Digital-Divide/C2/Compose-Options-for-Email/English-timed

Time	Narration
00:01	Welcome to the Spoken Tutorial on Compose Options for Emails.
00:07	In this tutorial, we will learn:
00:10	about the email recipients, namely- To, Cc, Bcc.
00:16	Format the email text
00:19	Attach files to emails
00:22	Share files via Google Drive
00:25	Insert a photo or link into an email
00:29	and about the Compose window options.
00:33	For this tutorial, you will need a working Internet connection
00:38	and a Web browser.
00:40	For this demonstration, I will be using Firefox web browser.
00:45	Let's begin.Open your web browser and type: http://gmail.com
00:55	The Login page opens.
00:58	Enter a username and password in the respective text boxes.
01:04	If the Login page opens with the username, this means that you have already accessed this account from your machine.
01:12	Enter the password
01:15	and click on Sign in button.
01:18	We are in our Gmail page.
01:21	Now, let us look at the options available for writing an email.
01:26	So, first let us click on the Compose button.
01:31	The Compose window opens up.
01:34	The To segment is where we specify the recipients.
01:38	It has 3 options, To, Cc and Bcc.
01:44	Cc stands for Carbon Copy and Bcc stands for Blind Carbon Copy.
01:51	We have to add the email address of the person to whom we are sending the email in the To field.
01:58	Here’s a screenshot.
02:01	If we want to send the same email to more than 1 person, simply add the email-ids in the field To.
02:09	Here’s a screenshot.
02:12	Use Cc option to mark a copy of the email to others.
02:18	All the recipients marked in To and Cc fields can see all the other recipients.
02:25	Here’s a screenshot.
02:28	We can also use Bcc option to mark a blind copy of the email to others.
02:34	In this option, the recipients in To and Cc cannot see the recipients added in the Bcc.
02:42	The recipient in the Bcc can see the To and Cc recipients
02:47	but not the other Bcc recipients.
02:51	The sender of the mail can see the complete recipients list.
02:55	Here’s a screenshot.
02:58	Important Note:
03:00	We can add any number of email-ids in the recipients field - To, Cc and Bcc.
03:08	But the maximum limit is 500 recipients per day.
03:13	Each mail-id has to be separated by a space or comma or colon.
03:20	Let us now switch back to our Gmail Compose window.
03:25	By default, the cursor is in the To field.
03:29	Let's enter the recipient addresses as follows-
03:33	In To field, let's give the email-id as "ray.becky.0808@gmail.com".
03:46	In Cc field, "0808iambecky@gmail.com".
03:55	In Bcc field, "stlibreoffice@gmail.com" and "info@spoken-tutorial.org".
04:10	Click in the Subject line and enter a short description for your email.
04:15	I will type: Partner with us".
04:19	In the contents area, let us type the message:
04:24	Spoken Tutorial Project is helping to bridge the digital divide.
04:29	Gmail allows us to do basic formatting to the text in the body of our email.
04:35	It is displayed, by default, at the bottom of the Compose window.
04:41	If not, to access the formatting toolbar, click the Formatting options button.
04:47	Here, we have options such as different Font, Size, Bold, Italic, Underline, Text color, Align, Numbered and Bulleted lists and Indentation.
05:03	These options are exactly like the ones in any word processor application.
05:08	You may explore these options by yourself.
05:12	This is how I have formatted my text.
05:16	To hide the formatting toolbar, click the Formatting options button.
05:22	In the Compose window, there are options for attaching files, photos, links and emoticons.
05:32	To share files or documents with others,
05:35	we can use Attach files or Insert files using Drive" options.
05:41	All Mail providers allow to send files as attachment.
05:46	You can attach up to 25 megabytes (MB) in size.
05:51	To send files that are larger than this, you can use Insert files using Drive option.
05:59	Let us first attach a 'pdf file' which is less than 1Mb in size.
06:04	Click on the Attach file icon which looks like a paper clip.
06:09	This will open the file browser.
06:12	Browse and select the file you want to send via mail.
06:16	From the Desktop, I will select "myscript.pdf" and click on Open.
06:23	We can see that our file is getting attached to our mail.
06:27	Multiple files can also be attached to the same mail by using Attach files option.
06:34	To remove a file you've attached to a message, click on the 'x' mark to the right of the filename.
06:41	Now, let us attach a file which is around 30Mb.
06:46	I have a zip file on my Desktop which is around 30Mb file size.
06:52	Click the Attach files icon once again.
06:56	Browse and select the 30Mb zip file and click on Open.
07:02	We will get the popup message:
07:04	"The file you are trying to send exceeds the 25mb attachment limit".
07:09	And it gives us the option to Send using Google drive.
07:14	Click on Send using google drive button.
07:18	Let me close this for a moment.
07:21	Clicking on Insert files using Drive option also gets us to the same window as before.
07:28	Here, we can see 3 tabs:
07:31	My Drive, Shared with me and Upload."
07:36	By default, the files which are already uploaded, will be available under My Drive tab.
07:43	Here you can see a file.
07:46	This was shared by Google Team at the time of account creation.
07:51	Let’s click on Shared with me tab.
07:55	Here we see the message- "No one's shared any files with you yet!"
08:00	If anyone shares a file with you, it will be available under Shared with Me tab.
08:06	Now, click on Upload tab to upload a new file.
08:12	Click on Select files from your computer button.
08:16	Browse and select the file, from your machine, that you want to upload and click on Open .
08:23	Click on Add more files button, if you want to add any more files.
08:27	I will skip this for now and proceed with the single file upload only.
08:33	After the file has been added, we have to mention how it has to be inserted in our mail.
08:40	Notice 2 buttons at the bottom right which say-
08:44	Insert as Drive link and
08:46	Attachment.
08:48	By default, Insert as Drive link is selected.
08:52	If we select Attachment then the file will be inserted as an attachment.
08:57	We will leave it as it is.
09:00	Click on the Upload button at the bottom left corner of the screen.
09:05	It will start uploading but this may take some time depending on your internet speed.
09:11	Once complete, here, in the content area, we can see a link to the uploaded file.
09:17	Now let’s click on Insert Photo option to insert images in the email.
09:24	The Upload Photos window opens.
09:27	We can upload photos from our computer or by giving the website address of the image.
09:34	For now, I don't want to upload any image.
09:38	So, I will click on Cancel button.
09:41	You may explore this option on your own.
09:44	The next option is Insert Link. Let’s click on it.
09:49	The Edit Link dialog-box opens.
09:53	In the Text to display field, type the text that you want as the link.
09:58	I will type Spoken Tutorial.
10:02	In the Link to section, by default, the Web address option is selected.
10:08	In the text field, type the url as http://spoken-tutorial.org
10:20	and click on OK button.
10:23	Now, in the content area, you can see the text Spoken Tutorial and it is hyperlinked.
10:29	Let me click on the hyperlinked text.
10:32	A small pop window opens below the text.
10:35	It says- Go to link:.
10:38	Clicking on the URL displayed, will take you to the Spoken Tutorial website’s Homepage.
10:45	To change the URL or remove the link, we can click on Change or Remove options respectively.
10:53	We can also insert various pictorial representations with the help of this emoticon icon.
10:59	Use this feature in your email communication wherever required.
11:04	Notice the text Saved just before the Trash icon.
11:08	Whenever we add or remove content, our email will be auto-saved in our default Drafts folder.
11:16	This is very helpful to retrieve our typed message, in case of a power failure or Internet disconnection.
11:24	If we want to discard this message, click on the Trash icon.
11:28	This action will delete the email from the Drafts folder as well.
11:34	Click on the More options button which is next to the Trash icon.
11:39	Default to full-screen option will make the Compose window bigger.
11:44	Label – We will learn about this feature in the future tutorials.
11:49	Plain text mode option will clear all the formatting we did before and convert the mail to plain text.
11:57	Print option will send the composed mail to the default configured printer.
12:03	Check Spelling will do spell-check of the typed content.
12:07	We are now ready to send our mail.
12:09	Click on Send button.
12:12	We get the following message on the screen-
12:15	This Drive file isn't shared with all recipients.
12:19	This is because we did not share the file with the people who are marked on this email."
12:25	Click on Share & Send button.
12:29	On the screen, we will see either of the two messages:
12:32	Your message is "sending"
12:34	or "Your message has been sent".
12:38	To view the sent mail, click on View Message link.
12:43	We can see the contents of the email which we sent here.
12:47	Let us cross-check one-by-one.
12:50	Here are the attachments
12:52	and here is the URL link.
12:55	Below the mail address, there is an inverted triangle that shows the header details.
13:00	Let me click on it.
13:03	We can see the email-ids of all the recipients in To, Cc and Bcc fields.
13:11	Let us see how the email will appear to the recipients.
13:16	This is the mail-id of the recipient marked in Cc.
13:21	You can see the message which is sent now. Let me open this to read.
13:27	Click on Show Details.
13:29	It displays To and Cc but not the Bcc recipients.
13:35	This is the mail-id of one of the recipient marked in Bcc.
13:41	You can see the message which is sent now.
13:43	Let me open this to read.
13:46	Click on Show Details.
13:49	You can see To, Cc and Bcc recipient details.
13:55	Let me come back to the sender’s gmail account.
13:59	Look over here, we mentioned 2 recipients in the Bcc.
14:04	But here we can see only one email id. The other one is not visible.
14:10	This is how the Bcc feature works.
14:13	Hope you are able to understand the differences clearly.
14:17	This brings us to the end of this tutorial.
14:20	Let us summarize.
14:22	In this tutorial, we have learnt about:
14:25	The email recipients namely, To, Cc, Bcc
14:30	Formatting the text of the emails
14:33	Attach files to emails
14:36	Share files via Google Drive
14:39	Insert a photo or link into an email and about the
14:43	Compose window options.
14:47	The video at the given link summarizes the Spoken Tutorial project.
14:52	Please download and watch it.
14:55	We conduct workshops and give certificates to those who pass our online tests.
15:01	For more details, please write to us.
15:04	Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.
15:11	More information on this mission is available at this link.
15:16	This tutorial has been contributed by the Spoken Tutorial Team, IIT Bombay.
15:21	This is Srilakshmi Ramaswamy, signing off.Thanks for watching.

Contributors and Content Editors

Pratik kamble, Pravin1389, Sandhya.np14