online to the mail server once per month (say) check the Bulk Folder and declare any wanted to be not Spam

25 BT Yahoo Address Guard Creates disposable addresses defend your primary address against Spam Send:- no mail can go from Guard address Receive:- delivered to normal Inbox Use for e-commerce, clubs, mailing lists

26 BT Yahoo Address Guard Register base address with BT Yahoo Quite unlike main address e.g. poorgolfer45 Add keyword e.g. furniture, book, sports club etc Give address to book vendor as Later, when no longer needed or too much spam dispose of this specific address completely

27 Outlook Express back up Messages Click on Tools/Options/Maintenance Click on Store Folder box Change the folder address (if preferred) Note address so can find for backup Addresses Click on Addresses/File/Export Select Address Book (WAB) Save to chosen address for backup later Details at

28 Outlook Express back up Can back up anytime, but note Messages are always up to date in chosen address, as this is where they are stored Addresses are only up to date after being saved to chosen address So, Save Address Book monthly (say) and before backing up your files

29 Attachments Can be made via OE, or online at mail Server Click on attach at top of message box Select picture/file/document E.g. in my documents Click attach and note size of file Avoid large files (over 100kb) unless both you & receiver are on broadband

30 Outlook Express attaching Pictures Reduce size if too large for dialup E.g. from 10 megapixel camera (>2 MB) Don t start in Outlook Express! Open My Pictures (say) Select chosen picture Select this file in File & Folder Tasks Accept make all my pictures smaller OE opens, with picture as (<100 K) attachment Amend text as needed and send

31 Outlook Express Virus checking attachments Do not open unknown attachments Open message (only) Right click on attachment Save as attachment to Desktop Go to Desktop Right click scan with Norton Open if OK

32 Outlook Express Tools/Options For max security Read set to read all messages in plain text Send Set to plain text

33 Outlook Express Tools/Options to stop attached pictures appearing in sent message Send plain text or HTML then go to HTML settings Uncheck send pictures with messages

34 Outlook Express Tools/Options To stop seeing their message in your reply Send Uncheck include message in reply To save sent messages Send Check save copy of sent messages in sent items folder

35 Outlook Express Folders Create New Folders to store messages so they can be found File/New/Folder and choose a name e.g. Family; friends; holidays; genealogy etc Move wanted s into chosen folder delete the others avoid a large & ever-increasing Inbox Empty Deleted items regularly Right click on Deleted Items and accept empty deleted items folder

36 Router Security new risk Feb 07 Attack is on router not PC redirects to bad Domain Name Server Router comes with default password usually admin or default Find router s browser address e.g. Change router password