Difference between revisions of "Digital-Divide/C2/Compose-Options-for-Email/English-timed"

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|Here we have options such as '''different fonts and sizes, bold, italic, underline, text color,align, numbered and bulleted lists and indentation'''.
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|Now let’s click '''Insert Photo''' option to insert images in the email.
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Revision as of 11:10, 7 May 2015

Time
Narration
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.
00:46 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, lets 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 content 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 fonts,sizes, 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 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 file name.
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 says, 
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 images.
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, 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 content 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 summarise.
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
14:43 and about the 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

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