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When I'm at work: Using a computer - Trainer's guide

Chapters

Sending and receiving email


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What is email?

Email stands for electronic mail and you can use email to:

What is the Internet?

The Internet is a network of computers all over the world that allows you to access, download and send information through your computer.

The Internet is avilable 24 hours a day, and the types of things you can do on the Internet include:

Email is one of the most used services on the Internet.

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Email addresses

Every user needs their own individual email address.

Typical email addresses may look like:

allyson@bigpond.com.au

bwilliams@fahcsia.gov.au

User name This is the name or identity of the person sending the email allyson bwilliams
@ At @ @
Domain name This is the organisation that gets paid for you to use emails bigpond fahcsia
Organisation Indicates the type of organisation or group, for example:
com – commercial organisation
net – local Internet service provider
edu – educational institution
gov – government body.
com gov
Country This is the country code, for example:
.au – Australia
.nz – New Zealand
.uk – United Kingdom
The only country that does not use a code is the United States. So their addresses end after .com
au au

Opening Microsoft Outlook®

Open the email program used in your workplace.

Please note our example here is for Microsoft Outlook®.

  1. Click on the Start button.
  2. Choose email or Microsoft Outlook® from the menu.
  3. Your Microsoft Outlook® window will now be on screen.

Diagram of Microsoft Outlook

Email features

The areas at the top of the screen are called the Menus and Toolbar. From the menus and toolbar you can choose menu items and 'tools' to tell the computer what you want it to do with an email. Your supervisor or trainer will show you some of the menu items and 'tools' you can use.

Diagram of Email features

Inbox This is where you receive your emails
Outbox This is for emails you are still sending
Delete This is where you delete your messages after you don't need them anymore – sometimes this is called the Recycle Bin
Forward You can forward a message that you have received to another person
Attach Files Sometimes you want to send more than just a message. Attaching allows you to add files, images, sounds and videos to the message to send
Sent Items This is a list of emails you have sent

Inbox toolbar

Diagram of Inbox toolbar

Button Name Description
1 New button New Create a new email
2 Print button Print Print this page
3 Move to folder button Move to folder Move this email to a folder
4 Delete button Delete Delete email and send to Recycle Bin
5 Reply button Reply Reply to this email
6 Reply all button Reply all Reply to all people on this email
7 Forward button Forward Forward this email to someone else
8 Send/Receive button Send/Receive Send/receive all emails in draft folder
9 Find button Find Find
10 Rule button Rule Make a rule for email
11 Contact button Contact You can type the name of someone you have sent an email to before and their email address will be on the screen
12 Help button Help Access the Help Menu

Trainer represent information icon Talk with the learner about the toolbar and demonstrate the common menus and icons.

Reading your emails

The emails area shows the emails you have received. If the text is bold, this tells you that it is an email that you have not read yet.

  1. Click on the Inbox. You will now see a list of all of the emails that you have received.
  2. To read your emails click on each of the bolded entries one by one and read.

Reading your emails diagram

Activity: Reading your emails

Read the emails in your Inbox that are bold.

Replying to an email

After you have read an email you can send a reply to the person who sent you the message.

To reply to an email:

  1. With the email you received open, click on the Reply icon Reply icon from the toolbar. On the table on page 47 this is number 5.
  2. On the screen will be an email with the address of the person you are sending the email to.

Replying an email diagram

  1. Type your message.
  2. Click Send.
  3. The email will no longer be on your screen.

Deleting an email

When you have finished with an email you can delete it.

To delete an email:

  1. Click on the Delete icon Delete icon on the toolbar. This was number 4 in our table on page 47.
  2. Notice that the email is now gone from the list of emails in your Inbox.

Activity: Deleting your emails

Click on the email you wish to delete in your Inbox.

Click on the Delete key Delete icon on the toolbar.

Your email is now in the Deleted Items folder.

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Explain to the learner how to empty the Deleted Items folder .

Explain to the learner why they need to empty their Deleted Items folder.

Creating a new email

To create a new email message:

  1. Open Microsoft Outlook®.
  2. Click on the New button New button. A blank message will be on your screen.

Creating a new email diagram

Trainer represent information icon Explain to the learner each of the icons on the toolbar and how they can be used.

  1. Type in the address of the person you are sending the email to.
  2. Type in the subject of the email.
  3. Type in your message.
  4. To send your email click on the Send button Send button.

Activity: Creating a new email

Create an email to your trainer or to another learner.

Type in a message and click send.

Trainer represent information icon Encourage learner to create, send and reply to emails during the training session.

Attaching files

Sometimes you might need to attach a document, picture, or another type of file to your email. For example, you might need to send your supervisor an email telling them about a safety problem in your work area and you might need to attach a file such as a report.

To attach a file to an email:

  1. Open Microsoft Outlook®.
  2. Create a new email. Remember to fill out the address and the subject.
  3. Click on the Attach button Attach button.
  4. A dialog box will be on your screen.
  5. Ask your trainer to help you choose an attachment for your email.

Trainer represent information icon Show the learner how to turn the computer off at the end of the session.


Trainer represent information icon Summarise this topic with the learner and sign the topic checklist in the learner's workbook.

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