=========================================== 9 EMAIL ====================================================== LA-482 ELECTRONIC MAIL ---------------------- A - electronic mail background ------------------------------ - also known as 'email' - how email originated - copying files from one user area to another - formalized as electronic mail - two primary capabilities from email - asynchronous communication - convenient interface to other computer functions - email systems are engineered in a number of ways - mainframe-based email - this is how we used to do email in la-482, using the VM/CMS (PSUVM) mainframe - network-based email - this is more modern technology, and is how the Penn State access system does it - our access email system follows a protocol known as POP3 (post-office protocol) and is sometimes called POPmail B - electronic mail system concepts ------------------------------------ - client/server systems - most internet-based information/communication systems are based on the client/server model - a server is a program that performs a service, such as getting data, routing electronic mail, finding addresses, etc. - a client is a program that a human runs to access a server - there are different clients, offering different extended capabilities and running on different types of computers - we will be using EUDORA under MS-Windows - with electronic mail, the server is acting like a 'post office' - it performs delivery, storage, etc. of email - under client/server a human runs a program (called an email client) and gives it the address of a server where the human has an email account - email accounts - they are like addresses (post-office boxes) - they follow different standards, but usually consist of a userid and a machine address gms@psuvm.psu.edu gja2@psuvm.psu.edu gms@psu.edu santoro@farman.cac.psu.edu - these are separate addresses, although some email systems allow you to auto-forward email to other addresses - any electronic mail system that is connected to the Internet enjoys the capability of exchanging email with any other Internet-connected email system - although some email systems are not connected to anything else - usually for security reasons - SO -- the bottom line with electronic mail is that you need - an account on some server - which gives you an address (userid/machine-name) and an incoming mailbox - an electronic mail client, which you connect to the server hosting your account C - Electronic mail function concepts ------------------------------------- - your electronic mailbox - when mail is sent to you it is stored by the server, until you use a client to collect it - when you collect it, it is downloaded to your client and is stored on disk - in the labs your floppy disk will be used for this - there may be a capacity limit or a time limit - so be sure to check with your server regularly - connection only open when transferring mail - you can process acquired mail or create new mail locally - then send it when ready (and when connected) - any computer file can be sent via electronic mail - normal mail is text-based - but 'attachments' (non-text files) can be sent - we will be doing this - some useful files on the library disk:  - show stuff on class web page about email D. Preparing your account ------------------------- (*** this stuff may have been covered previously ***) - formatting your disk - only do this once - we will explain more about formatting later (*** explain how to change passwords ***) - telnet to bell.cac.peu.edu to change password - labs will have special icon for this - changing password activates your account E. Launching EUDORA ------------------- - launch MS-Windows - open Access folder - stick disk in drive A: - launch Eudora - if this is your first time in EUDORA it may ask to copy some files to yur disk - you may also be asked to add your user information - userid@psu.edu - your name D. Composing and sending a note ------------------------------- - select NEW MESSAGE under MESSAGE menu - fill in important fields - type in message - select SEND E. Checking for incoming mail ----------------------------- - acquire mail from server with CHECK MAIL under the FILE menu - you will be asked for your password - mail will be downloaded and placed in your IN mailbox on your disk F. Mailboxes ------------------ - mailboxes are special files that store email - incoming, and unprocessed, mail comes to your IN mailbox - there you can do things to it, toolbar buttons act on the mail you are reading - you can create mailboxes to manage your collection of mail - if you wish, outgoing mail can be stored in OUT - deleted mail goes to TRASH (until you quit Eudora) - read mail - print mail - reply privately or to all recipients - forward or redirect mail - erase mail - move mail to another mailbox (transfer menu) G. Configuration ---------------- - this is where eudora remembers things about you - after set, this info is stored with your mailboxes - also program options are set here - name of server, etc. H. Sending mail with attachments ----------------------------------- - you can set attachments to always be received to a particular location - text attachments - binary attachments - use binhex I. Finding someone's email address ---------------------------------- - PHonebook servers (PH) - two useful files, both from library disk (misc) email.address (split into separate files) netmail.guide J. Other Stuff --------------- - signatures - creating aliases and mailing lists K - communicating through the computer --------------------------------------- - why this is important - massive international initiative to provide high-speed computer-mediated communication - USA: Clinton/Gore National Information Infrastructure initiative file: NII AGENDA on library disk - world leaders believe this will revolutionize business, education, society - produce a change whose impact is at least as great as that of the industrial revolution - etiquette - CMC allows for unprecidented worldwide communication among people - certain guidelines for etiquette are important so all does not fall under its own weight - check incoming email frequently - receive email to disk even if you are not going to read it - so public spooler disk is available for others - respond to email in a timely manner - Keep paragraphs and messages short and to the point. - Focus on one subject per message. - Be professional and careful what you say about others. E-mail is easily forwarded. - Cite all quotes, references and sources. - Limit line length and avoid control characters. - Follow chain of command procedures for corresponding with superiors. (For example, don't send a complaint via E-mail directly to the "top" just because you can.) - Don't use the academic networks for commercial or proprietary work. - Include your signature at the bottom of E-mail messages. Your signature footer should include your name, position, affiliation and Internet and/or BITNET addresses and should not exceed more than 4 lines. Optional information could include your address and phone number. - Capitalize words only to highlight an important point or to distinguish a title or heading. *Asterisks* surrounding a word also can be used to make a stronger point. - Use discretion when forwarding mail to group addresses or distribution lists. It's preferable to reference the source of a document and provide instructions on how to obtain a copy. - It is considered extremely rude to forward personal email to mailing lists or Usenet without the original author's permission. - Be careful when using sarcasm and humor. Without face to face communications your joke may be viewed as criticism. - Respect copyright and license agreements. - When quoting another person, edit out whatever isn't directly applicable to your reply. Including the entire article will annoy those reading it. - flaming - what it is -- avoid it - human styles - the 'composer' versus the 'hacker' composer: every note send as if a formal letter hacker: may misspell words on purpose, etc. 'R U there?' - smilies - and other inflection carriers SMILEY TXT on library disk - accents: - capitalization - asterisks - underscores - (:-) (;-) - acronyms: IMHO BTW FYI L - Electronic Mail issues -------------------------- - these issues cover all forms of computer-mediated communication - electronic mail - online conferencing - interactive conferencing - privacy - do not assume you have any - some companies routinely snoop employees files and email - when you send email, and especially if you post to a conference, you are publishing yourself - prodigy cases - individual email censored - cooperating with police on investigation regarding libel suit against a member - authenticity - email can be forged - note that with current digital messages even voice, videotapes and even pictures are suspect - harassment - it is possible to harass someone via email - laws are still vague, but prosecution possible - anonymity - there is no true anonymity, so do not assume anonymity - some 'anonymous' servers exist, but there are holes - how do you know that the other person is being straight with you? - censorship - some universities and access providers are filtering (censoring) conferences M - Social Effects of Electronic communication ----------------------------------------------- - telecommuting - as of summer of 1993 almost 13 million people are telecommuting to work at least on a part time basis - office is a virtual workplace defined by communication channels - changes workstyles for business and employee - business: - adopt management and supervision styles that work well with telecommuting. For example: - project planning with clear assignments, deliverables and due dates - online meetings - timesharing for office space - employee: - greater options for child rearing - greater options for home location - less commuting expense/hassle - can control time better neg: - less social contact - blurring of home/work roles - can lead to overwork - maybe less advancement opportunity - online classes - many courses now include CMC component for interaction - as well as standard correspondence course components (text, audio, video) - online medical records - allow physicians immediate access to medical records to assist patients - some monitoring possible from home, office visit not necessary - social isolation - social isolation removed for those who are prisoners at home - elderly, those caring for homebound, handicapped - special input/output hardware can help handicapped - social stratification - possible creation of 'haves' and 'have nots' - Perots 'electric town hall' - community networks are one solution - creation of a worldwide community of minds - socio-political boundaries are breaking down - example: aborted Russian coup - more later when we talk about social effects of computer technology