Objectives
• Set up an email client.
• Send and receive mail from a mail server.
• Add an email account or change an existing one.

Background / Preparation
An email application gives the user the ability to send and receive messages from another user located on the same local network or on the Internet. The messages are sent by the sending client and stored on an email server. Another email client with a mailbox on the server can then access the server at any time to receive stored messages that are destined for that client.

The following resources are required:
• Windows-based computer with Internet connectivity
• Microsoft Outlook or other email client software

Step 1: Open Microsoft Outlook
a. From the Start menu, select All Programs. Locate the Microsoft Office software.
b. Select Microsoft Office Outlook as the email program. If your computer does not have the Microsoft
Office software, there are many free email software packages available on the Internet. Search the
Internet to find a free email client that can be installed on your computer. The following instructions
may vary depending on your email client.

Step 2: Set up an email account
a. When you first start Microsoft Outlook, a screen appears with Email Upgrade Options. You can
choose to import email messages or address books from another account. Because this is your first
email account, select the Do Not Upgrade button.
b. The next screen is the Email Accounts screen where you are asked if you want to configure an
email account. Click Yes.
c. If Outlook has already been installed and setup for e-mail previously, you can start the Outlook
application and click Tools, E-Mail Accounts and then select View or change existing e-mail
account to see how the existing account is set up.

Step 3: Enter POP3 e-mail account information
a. The next screen requires the user of the new account to fill in information. Enter your name and email
address. Your can get your email address from your Internet provider.
NOTE: If you do not have a real ISP email account, this step can be treated as a simulation. Just
enter the information requested to become familiar with the process of creating an email
account.
b. Enter your server information. Contact your Internet provider to locate the server information for the
incoming and outgoing mail servers. Usually Internet providers put this information on their website in
their help section.
c. What is your incoming (POP3) mail server? ________________________________________
d. What is your outgoing (SMTP) mail server? _________________________________________
e. Enter your username and password. Do not check the box to remember your password. This option is
used when only one person uses the computer. If anyone else were to use the computer, they could
easily gain access to all of the information in your email.
f. Click the Test Account Settings button. If everything is correct, the screen displays that the test was
successful. If not, correct your information and try again.
NOTE: If this is a simulation, the test will not be successful and you can go to Steps 4 and 5.
g. Test your new account by sending an email to a friend in class.

Step 4: (Optional) Add another account or change an account
a. Open Microsoft Outlook. From the Tools menu, select Email Accounts.
b. In this screen, you can add another email account or you can change information in an existing
account.

Step 5: Reflection
a. What are the advantages or disadvantages to using email over regular postal mail?
The advantages of e-mail are:
1.It's fast - Messages can be sent anywhere around the world in an instant
2. It's cheap - Transmission usually costs nothing, or at the most, very little
3. It's simple - Easy to use, after initial setup
4. It's efficient - Sending to a group can be done in one step
5. It's versatile - Pictures, power-points or other files can be sent too

Advantages of email are
1. email is effective in providing quick answers to yes and no, type questions. eg. Do you do international delivery?
2. Email is effective in finding the right person in an organisation or company to answer your question.
3. Email is good to make appointments for busy people.
4. Email can distribute information quickly to many people for the time it takes to email one person.

b. What are the advantages or disadvantages to using email over an instant messaging program?
The Answer :
The advantages:

1. it's quick, easy and instant hence its name.
2. We don't need a phone, where we could possibly run up a bill, just to talk to someone because we can do it for free online.

The disadvantages:

1. There's no tone with instant messaging. I could say one thing, and mean it very sarcastically, which someone could grasp had they heard me say it over the phone. However, if I simply type it, the sarcasm factor may not be noticed, and the person I'm talking to could take whatever I said the wrong way. That's the only disadvantage I have with it personally. However, some may add about online predators. if you will Some kids, even teens and adults, are as smart as they should be when they talk online. Most people will talk to anyone who IM's, and it's so easy for these predators to beat specific information out of them if they're not using common sense and keeping their guard up

c. With a partner, discuss five (5) recommendations for email etiquette that should be considered when
emailing friends and business colleagues.