Digital-Divide/C2/Compose-Options-for-Email/English-timed
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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 your 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 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 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 and 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 | You can see a file here. |
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 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 the 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 whenever 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 recipients, 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 | "he 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 for 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." |