Setting up and controlling
Two methods
Setting up and controlling
E-mail – Web based
the messages are on the Internet
accessed by dial-up or broadband
at your Internet Service Provider
e.g. BT or Tiscali etc
Me at home BT or Hotmail mail server online you
Tiscali mail server online random routes
over the Web
Me on
holiday
Web based
Pros:-
Easy to setup and free
Usually allow 5 or more e-mail addresses
Easily accessed from anywhere, anyhow
Messages & addresses stored securely
anti-Spam and anti-Virus
Web based
Cons:-
Need Web access and to sign on each time
Must know address and password
Limited storage size
Web based – HotMail or GMail
Independent of your ISP
can change ISP without changing e-mail address
Easy to set up anywhere , anytime
holiday documents
Copy of passport, insurance, schedule, contacts
Back up your addresses
But, requires an extra address & password to
Setting up and controlling
E-mail - PC based
Messages are on your PC
Downloaded from the Internet
To an e-mail “client”
Outlook Express Me at home read write BT mail server send receive online You at home
Tiscali mail server online
Outlook Express read write send receive random routes
over the Web
PC based - Outlook Express
Pros:-
No size limit to message files
Read/write offline at your own time
1-click access
No password needed
Easy control of folders, address book
Works when internet is down
PC based – Outlook Express
Cons:-
No Spam filter
Need to back up messages and addresses
Need to set up correctly
Usually, but not always, your Internet Service
Provider (ISP) will do this via a cd or online
How Outlook Express works
The BT e-mail system has 2 servers
SMTP (Simple Mail Transfer Protocol) for outgoing mail on
port 25
POP3 (Post Office Protocol) for incoming mail on port 110
I send e-mail using my e-mail client Outlook Express. I have an account on btinternet.com
BT set up OE with the names of my 2 servers as
To send a message to
[email protected]
Outlook Express connects to the SMTP server at
mail.btinternet.com
Outlook Express gives the BT server
my address
the address of the recipient the message
The BT server breaks [email protected] into:
The name jsmith
To send a message to
[email protected]
The BT server asks the Domain Name Server for
the IP address of the SMTP server for tiscali.com
The BT server sends the message to the SMTP
server at Tiscali.com
The Tiscali server
To send a message to
[email protected]
If the SMTP server at Btinternet cannot connect
with the SMTP server at Tiscali
the site is down
the address is not found
the message goes into a queue
retrying every 15 minutes giving up after 4 hours
Linking OE to web based mail
Some web mail sites allow this
GMail does
OE collects from their Inbox into OE Inbox So OE picks up all your mail at one time
i.e. from both BT & GMail
Hotmail & Yahoo inhibit this
Hotmail Plus works (at a fee)
Tools are available which may fix it
Linking OE to GMail
First, set up your GMail account
Go to
www.GoogleMail.com
Sign up for Google Mail
Linking OE to GMail
Click on Settings
Forwarding & POP download
set to “enable POP for all mail”
When messages are accessed with POP
Set to “delete Googlemail’s copy”
Configure your Email account
Set to “Outlook Express”
Linking OE to GMail
Now, open Outlook Express
Tools/Accounts/Mail to check Gmail Properties
have been configured automatically
/Servers
Incoming is “POP3 server”
Incoming mail is “pop.gmail.com” Outgoing mail is “smtp.gmail.com”
Linking OE to GMail
/Advanced
Outgoing mail (SMTP) “465”
Incoming mail (POP3) “995”
This server requires secure connection
Add your OE Addresses to
GMail
Open OE and File/Export “address
book”
Select “text file (common separated values)” Choose “save as” title and select fields
First, middle, last name and e-mail address
Export to “desktop”
Open GMail
Spam Filter
Most ISP’s now provide one at the mail
server
e.g. BT SpamGuard Plus
Puts spam into Bulk Folder & deletes later
Blocks sender’s address for future
Blocks images until I’ve checked out
Learns as it goes
Spam Filter at mail server
Inbox Bulk Folder
Spam Filter
and
OE
But, Spam filter can put a wanted
message into Bulk Folder
it doesn’t recognise the sender
OE will not find it for your PC
So, go online to the mail server
once per month (say)
check the Bulk Folder
BT Yahoo
Address Guard
Creates disposable e-mail addresses
defend your primary address against
Spam
Send:- no mail can go from Guard
address
Receive:- delivered to normal Inbox
BT Yahoo
Address Guard
Register base address with BT Yahoo
Quite unlike main e-mail address e.g. “poorgolfer45”
Add keyword
e.g. ”furniture”, “book”, “sports club” etc
Give e-mail address to book vendor as
Later, when no longer needed or too much
spam
Outlook Express
back up
Messages
Click on Tools/Options/Maintenance Click on Store Folder box
Change the folder address (if preferred) Note address so can find for backup
Addresses
Click on Addresses/File/Export Select Address Book (WAB)
Save to chosen address for backup later
Outlook Express
back up
Can back up anytime, but note
Messages are always up to date in
chosen address, as this is where they
are stored
Addresses are only up to date after
being saved to chosen address
So, “Save Address Book” monthly (say)
Attachments
Can be made via OE, or online at mail
Server
Click on “attach” at top of message box
Select picture/file/document
E.g. in “my documents”
Click “attach” and note size of file
Avoid large files (over 100kb) unless
Outlook Express
attaching Pictures
Reduce size if too large for dialup
E.g. from 10 megapixel camera (>2 MB)
Don’t start in Outlook Express !
Open My Pictures (say) Select chosen picture
Select “e-mail this file” in File & Folder Tasks Accept “make all my pictures smaller”
Outlook Express
Virus checking attachments
Do not open unknown attachments
Open message (only)
Right click on attachment
“Save as” attachment to Desktop
Go to Desktop
Outlook Express
Tools/Options
For max security
Read
set to “read all messages in plain text”
Send
Outlook Express
Tools/Options
to stop attached pictures appearing in
sent message
Send
“plain text” or “HTML”
then go to HTML settings
Outlook Express
Tools/Options
To stop seeing their message in your
reply
Send
Uncheck “include message in reply”
To save sent messages
Send
Check “save copy of sent messages in “sent
Outlook Express
Folders
Create New Folders
to store messages so they can be found File/New/Folder and choose a name
e.g. Family; friends; holidays; genealogy etc
Move wanted e-mails into chosen folder
delete the others
avoid a large & ever-increasing Inbox
Empty Deleted items regularly
Right click on Deleted Items and accept “empty
Router Security
new risk Feb 07
Attack is on router – not PC
redirects to “bad” Domain Name Server
Router comes with default password
usually “admin” or “default”
Find router’s browser address
