Chapter 1
Using the Electronic Mail Services (Email)

This chapter gives you a brief overview on using the electronic mail (E-mail) services with the use of Outlook Express as the mail client.

1.1 Setting up the E-Mail Account

The example given here applies to users who are under the Electronic Government system. Other users may have different information. Please refer to the letter issued by the respective authority. However, the setting up process will be the same.

For example: Please take a look at Ahmad Zulkifri’s information below, this information has been given by KIT. Using the following given information, then his e-mail setting configurations should be as shown below;

Login Name: Ahmad.Zulkifri

Password: eg9999

Email Address: Ahmad.Zulkifri @sabah.gov.my

Outgoing mail (SMTP) server : smtp.sabah.net.my

Incoming mail server : mail.sabah.gov.my

 

 

Step 1: From the Tools menu in Outlook Express’s window, choose Accounts and the screen as in Figure 1.1will pop-up.

 

                                                                                                              Figure 1.1

 

Step 2: Tab to Mail category. Go to Add button and Mail (See FIgure 1.1).

Step 3: Type in your name in the Display name box (see Figure 1.2) as given in the activation letter by Sabah.Net (Sabah Net Sdn. Bhd. or Unit Kemajuan IT). Please refer to Figure 1.2

Figure 1.2

Step 4: Click Next and choose ‘I already have an email address that I’d like to use’. Then type in the email address as given by Sabah.Net or Unit Kemajuan IT (see the example on Figure 1.3).

 

Figure 1.3

 

Step 5: Click Next andtype in your email server name (as what has been given by Sabah.Net or KIT). For further information about the exact setting for your mail server, please refer to section 1.3

 

Figure 1.4

 

Step 6: Click Next button and type in the name for your account, as shown in Figure 1.5. If you want the computer to remember your password,  please tick ‘ Remember Password’ and just type in your password, and if not skip this window and go to the next step.

Figure 1.5

 

Step 7: Click Next and you will be informed that you have successfully set up your email account.

 

Figure 1.6

 

Step 8: Lastly, click Finish and you will be able to see the screen as shown in Figure 1.7 with the complete informations about the account that you have just created. Please proceed to section 1.2. if you want to change the setting for the account name that you just created (see the wording in blue color)

 

Figure 1.7

 

 

 

1.2 Change setting name for the email account

Step 1: Go to Tools, and choose Accounts (Figure 1.8 will pop-up), then tab to the ‘Mail’ category. Click Properties and you will see the following screen, as shown in Figure 1.9.

Figure 1.8

 

Figure 1.9

Step 2: Please type in your email address (as shown in the above screen) and tick ‘Include this account when receiving mail or synchronizing’, then click the Apply button.

Step 3: Tab to ‘Servers’ category and make sure that the ‘Incoming’ and ‘Outgoing’ for your email is correct (please refer to Section 1.3 for more details), see the example on Figure 1.10

Figure 1.10

 

1.3 Configurations for Mail Server

In this section, you will be given a brief overview about the configurations/setting for your email account (depends on what type of email account you are using). It is very important for you to make sure that your email configurations are correct.

1.3.1 Configurations for Public Account (NET)

Incoming Mel Server: mail.sabah.net.my

Outgoing Mel Server: smtp.sabah.com.my

1.3.2 Configurations for Educational/Student (EDU)

Incoming Mel Server: mail.sabah.edu.my

Outgoing Mel Server: smtp.sabah.com.my

1.3.3 Configurations for Commercial (COM)

Incoming Mel Server: mail.sabah.com.my

Outgoing Mel Server: smtp.sabah.com.my

1.3.4 Configurations for Organisation (ORG)

Incoming Mel Server: mail.sabah.org.my

Outgoing Mel Server: smtp.sabah.com.my

1.3.5 Configurations for Government (GOV)

Incoming Mel Server: mail.sabah.gov.my

Outgoing Mel Server:smtp.sabah.net.my

 

1.4 Creating a Folder for each Email account

This section will explain to you on how to create a different folder for each different email account.

Step 1: Go to Folders pane and right-click your mouse, then on the menu choose ‘New Folder’ (see the given example in Figure 1.11). You will see the following screen as in Figure 1.12.

Figure 1.11

Step 2: Type in the name that you want to use to refer the folder. The click ‘OK’. See Figure 1.12

 

Figure 1.12

 

Please note, in Figure 1.13 you will be able to see the folder which you have just created.

 

 

Figure 1.13

 

 

 

 

 

1.5 Making Rules for Message(s)

This section describes you on how to set a rules for message(s) in each different mail account(s)(if you have more than one email account), so that for every new message(s) or email, it will be sent directly to the desirable folder. The following rules given may be vary from what you want or have (this is just an example so that you have a better understanding about it)

Step 1: Go to Tools, Message Rules and choose Mail.

Step 2: On the Message Rules menu (see Figure 1.14) click ‘New’ button and you will see the New Mail Rule screen

 

Figure 1.14

Step 3: Under menu 1 ‘Select you Conditions for your rule:’ please tick ‘Where the TO or CC line contains people’. Then go to menu 2 ‘Select the Actions for your rule:’ and tick ‘Move it to the specified folder’ (please note that right after you selected the ‘Condition(s) dan ‘Action(s), a new wording in blue color will appears in menu 3 – see Figure 1.15).

Figure 1.15

Step 4: In menu 3 ‘Rule Description’ click ‘contains people’ and you will be able to see the following screen (as in FIgure 1.16). Then type in your name or a word that you want to refer to (see the example on Figure 1.16) and click ‘Add’ & ‘OK’.

Figure 1.16

 

 

Step 5: Then click on the word ‘Specified’ and choose the Folder which listed in your ‘Inbox’ – the folder should be the one that you want to store the email for the chosen account (see figure 1.17).

Figure 1.17

If you didn’t see any folder(s) under your Inbox,  please click on the ‘New Folder’ button and type in the name for it.

Step 6: Click ‘OK’ and you will see the ‘New Mail Rule’ window (see Figure 1.18)

Figure 1.18

Step 7: Click ‘OK’ again and the Message Rules window (as in Figure 1.14) will pop-up. The click ‘OK

 

1.6 Retrieving and reading new message(s)

Step 1: Click ‘Send/Recv’ button in Outlook Express’s toolbars and choose ‘Send and Receive All’ (see Figure 1.19). Or you can click Ctrl+M on your keyboard.

Figure 1.19

 

Step 2: Key in your password in the password field and click ‘OK’ (see Figure 1.20)

 

Figure 1.20

 

For every new message(s) received, your account folder will changed color to ‘bold

 

Step2: Click the desirable folder to check/read your messages. See Figure 1.21

 

 

 

 

 

 

Figure 1.21

 

 

1.7 Composing a new message

When you create a new message or when you reply to or forward an existing message, you will get a New Message window so you can type the text of your message. To get this window first you have to follow this step:-

Step 1: Click on the New Mail button on your Outlook Express toolbar (see Figure 1.21), and the following message window (as shown in Figure 1.22) will pop-up.

 

 

Type your message here

 

Figure 1.22

Step 2: Type in the recipient(s) email address in the To field, or you can choose from the address book just by simply clicking on the To button.

Step 3: Type in all the necessary information and click the Send button.

1.8 Replying to a message

 

Step 1: Read the message you want to reply to.

Step 2: Click Reply if you want to reply only to the person who sent you the message. Choose Reply All if you want to reply to the person who sent you the message and also send a carbon copy (cc:) of your reply to everyone else that received the original message.

Step 3: You will now get the New Message window (see Figure 1.22). In the composition window, check the address area to make sure that the message is addressed the way you want.

Step 4: Type your message in the message composition area.

Step 5: Click ‘Send’ to send the message.
 

1.9 Forwarding a message

 

Step 1: Select the message you want to forward.

Step 2: Click Forward.

Step 3: Type the address of the person or mailing list you want to send the message to, or click Address in the toolbar.

Step 4: Click in the message area and type any remarks you want to include with the forwarded message.

Step 5: Click Send.

1.10 Attaching a file to a message

Step 1: Click New Message in Outlook Express’s toolbar

Step 2: In the composition window, click on this button (see Figure 1.22)

Step 3: Choose the file you want to include in the message.

Step 4: Click Attach.

Step 5: Lastly, click the Send button

Tip : To attach more than one file, simply hold the Ctrl key in your keyboard and select the file(s) you want to attach while still holding the key.

1.11 Deleting a message

Step 1: Select the header of the message you want to delete. To delete additional messages, hold down the Control (Ctrl) key and click on the additional messages.

Step 2: Right click your mouse and choose Delete.

1.12 Viewing and saving an attachment

Step 1: Click or highlight the mail which has an attachment and you will be able to view the contains of it in your preview pane. If the attachment is in MS Excel, Word or other format, then you have to click on this attachment button on the right side of your preview pane (see Figure 1.22), and click ‘Open it’.

Figure 1.23

Step 2: To save the file/attachment, simply click ‘Save Attachments’ and you will be able to see the following screen:

Figure 1.24

Step 3: Lastly click on the  ‘Save’ button.

1.13 Changing Password

The procedures listed here are for Electronic Government system users.

Users are recommended to change their passwords once a month for security reasons. To change you password, do the following:

Step 1: Launch Internet Explorer

Note: You may have to inform and email to [email protected] if you want to use the new password for modem dial-up access.

Step 2: Go to this site: http://mail.sabah.gov.my:8888. For non-Government users, please go to the User Account Management page and follow the steps described in that page.

Step 3: You will be prompted for your username and password. Enter your login name and current password and click OK.


Figure 1.25

Step 4: Under ‘General’ click on ‘Change Password (Dialup & Emai)

Figure 1.26

Step 5: Key in your User ID. Then key in your current password in the Old Password field and key in your new password in the last two fields.


Figure 1.27

 

Step 6: Click Submit button

Note: You may have to inform and email to the [email protected] if you want to use the new password for modem dial-up access.