Outlook
Mailing
Introduction to Email
• Email is abbreviated as electronic mail ¾
Email is used to exchange (i.e. send and
receive) mails across Internet.
• More plainly, e-mail is a message that may
contain text, files, images, or other
attachments sent through a network to a
specified individual or group of
individuals.
• From year 2000 onwards, electronic mail
was a preferred medium over postal mail.
Productivity tools: Email is usually packaged with a
calendar, address book, IM (instant messaging) and
more for convenience and productivity.
A valid Email is required to Access to web services
from shopping sites like Amazon, Flipkart. Email is also
Advantages required for social networking sites like Facebook.
of Email
Privacy: Your email is delivered to your own personal
and private account with a password required to
access and view emails.
Accessible anywhere at any time: You don’t have to be
at home to get your mail. You can access it from any
internet enabled computer or mobile.
• Email Server – It is either a Public Server or a
Private (Corporate) Server. The core difference is
that public Email server is administered and
managed by Internet companies like Google,
Yahoo etc., while the Corporate or Private
Components servers are managed and administered by In-
of E-mail house Administrators’ Team.
• The various protocols used for Email Service
Service are: { For Outgoing emails – SMTP (that is
Simple Mail Transfer Protocol) { For Incoming
Emails – POP3 (that is Post office Protocol
version 3) or IMAP4 (that is Internet mail access
Protocols version 4).
Email Protocols
The Protocols used in
Email Communication
is based on activities
like,
For Sending Email - SMTP
(Simple Mail Transfer
Protocol) is used
For Receiving Emails –
{ Either POP3 (Post Office
Protocol version 3), or
{ IMAP4 (Internet Message
Access Protocol version 4).
POP and IMAP
• POP3 is meant to be used if you own an individual device.
• While IMAP is designed to be used on different devices
How to access your There are 2 methods that can be used by user to
Access the Email They are
emails 1. Webmail
2. Email Client
• Webmail is a Web-based email browser, the
examples are Gmail, Yahoo mail and AOL (that is
America Online).
• An Email client is a computer program (or an
application) used to access user’s email
• The examples of Email client are Microsoft
Outlook, Mozilla Thunderbird and MAC based
Airmail.
The most popular Windows based email client
is Microsoft Outlook 2019.
• Outlook 2019 is part of Microsoft Office
2019 Productivity Suite.
Microsoft • Outlook is also technically known as MAPI
(Messaging Application Programming
Outlook Interface, is a Microsoft API that allows
2019 Windows applications to send and receive e-
mail.)
• Microsoft Outlook 2019 for MAC is available
to be utilized as an email client for Apple’s
MAC devices.
Outlook Email Signature
YOU CAN PERSONALIZE YOUR EMAILS WITH A SIGNATURE THAT
PROVIDES ESSENTIAL CONTACT INFORMATION THAT RECIPIENTS CAN
USE TO CONTACT YOU.
OUTLOOK SIGNATURE IS LIKE ATTACHING A BUSINESS CARD TO EVERY
NEW MESSAGE OR REPLY THAT YOU SEND TO YOUR RECIPIENTS
Data files
• An Outlook Data File (. pst) contains your messages and other
Outlook items and is saved on your computer.
• To check outlook files :
• This PC -> Documents -> outlook files
Types of data files
1. .Ost
2. .Pst
Backup and Restore
• Main reason to take backup is there are always chances to loss data.
• Backup can potentially useful when you lose your data.
User Interface for Outlook 2019
