Electronic Mail (E-Mail) Basics

Do you know anyone who doesn't use email? Email is as common as having a telephone for just about all of us. There are about two billion email users around the world. In 2012, Google said it had 425 million email users worldwide, and Microsoft said it had more than 360 million Windows Live Hotmail customers. And most of us have more than one email account—one at work and a few for our personal use at home. It used to be that email was the first network application that we used. Today, it's probably the Internet.

Lucky for us, email is pretty simple and straightforward to set up and use. That is, until we run into a problem and our Internet Service Provider (ISP) or someone at a helpdesk asks us for some technical formation on our email "configuration" and setup. That's when we realize we know very little about e-mail and how it works.

This article touches on a few key terms that are related to our email. One thing you may be surprised to learn is that our email is directly tied to the TCP/IP protocol, which is at the heart of networking, the Internet, our IP address and email.

The Basics.

E-mail stands for "electronic mail," and it was developed long ago (not long after computer networks were first created) when people who were on the same computer networks figured out there had to be way to send electronic messages to each other. Since those messages took the form of letters or notes, they were called e-mail.

Today, all ISPs offer email services, and there are websites that aren't ISPs that offer email services, called "Web-based email." That's why you can have an email account with your email provider with Google or Yahoo, which are Internet portals. 

Sender to recipient. 

The e-mail program you use is technically referred to as an e-mail application or e-mail client. It's the program (Outlook, Gmail, or Yahoo, for example) that you've chosen to use to get an email in the email system and on its way.

Here's a technical distinction: If you use Gmail, you're using a Webmail client—your "client" is your Web browser. If you're using a specialized program NOT on the Web, such as Microsoft Outlook, you're using a specialized email client.

Your email client or program, once you log in to it with your username and password, takes care of sending out your messages and downloading messages that have been sent to you. When you send someone an email, it leaves your computer and is stored on a computer called an "email server," which runs email server software. When you finish up an email and hit "Send," something called the "mail transfer agent" (MTA) picks up your message and starts it on its way. Eventually it ends up at the recipient's own MTA.

Your MTA is your computer's software for interacting with the email server, and it runs at the TCP/IP application layer.

Moving your message. 

Still, your MTA doesn't know how to send your message to your recipient's MTA. This process is handled by something called "Simple Mail Transfer Protocol" (SMTP), which is part of the TCP/IP protocol. SMTP is the protocol that all computers use to traffic an e-mail, and it's the protocol that e-mail servers use to send messages across the TCP/IP network. Lucky for us, this all takes place behind the scenes, and we don't need to understand or operate SMTP. The SMTP process doesn't send an email to the receiver's computer directly, but to the MTA, which puts it in the user's mailbox. It's up to the email recipient to open their email account, check their inbox and retrieve their messages. The email delivery system takes place even if the recipient's computer is off, or if it has changed locations. That's why you can check your email at home, in your office or in a hotel.

Okay, so an email message has reached your mailbox and is on your email server. So how does it get to you? There are a few ways this happens, and it's usually a combination of several protocols working together. The processing of downloading your messages from your mailbox requires a special protocol that can retrieve messages sent to your email address. The "Post Office Protocol" (POP) and "Internet Message Access Protocol" (IMAP) take care of that.

What you need to know about Internet Service Provider (ISP)

An Internet Service Provider (ISP) is the industry term for the company that is able to provide you with access to the Internet, typically from a computer. If you hear someone talking about the Internet and they mention their "provider," they're usually talking about their ISP. Your ISP makes the Internet a possibility. In other words, you can have shiny computer with a built-in modem and could have a router for networking, but without a subscription with an ISP, you won't have a connection to the Internet. 

For the typical homeowner or apartment dweller, the ISP is usually a "cable company" that, in addition or offering a TV subscription, also offers an Internet subscription. You don't get both for the price of one, however. You can get just cable TV or just high-speed Internet, or both. 

An ISP is your gateway to the Internet and everything else you can do online. The second your connection is activated and set up, you'll be able to send emails, go shopping, do research and more. The ISP is the link or conduit between your computer and all the other "servers" on the Internet. You may feel like you're talking to your mom directly through email, but in reality it's more "indirectly." Your e-mail goes from your computer, to the ISP servers, where it's sent along to its destination through other servers on the network. 

Of course, that's its "electronic" path: the transmission is still virtually instantaneous. Every home or organization with Internet access has an ISP. The good news is, we don't all need to have the same provider to communicate with each other and we don't have to pay anything extra to communicate with someone who has a different ISP. Whereas just about anyone can have a website, not everyone can be an ISP. It takes money, infrastructure and a lot of very smart technicians. Your ISP maintains miles of cabling, employs hundreds of technicians and maintains network services for its hundreds of thousands of subscribers. Depending on where you live, you typically have a choice of ISPs.

Types of ISP

In the 1990s, there were three types of ISPs: dial-up services, high-speed Internet (also referred to as "broadband") offered by cable companies, and DSL (Digital Line Subscribers) offered by phone companies. By the end of 2013, dial-up services were rare (even though they were cheap), because they were very slow and the other ISP options were typically readily available and much, much faster.

How important is backing up of your files?

As we become more dependent on technology to help accomplish our everyday tasks, we tend to forget how easily the information stored on our computers can be lost. Imagine what would happen if your computer was misplaced, damaged, or even stolen. Would you lose any important music, documents, photos, or other files?

While it may be possible to repair or recover your computer, the files could be lost forever. You can protect your files from accidental loss by creating a backup on an external hard drive or online backup service. Should anything happen to your computer, you can rest easy knowing your files are still safe and secure.

External Drive

One of the easiest ways to back up your files is to copy them to an external hard drive. You'll need to purchase an external drive to get started. Western Digital, Lenovo and Seagate produce some of the most popular external hard drives. Conduct some research on which product best suits your storage needs, or ask a computer sales representative for recommendations. Keep in mind that an external hard drive is subject to the same risks as your computer, including fire, theft, and accidental damage. Thus, it is important to keep your drive in a secure location (away from your computer) when not in use.

Backing up files manually

If you only want to back up certain files, you can copy them directly to an external hard drive. This is an easy way to protect your most important files and folders, like certain documents or an important project.

• To back up a file or folder, connect the external hard drive to your computer, then simply click and drag the desired items to the external drive. A copy will now exist on both the computer and the external drive.

Backing up files automatically

While it's easy to copy files and folders to an external hard drive, it's also easy to forget. You never know when you might need to access your files, so you'll want to back them up regularly to make sure you always have a copy of the most recent version. To simplify the process, most computers can automatically back up certain files or even your entire hard drive.

• Using Windows
  Windows Backup (also known as File History in Windows 8) allows you to create automatic copies of certain files or folders. You can also use Windows Backup to save a system image, which creates a backup of your entire hard drive, including your files and any applications you have installed. Check out Windows Backup and Restore from Microsoft to learn more.
• Using Mac OS X
  When active, Time Machine automatically creates a backup of your entire hard drive, including your files and applications. If something goes wrong, it's easy to restore your computer to a previous date and pick up right where you left off. Visit Mac 101: Time Machine from Apple to learn more.
  

If you choose to back up your entire hard drive, the initial backup could take several hours. Select a time when you do not need to access your computer—overnight usually works best. Additional backups should be scheduled on a regular basis, but these will usually take less time because the drive will only need to copy your most recent files. 

Backing up your files online 

Even if you back up your files regularly on an external hard drive, it's still possible to lose your data. For added security, you can also back up your files in the cloud. Learn more about cloud storage here. When you store something in the cloud, it's saved online to servers instead of a hard drive. The main advantage of cloud-based storage is that your files are much less vulnerable to risks like theft or accidental damage.

Backing up files online (manually)

If you want to back up a few files or folders online, you'll need to sign up for an account with a cloud-based storage service. Most services will give you a small amount of free storage, which should be enough to store your most important files. You can also buy additional storage for a monthly fee. Best of all, you'll also be able to access your files from any device with an Internet connection and share files with your family, friends, and coworkers. Learn more about some of the most popular cloud-based storage services below:

• DropboxDropbox is a simple way to back up your most important files online. Dropbox offers 2GB (gigabytes) of free storage and allows you to share files and even entire folders with anyone you choose.
  
• Google DriveGoogle Drive is a cloud storage service from Google, offering 5GB of free storage. From Drive, you can also access Google Docs, which allows you to create, share, and collaborate on documents, spreadsheets, presentations, and more. 
• OneDriveOneDrive (previously called SkyDrive) is a cloud-based storage service from Microsoft, offering 7GB of free storage, more than most cloud-based services. You'll also have access to Office Online, a free online version of Microsoft Office that includes Word, Excel, PowerPoint, and OneNote.

Backing up files online (automatically)

While simple cloud-based services are great for backing up your most important files, it can be easy to forget to back up your files regularly. If you want to automatically back up a lot of files or even your entire computer, you'll need to purchase storage from an online backup service. The amount of storage provided by these services varies, and you will have to pay a monthly or annual fee for adequate space. While these options may seem expensive, they often cost the same as an external hard drive while offering the added security of storing your files in the cloud. Learn about some of the most popular online backup services below:

• Carbonite
  If you don't want to think about backing up your files, Carbonite's automatic backup service ensures that all of your files are always up-to-date. Carbonite has no limits on the amount of storage you can use, beginning with basic service for $59.99 per year.
• Mozy
  If you want more control over when your files are backed up, Mozy offers both automatic and scheduled backups. It has a variety of monthly pricing plans to suit your storage needs, offering 2GB of free storage and additional space starting at 125GB for $9.99 per month.
• iCloud
  Unlike Mozy and Carbonite, iCloud is specifically designed to back up Apple apps, including documents created with iWork applications (Pages, Numbers, and Keynote), as well as content downloaded from iTunes and the App Store. Any apps, music, movies, or TV shows you purchase are automatically backed up if your computer is lost, damaged, or stolen. You can also use iCloud to back up your content and settings for any iOS devices, such as iPhones and iPads.

One drawback to online backup services is that the initial backup can be very slow—it may take days, weeks, or even longer to upload all of your files. However, subsequent backups should take much less time.

What Security Measure do you make use of?

The first step to safety

Most people don't put a lot of thought into creating a password. It's usually easiest just to create a short, easy-to-remember password, or even just to use the same password for every account you have. After all, the average person probably won't be able to guess your password. However, hackers often use password-cracking software that can keep testing many different passwords until they find the correct one, and they can easily crack weak passwords. By creating strong passwords, you can greatly reduce the chance that your personal or financial information will be stolen.

Many people create passwords based on their spouse's names, a hobby, or a simple pattern, since those types of passwords are easy to remember. Unfortunately, they are also very easy for hackers to guess. To create a strong password, you will need to avoid these types of common mistakes.

Review the infographic below to learn some common password mistakes.

Tips for creating strong passwords:

• Never use personal information such as your name, birthday, or spouse's name. Personal information is often publicly available, which makes it much easier for someone to guess your password.
• Use a longer password. Your password should be at least six characters long, and for extra security it should ideally be at least 12 characters (if the site allows it).
• If you need to write down your passwords, keep them in a secure place. It's even better if you encrypt your passwords, or just write down hints for them that others won't be able to understand.
• Don't use the same password for each account. If someone does discover your password for one account, all of your other accounts will be vulnerable.
• Try to include numbers, symbols, and both uppercase and lowercase letters (if the site allows it).
• Avoid using words that can be found in the dictionary. For example, "swimming1" would be a weak password.
• Random passwords are the strongest. Use a password generator instead of trying to think of one your own.
• Random passwords are more difficult to remember, so create a mnemonic device. For example, "H=jNp2#" can be remembered as "HARRY = jessica NOKIA paris 2 #". This may still seem random, but with a bit of practice it becomes relatively easy to memorize.

Using password managers

Instead of writing your passwords on paper where others can easily see them, you can use a password manager to encrypt and store them online. Some password managers can also generate random passwords, making your information even more secure. Examples of password managers include LastPass, KeePass, Firefox's password manager, and Chrome's password manager. For example, when using LastPass you will first need to install the LastPass browser plugin. Whenever you type a password on a website, the browser plugin will ask you whether you want to save it. The next time you go to the website, LastPass can automatically enter the password for you. If someone else wants to use your computer, you can simply log out of LastPass to prevent the other person from accessing your information.

Speed Up Your Workflow with the Tab Key

Your keyboard can do a lot of things that your mouse can do, and in many cases it can do them more quickly. With a couple of quick keystrokes, you can close programs, copy and paste, select text, and more.

The Tab key isn’t just used to indent text. Many programs and websites allow you to use it to jump to different parts of the screen. For example, let’s say you’re signing up for a Facebook Account. You’ll need to type your first name, last name, email address, password, etc. into different boxes (called fields), as in the image below:

Here’s the way you would do it if you were using the keyboard and mouse:

• Type your first name.
• Grab the mouse and click on the next field.
• Type your last name.
• Grab the mouse (again) and click on the next field.
• Type your username.
• Grab the mouse (yet again!) and click on the next field.
• etc.

That gets pretty tedious if you’re filling out a dozen or more fields. But there’s a faster way: Simply press the Tab key to move to each field. Here’s what that would look like:

• Type your first name [Tab]. Type your last name [Tab]. Type your username [Tab].

That’s much faster! In many cases, you can fill out the entire form without even picking up the mouse. If you get to a drop-down menu (for example, to select the month of your birthday), you can often just type the first letter of the word you’re looking for. If your birthday is in July, you can type the letter “j” several times until “July” is selected, then press Tab to move to the next field.

What if you make a mistake? Just use the Tab key’s companion shortcut, Shift+Tab, to move the cursor to the previous field. If you hold Shift and press Tab several times, the cursor will continue moving backwards through the form until you get to the field that you want to change.

Where else can you use the Tab key?

One of the great things about the Tab key shortcut is that it is supported by many, many programs. Below are some situations where you might use it:

• Email: When composing an email, you can use the Tab key to move between the To, Subject, and Body fields. This works with email programs like Outlook, as well as web services like Gmail.
• Spreadsheets: If you’re using Excel or Google Spreadsheets, you can press the Tab key to move to the next cell in a row. You can also press Enter to go to the next row. This allows you to enter a lot of data very quickly.
• Switching programs: If you’re using Windows, you can hold the Alt key and press Tab one or more times to switch to a different program. If you’re using a Mac, you can do this by holding Command and pressing Tab.

These are just a few examples. Have you found other places where the Tab key is useful? Let us know in the comments!