Difference between revisions of "Digital-Divide/C2/Compose-Options-for-Email/English-timed"
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Revision as of 11:50, 7 May 2015
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| 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 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 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." |
