HOW  TO  CREATE  AND  SEND  AN  E-MAIL



In the rest of these Mail sections I assume you have created an E-Mail Account (see previous section), have a live connection to the internet and have Mail open. Assuming YES to all of these requirements the next thing to do is Create An E-Mail. You could Receive An E-Mail first so that you can Reply to it, but here I will explain how to create an e-mail first.

To create an e-mail begin by clicking on the NEW MESSAGE button (the button with the pencil inside a square), located on the Mail toolbar. Doing so will open the New Message window (Fig 1.1).



Fig 1.0  Click on the NEW MESSAGE button to open the New Message window




Fig 1.1  The New Message window allows you to create a new e-mail

Although the New Message window might look daunting, with so many buttons and edit boxes on it, you actually only need to fill in its To, Subject and Message edit boxes when creating a new e-mail.

The TO Edit Box

The TO edit box requires an E-Mail Address - The e-mail address of the person you are writing TO in this case.

An e-mail address is used an Identifer - It tells your ISP's mail server (e-mail computer) where to send an e-mail to. It also acts as a User Name/Account Name. For example. In this example I will e-mail my friend Denise, whose e-mail address is denisecedar@yahoo.co.uk. When I send the e-mail it first goes to my ISP's mail server which checks it for viruses and so on before forwarding it onto the Yahoo mail server (Yahoo e-mail computer). My ISP's mail server knows to forward my e-mail onto the UK Yahoo mail server because of the yahoo.co.uk part of the e-mail address (known as the Domain Name).



Fig 1.2  Fill in the TO edit box with the e-mail address of the person you are writing TO

When the UK Yahoo mail server receives the e-mail, from my ISP's mail server, it knows to put that e-mail into the INBOX of the user called denisecedar. This is just the same as the post office knowing where to deliver a letter - They know by looking at the Postcode. The @ sign means AT. So the whole e-mail address reads: Denise Cedar AT Yahoo dot CO dot UK or put another way: User Name denisecedar has her e-mail stored on the UK Yahoo mail server. Yahoo is a COmpany in the UK, hence .co.uk.

The SUBJECT Edit Box

The SUBJECT edit box requires a Subject (e-mail title / topic / headline) - Something to do with the nature of the e-mail. If you were talking about a trip to Europe for example your subject might be European Tour, Train Information, Itinerary or whatever.



Fig 1.3  Fill in the SUBJECT edit box with a meaningful Subject (e-mail title / topic / headline)

As soon as you start typing your subject (e-mail title) into the SUBJECT edit box the title of the New Message window will automatically take the name of your subject. So New Message would become European Tour for example. This is so that you can identify the window, by its title, when minimizing and maximising windows in general. In this example I have changed the subject from "New message" to "E-mail test only".



Fig 1.4  The original title (subject) for this e-mail is: New Message




Fig 1.5  The original title (subject) for this e-mail has been changed to: E-mail test only

Some ISP's do not like to receive an e-mail without a Subject. They may think the e-mail is Junk Mail or a Virus and not send the e-mail any further. They might even send you an error message stating: "E-Mail had no Subject"...."Could not process this e-mail". So ALWAYS GIVE YOUR E-MAIL A SUBJECT.

The MESSAGE Edit Box

The MESSAGE edit box requires a Message, realistically with at least one word inside it. Normally though the message should be in the form of a small note or a letter.



Fig 1.6  Fill in the MESSAGE edit box with a Small Note or a Letter

Just the same as the Subject; Some ISP's do not like to receive an e-mail without a Message. They may think the e-mail is Junk Mail or a Virus and not send the e-mail any further. They might even send you an error message stating: "E-Mail had no Message"...."Could not process this e-mail". So ALWAYS GIVE YOUR E-MAIL A MESSAGE.

Now that the three edit boxes have been filled in, the last thing to do is click on the SEND button to actually send the e-mail to your ISP's computer for processing. The SEND button has the image of a 'Paper Aeroplane' on it.



Fig 1.7  Click on the SEND button to send the e-mail


MAIL  ACTIVITY  /  STATUS  BAR


After clicking on the SEND button look immediately towards the bottom-left side of the main Mail window, inside its Mail Activity window pane (status/progress bar), and you will see the status (activity / progress) of the Outgoing Message; which is the equivalent of the Windows Live Mail / MS Outlook status bar. In this example the e-mail I have just created (composed / written) is currently being sent.....without any problems.



Fig 2.0  The Outgoing Message (E-mail) called - E-mail test only - is being sent (denoted by the progress bar.

To make the Mail Activity window pane appear or disappear you need to click on the tiny square/triangle, toggle (off/on), button located on the bottom edge of Mail's main E-mail window pane (at the bottom-middle on its left column (e-mail pane), beneath where the Mail Activity window pane will sit).



Fig 2.1  Click on the tiny square/triangle, toggle (off/on), button to make the Mail Activity window pane appear or disappear.

If an e-mail cannot be sent, due to your broadband internet connection being offline (not live) for example, that e-mail will be put inside the special OUTBOX mailbox (Unsent E-mail folder) until the problem can be fixed (i.e. your broadband is working again). To view the unsent e-mail simply click on the OUTBOX mailbox (folder) and then select (click on) the e-mail. From here you could try and re-send the e-mail or simply delete it (examples not shown here).



Fig 2.2  The Outgoing Message (E-mail) called - E-mail test only - could not be sent and has therefore been placed in the OUTBOX mailbox




Fig 2.3  To view an unsent e-mail simply click on the OUTBOX mailbox (folder) and then click on the unsent e-mail

As mentioned earlier; If you try and send an e-mail that has no subject it might not make it to the recipients isp computer (mail server) because of it being classsed as Junk Mail or a Virus for example by your isp's computer (mail server). Furthermore, you will receive a message from Mail warning you of this.



Fig 2.4  The e-mail has no Subject - Are you sure you still want to send it out?

At this point you may be thinking that even though there is no subject in the e-mail, surely the title - New Message - should of been used as a default/standard subject when there is no subject supplied by you? Well that would of been a great idea if Apple were to think that way but unfortunately they only want your cash, not your "crazy ideas"!! Ironically, when you do add a subject to an e-mail the title of the New Message window inherits that subject; as mentioned above.

One good thing about Mail is that it will skip over any problem e-mails it finds in its 'E-mail Queue'. So if e-mail #1 has problems but e-mail #2 does not, Mail will disregard e-mail #1 (not send it out) before then sending out e-mail #2. Other e-mail clients (e-mail applications), such as those found on Windows, usually stop sending out other e-mails in their e-mail queue once they bump into a problem e-mail.

If an e-mail has no problems a copy of it will be sent to your isp's computer (mail server), when you click on the SEND button, ready to be checked and forwarded onto the recipient's isp computer (mail server). The original e-mail will be placed inside your SENT mailbox (folder) to serve as proof/evidence that a copy of it was sent.....to your isp's computer (mail server) only.



Fig 2.5  Your original e-mail has been placed inside the SENT mailbox (folder) - A copy of it has been sent to your isp's computer.

The reason I point out the just said is because it is important to realise that the e-mail gets sent to your isp's computer (mail server) first, ready for virus checks and so on, before being deemed safe enough to be forwarded (sent) onto the recipient's isp computer (mail server). The recipient's isp computer (mail server) then does similar virus checks and so on before allowing it to be downloaded by the recipient's mail client (e-mail application).

What the just said means is that somewhere along the line the e-mail can be stopped (blocked) due to it having NO SUBJECT and/or containing MALWARE (i.e. a Virus Infection). In other words, don't think whenever you click on the SEND button the e-mail must of arrived safely on the recipient's computer (in their INBOX) - They might not even know the e-mail exists because they never received it.

So just to clarify. You create an e-mail and then click on the SEND button. Your isp's computer (mail server) then verifies/authorizes the e-mail account details sent to it by the Mail e-mail application (i.e the john@click-wise.net e-mail account details). If all goes well the e-mail itself is then sent from your Mail's OUTBOX mailbox to the OUTBOX mailbox that resides on your isp's computer (mail server). Your isp's computer (mail server), after verifying the e-mail further (for Viruses and Spam/Junk content for example), then forwards the e-mail to the recipient's (Denise Cedar's) isp's computer (mail server). It in turn puts the e-mail into the recipient's (Denise Cedar's) e-mail account INBOX. When the recipient (Denise Cedar) then checks their e-mail using their Mail Client (e-mail application) they should find your e-mail inside its INBOX.