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Advanced E-mail Tips



CC and BCC are for Carbon Copy and Blind Carbon Copy. They are used to send one message to more than one person. BCC is to send to more than one person without all of the recipients knowing whom else it was sent to. Separate addresses with a semicolon or use the {Enter} key. If BCC or CC are not shown when you compose a message then you should first open a new message and then follow the proper steps below.
Outlook- Click View and BCC Field to display.
Outlook Express- Click View and All Headers
Eudora- BCC field will always be there
Netscape 2/3- Click View and BCC Field
Netscape Communicator- Click the TO: box and a drop down list will appear with CC and BCC listed

Reply and Reply All are used to send a response message to a letter that was sent to you. Reply All is used to send a reply message to one that was sent to you and many others and you want your reply to go to the original sender and all of the other addresses that the first letter was sent to. This will make your response visible to multiple people and therefore is not recommended for private use.

Forward Message is used to re-send a message that was sent to you. Most E-mail clients will also re-attach any attachments to the original message to your forwarded message. Attachments are files that are sent along with a message which are either too large to fit in a message or are not text and need to be transferred another way. Proper Netiquette is to ask a person if they want an attachment before sending it. Also include what the file is and how the person can view it. The sender should make sure the recipient has a program that will allow them to see the file on their machine and if not, suggest to them what to use. Sending overly large attachments without warning or instructions is inconsiderate to the person receiving the message. This can slow down their machine, their e-mail, and take up valuable time if they have to search on their own to figure out how to view a file. Do not place a picture or design inside your email unless you know the person receiving it is using the same email client. Fonts, Colors, Pictures, and Designs that look good on one mail application may not be visible at all in another.

Sending Attachments is easy if you know what file you want to send and where that file is. Open a New Message, enter the recipientís name, give the message a subject, and follow the proper instructions below for the mail client you are using.
Outlook and Outlook Express-Click the Attach Button at the top or click on Insert and select File Attachment from the list.
Eudora- Click on the Paperclip icon at the top or click on Message and select Attach File from the list
Netscape- Click the Attach button at the top or click on File and select Attach File from the list

A new window will pop up asking what file to attach. Click on the drop down box after Look In and choose the directory and file from your hard drive. Click the Attach button and send the message as you normally would. Depending on the size of the attachment, the sending process may take a few minutes. If you have more than one attachment to send, it is better to send them in separate messages than to attach them all to one since many email clients do not handle multiple attachments.

Receiving Attachments is simple if the sender has included instructions. You will know an attachment is received if an image of a paperclip appears next to the message information in your Inbox. Open the message as you normally would. Once opened, Double Click the File Name or the Icon and the attachment will open. If the attachment is in a format your computer does not recognize, it will ask you what you wish to use to open it. Contact the person who sent the message and ask for further instructions.

Saving Attachments can be done in most E-mail applications by right mouse clicking on the file or the link to the file and choosing Save from the list. You can then select a place on your hard drive to save the file to, or save it to a diskette. Remember where you saved the file so that you can retrieve it later.

Address Books provide a convenient place to store contact information such as an E-mail Address for easy retrieval. This saves you the task of keeping track of them by hand or by memory. Below you will find a list of programs and instructions on setting up an address book. Microsoft Outlook-You may be required to add the Personal Address Book to your Outlook if it is not currently installed. To do so, click on Tools, Services and Add. Select Personal Address Book and Click OK. On the next screen Click Apply, OK, and Ok again. Close your Outlook and re-open it for changes to take place. To add a name to your address book, click the Address Book icon and choose the New Entry from the File list. Choose Internet E-mail Address from the list and Hit OK. Enter the person First and/or Last Name as well as the E-mail Address. Next, hit OK and close the Address Book if you are finished adding names.
Outlook Express- To add a name to your address book, click the Address Book icon and choose the New button and select Contact from the list. Enter the person First and/or Last Name and then skip down to E-mail Address. Type in their address and hit Add. Then hit OK.
Eudora- To create an address book entry in Eudora, click on Tools and Address Book. Under Eudora Nicknames, click on New and type the name of the person you wish to store an address for. The right side of the screen will now change and you will have a cursor under an Addresses Tab. Type in the e-mail address of the person and then close the window by choosing File and Close or clicking the X in the upper corner. Save the entry when prompted.
Netscape Communicator- Click on Communicator and choose Address Book. Select New Card and fill in the appropriate data.

In most cases when you want to E-mail from an address book, compose a new Message and click the Address Book icon. Double Click the name(s) of the persons you wish to send to and then hit OK. Enter the subject and text of your message and hit Send.

Distribution Lists and Groups are used to send a message to a group of people by creating a mailing List or Group containing their names. In short, it is a list of people in your address book that you send the same messages too so often, you bundle their addresses together so that you do not need to select them individually from your address book. Once created, you just type the List or Group name in the TO: box when you send messages. You can create multiple Lists, and addresses can belong to more than one List. To create a List, you must first have added the addresses to the address book.
Outlook- Open the Address Book and click on New Entry and select Personal Distribution List. Type a name for the List you wish to create. Click the Add/Remove Members button and pick the addresses you wish to include in this specific List. Click the OK button and click OK again and you are ready to send to your List.
Outlook Express- Open the Address Book and click on New and select Group from the list. Type a name for the Group you wish to create. Click the Select Members button and pick the addresses you wish to include in this specific Group. Click the OK button and click OK again and you are ready to send to your Group
Eudora- To create an address book entry in Eudora, click on Tools and Address Book. Under Eudora Nicknames, click on New and type the name of the Group you wish to make a list for. The right side of the screen will now change and you will have a cursor under an Addresses Tab. Type in the e-mail address of each person and hit {Enter} between addresses. Then close the window by choosing File and Close or clicking the X in the upper corner. Save the entry when prompted.
Netscape Communicator- Click on Address Book and New List. Type a name for the list you wish to create. Type in the e-mail addresses in the proper blanks for the people you wish to be on the list. Hot OK when finished.

E-mail Options and Preferences



Most E-mail clients come with an Options or Preferences section so that you can customize E-mail to your liking. These are found most often under Tools and Options or Edit and Preferences. These preferences can let you customize your E-mail for what you want to accomplish. You can sometimes have the Email client play sounds or flash screens alerting you that you have new mail. You can also make signature files, select settings for how often to delete old messages, whether to save passwords, or whether you want to include parts of an original message when replying. For more details on what your E-mail Client is capable of, click on the Help Files and read about the many features available.


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  Today is Sunday, April 20, the 110th day of 2014. There are 255 days left in the year.

1864 -- 150 years ago: The attention of contractors is called to proposals for building a magazine. The building is to be erected on the south side of the island, above the railroad, nearly opposite Sinnit's ice houses.
1889 -- 125 years ago: Ladies patent leather tip shoes were selling for $3 at the M & K store, and men's spring overcoats were advertised at $7.50.
1914 -- 100 years ago: Fred Feuchter, of Davenport, was elected president of the Tri-City Post Office Clerks club, and Joe Goldsmith, of Rock Island, was named secretary treasurer.
1939 -- 75 years ago: Mass vaccination of more than 1,600 employed of the Rock Island Arsenal has been ordered by Col. Norman Ramsey after a 13-year-old daughter of the Arsenal manager became ill with smallpox.
1964 -- 50 years ago: The 1964 Scout-O-Rama of the Sac-Fox Council of Boy Scouts closed a two-day session last evening at the Rock Island Armory with 5,000 paid attendance.
1989 -- 25 years ago: "From the horse and buggy days ... to this" said Mercer County Sheriff Marvin Thirtyacre, waving his hand to indicate the sheriff's department facilities at the new $1.5 million Mercer County Jail in Aledo.




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