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

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Enter '''london0808 '''and click “Sign in” button
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Enter '''password'''and click “Sign in” button
 
| style="border:1pt solid #000000;padding:0.097cm;"| The '''Login page''' opens.
 
| style="border:1pt solid #000000;padding:0.097cm;"| The '''Login page''' opens.
  

Latest revision as of 15:08, 15 June 2015

Title of script: Compose Options for Emails.

Author: Spoken Tutorial Team


Visual Cue
Narration
Slide 1 - Title Welcome to the Spoken Tutorial on Compose Options for Emails.
Slide 2 - Learning objectives


In this tutorial, we will learn about:
  • The email recipients, namely, To, Cc, Bcc.
  • Format the email text
  • Attach files to emails
  • Share files via Google Drive
  • Insert a photo or link into an email
  • and about the Compose window options.
Slide 3: Pre-requisites


For this tutorial, you will need -
  • a working Internet connection
  • and a Web browser


For this demonstration, I will be using Firefox web browser

Open Firefox and type

http://gmail.com

Let's begin.


Open your web browser and type http://gmail.com

Login to gmail


Show login page with blank username and password text boxes


Show login page with username


Enter passwordand click “Sign in” button

The Login page opens.


Enter your username and password in the respective text boxes.


If the Login page opens with the username, this means that you have already accessed this account from your machine.


Enter the password and click on “Sign in” button.


We are in our Gmail page.

Click on “Compose” Now, let us look at the options available for writing an email.


So, first let us click on “Compose” button.


The Compose window opens up.

Mouse over @ Recipients The To segment is where we specify the recipients.
Point to : To, Cc, Bcc It has 3 options, To, Cc and Bcc.


Cc stands for Carbon Copy and Bcc stands for Blind Carbon Copy.

Slide


Here, show a screenshot of To field with 1 email-id

We have to add the email address of the person to whom we are sending the email in the To field.


Here’s a screenshot.

Slide


Here, show a screenshot of To field with more than 1 email-id

If we want to send the same email to more than 1 person, simply add the email ids in the field To.


Here’s a screenshot.

Slide


Here, show a screenshot of To and Cc fields with more than 1 email-id

Use Cc option to mark a copy of the email to others.


All the recipients marked in To and Cc fields, can see all the other recipients.


Here’s a screenshot.

Slide


Here, show a screenshot of To and Bcc fields with more than 1 email-id

We can also use Bcc option to mark a blind copy of the email to others.


In this option, the recipients in To and Cc cannot see the recipients added in Bcc.


The recipient in the Bcc can see the To and Cc recipients, but not the other Bcc recipients.


The sender of the mail can see the complete recipients list.


Here’s a screenshot.

Slide – Important Note Important Note :


We can add any number of email ids in the recipients field - To, Cc and Bcc.


But the maximum limit is 500 recipients per day.


Each mail id has to be separated by a space or comma or colon.

Switch to Gmail Let us now switch back to our Gmail Compose window.


By default, the cursor is in the To field.

Enter the mail id's in To, Cc & Bcc Let's enter the recipient addresses as follows-


  1. In To field, lets give the email id as ray.becky.0808@gmail.com
  2. In Cc field, 0808iambecky@gmail.com
  3. In Bcc field, stlibreoffice@gmail.com and info@spoken-tutorial.org
Point to Subject Bar Click in the Subject line and enter a short description for your email.
Click and type- Partner with us I will type: Partner with us.
Type the message in the content area In the content area, let us type the message:

Spoken Tutorial Project is helping to bridge the digital divide.

Gmail allows us to do basic formatting to the text in the body of our email.


It is displayed by default at the bottom of the Compose window.

Click on the A icon If not, to access the formatting toolbar, click the Formatting options button.


Here we have options such as:

  1. different fonts and sizes,
  2. bold, italic, underline, text color,
  3. align, numbered and bulleted lists
  4. and indentation.
Point to each options under Text formatting These options are exactly like the ones in any word processor application.


You may explore these options by yourself.

Pause the recording

Format the text as shown below


Spoken Tutorial Project is helping to bridge the digital divide.

Resume the recording This is how I have formatted my text.
Click on the A icon. To hide the formatting toolbar, click the Formatting options button.
PAUSE
Point to the respective icons In the Compose window, there are options for attaching files, photos, links and emoticons.
Point to Attach files & Drive icons To share files or documents with others, we can use Attach files or Insert files using Drive options.
Slide: Attachments & Drive All Mail providers allow to send files as attachment.


You can attach up to 25 megabytes (MB) in size.


To send files that are larger than this, you can use Insert files using Drive option.

Let us first attach a pdf file which is less than 1Mb in size.
Click on the Attach file icon Click on the Attach file icon, which looks like a paper clip.
Browse to the Desktop and select myscript.pdf and click on Open. This will open the file browser.


Browse and select the file you want to send via mail.

From the Desktop, I will select myscript.pdf and click on Open.

Point to the progress bar. We can see that our file is getting attached to our mail.
Pause the recording


Attach one more file here


Resume the recording

Point to the second file you attached Multiple files can also be attached to the same mail by using Attach files option.
Remove the second file that you attached earlier To remove a file you've attached to a message, click on the x mark to the right of the file name.
<<PAUSE>>
Now let us attach a file which is around 30Mb.
Show Desktop -> 50mb zip file I have a zip file on my Desktop which is around 30Mb file size.
Click on Attach files Click the Attach files icon once again.
Browse to the Desktop and select zip file and click on Open. Browse and select the 30Mb zip file and click on Open.


We will get the popup message:


The file you are trying to send exceeds the 25mb attachment limit.


And it gives us the option to “Send using Google drive”.

Click on Send using google drive button. Click on Send using google drive button.
Let me close this for a moment.
Click on Insert files using Drive option Clicking on Insert files using Drive option also gets us to the same window as before.
Point to 3 tabs:


Here, we can see 3 tabs:

My Drive, Shared with me and Upload.

Point to My Drive By default, the files which are already uploaded, will be available under My Drive tab.
Point to the two files that are seen. You can see a file here.


This was shared by Google Team at the time of account creation.

Click on Shared with me Let’s click on Shared with me tab.


Here, we see the message

No one's shared any files with you yet!


If anyone shares a file with you, it will be available under Shared with Me tab.

Click on Upload tab Now, click on Upload tab to upload a new file.
Click on Select files from your computer Click on Select files from your computer button.
Browse>> select file from your machine, >> click on Open button. Browse and select the file from your machine, that you want to upload and click on Open .
Point to Add more files button Click on Add more files button, if you want to add any more files.


I will skip this for now and proceed with the single file upload only.

Point to Insert As


Point to the buttons Insert as Drive link and Attachment

After the file has been added, we have to mention how it has to be inserted in our mail.


Notice 2 buttons at the bottom right, which says, Insert as Drive link and Attachment.

Point to Insert as Drive link button


Point to Attachment button

By default, Insert as Drive link is selected.


If we select Attachment, then the file will be inserted as an attachment.


We will leave it as it is.

Click on Upload button Click on the Upload button at the bottom left corner of the screen.


It will start uploading but this may take some time depending on your internet speed.

Point to the link Once complete, here, in the content area, we can see a link to the uploaded file.
<<PAUSE>>
Now let’s click Insert Photo option to insert images in the email.
Point to Insert photo


Point to Website address

The Upload Photos window opens.


We can upload photos from our computer or by giving the website address of the image.

Click on Cancel For now, I don't want to upload any images.

So I will click on the Cancel button.


You may explore this option on your own.

<<PAUSE>>
Point to and then on Insert Link The next option is Insert Link. Let’s click on it.


The Edit Link dialog box opens.

Point to Text to display In the Text to display field, type the text that you want as the link.


I will type Spoken Tutorial.

Point to Link to section >> Web address In the Link to section, by default, Web address option is selected.
Type http://spoken-tutorial.org >> click on OK button. In the text field, type the url as http://spoken-tutorial.org and click on OK button.
Point to the text Spoken Tutorial >> click on it Now, in the content area, you can see the text Spoken Tutorial and it is hyperlinked.


Let me click on the hyperlinked text.

Point to the message “Go to link…..” A small pop window opens below the text.


It says- "Go to link:".

Point to “Go to link:” Clicking on the URL displayed, will take you to the Spoken Tutorial website’s Homepage.
Point to Change | Remove To change the URL or remove the link, we can click on Change or Remove options, respectively.
<<PAUSE>>
Point to Insert emoticon We can also insert various pictorial representations with the help of this emoticon icon.


Use this feature in your email communication whenever required.

Point to “Saved” option


Point to the Drafts folder

Notice the text Saved, just before the Trash icon.


Whenever we add or remove content, our email will be auto-saved in our default Drafts folder.


This is very helpful to retrieve our typed message, in case of a power failure or Internet disconnection.

Point to “Trash” option If we want to discard this message, click on the Trash icon.


This action will delete the email from the Drafts folder, as well.

Point to More Options >> Click on it Click on the More options button, which is next to the Trash icon.


Default to full-screen option will make the compose window bigger.


Label – We will learn about this feature in the future tutorials.


Plain text mode option will clear all the formatting we did before and convert the mail to plain text.


Print option will send the composed mail to the default configured printer.


Check Spelling will do spell-check of the typed content.

Click on the Send button. We are now ready to send our mail.


Click on Send button.

Point to the message We get the following message on the screen-

This Drive file isn't shared with all recipients.


This is because we did not share the file with the people who are marked on this email.

Click on Share & Send button. Click on Share & Send button.
Point to “View Message” >> Click On the screen, we will see either of the two messages:

“Your message is sending”

or “Your message has been sent.”


To view the sent mail, click on View Message link.

Point to various options We can see the content of the email which we sent here.


Let us cross-check one-by-one.


Here are the attachments and here is the URL link.

Point to the inverted triangle >> click on it >> point to To, Cc, Bcc Below the mail address, there is an inverted triangle that shows the header details.


Let me click on it.

We can see the email ids of all the recipients in To, Cc and Bcc fields.
Let us see how the email will appear to the recipients.
Switch to the Cc recipient account This is the mail id of the recipient marked in Cc.

You can see the message which is sent now. Let me open this to read.

Click on Show Details >> Point to To, Cc and Bcc recipients. Click on Show Details.


It displays To and Cc recipients, but not the Bcc recipients.

Show – one of the Bcc mail id account This is the mail id of one of the recipient marked in Bcc.


You can see the message which is sent now.


Let me open this to read.

Click on Show Details >> Point to To, Cc and Bcc recipients. Click on Show Details.


You can see To, Cc and Bcc recipient details.

Switch back to ray.becky0808 gmail Let me come back to the Sender’s gmail account.
Point to the 2 recipients Look over here, we mentioned 2 recipients in the Bcc.
Switch to the Bcc recipient again But here, we can see only one email id. The other one is not visible.


This is how the Bcc feature works.

Hope you are able to understand the differences clearly.
Slide 7 : Summary This brings us to the end of this tutorial.


Let us summarise.


In this tutorial, we have learnt about

  • The email recipients namely, To, Cc Bcc
  • Formatting the text of the emails
  • Attach files to emails
  • Share files via Google Drive
  • Insert a photo or link into an email
  • and about the Compose window options.
Slide 8: About Spoken Tutorial project The video at the given link summarizes the Spoken Tutorial project.

Please download and watch it.

Slide 9: Spoken Tutorial workshops


We conduct workshops and give certificates for those who pass our online tests.


For more details, please write to us.

Slide 10: Acknowledgment Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.


More information on this mission is available at this link.

This tutorial has been contributed by the Spoken Tutorial Team, IIT Bombay.


This is Srilakshmi Ramaswamy signing off.

Thanks for watching.

Contributors and Content Editors

Nancyvarkey, Pravin1389

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