Chapter 10. Using Mail and Skype

In this section:

• Setting up an email account

• Opening your email inbox(es)

• Reading and replying to messages

• Forwarding a message

• Formatting text in a message

• View and save a photo attachment

• Creating and sending a new message

• Adding attachments

• Move a message to a folder you create

• Setting up Skype

• Adding a contact

• Saving a phone number

• Messaging with Skype

• Make a phone call to another Skype user

• Initiating a Skype video call

Email is a universal way to communicate with family, friends, colleagues, services providers, and businesses. Many people prefer to communicate this way over any other. With email, you have time to compose your thoughts, write them down, attach files, and keep a record of what you’ve sent and the replies you’ve received. You can also manage email messages that you want to keep by moving them to folders.

There are various ways to perform email tasks, but for the most part, either you read and manage email through a web browser (by going to the website of the email provider) or you use an email client. Windows 8.1 comes with a web browser called Internet Explorer 11, but it also comes with an email client, called Mail. Mail is likely already configured with your Microsoft account, and you’ll probably prefer it over any other email management option.

When email doesn’t suit your needs, you can use Skype. Skype also comes with Windows 8.1. With it, you can hold real-time text, phone, and video conversations with others. Skype is a newer way to communicate, and it’s a great way to have a face-to-face conversation with someone who you can’t (or don’t ever) see in person.

Setting up an email account

Mail may already set up with your Microsoft account. If that’s the case, when you open Mail you’ll see it there. However, you might have more email accounts than that, or, your Microsoft account might not be the one you use regularly. You may have an email account from other entities like Google, Yahoo!, AOL, Outlook, and so on as well. If you know that you have these additional account types, set them up now.

Set up an email account

1. From the Start screen, click the Mail tile.

   

2. Press Windows logo key+I to open the Settings charm; you’ll see Settings at the top once it’s opened.

3. Click Accounts.

   

4. Click Add An Account.

   

5. Click:

   1. The option that represents your email address or

   2. Other account if it isn’t shown. (If you click this, you may be prompted to select a type of account to add. If so, select an appropriate account type.)

   

6. Enter an email address.

7. Enter the password.

8. Click Connect.

   

Tip

Some accounts, like those from Google, will prompt you during setup to include (or not include) data you’ve associated with it, specifically data related to contacts and calendars. Click the options to include contacts and calendars, if you want to access that data from Windows 8.1.

Tip

The accounts that Mail supports are generally easy to set up, and the process is trouble-free. However, if at any point the steps here don’t work (and it isn’t due to a mistyped password or other mistake), contact your email provider for more specific instructions.

Opening your email inbox(es)

Mail obtains and holds the email you’ve received in a folder named Inbox. If you have multiple accounts, you’ll have access to multiple Inbox folders. When you open Mail, one of those Inbox folders will open, and if you have email, it’ll be accessible. You can choose a different Inbox easily and check email from multiple accounts quickly. You’ll learn how to do that here.

Open your email inbox(es)

1. From the Start screen, click the Mail tile.

   

2. If you know you’ve configured more than one email account click the folder icon in the bottom left corner of the Mail interface.

3. If you performed Step 2, click the email account you want to use.

   

4. Click any message to read it.

   

See Also

The section Reading and replying to messages, next.

Try This

By default, all email that is in your Inbox appears, even if you’ve read it. You can click the arrow beside All while in an Inbox to switch to Unread. Then, what you’ll see in the list are only emails you have yet to read.

Reading and replying to messages

While in the desired Inbox, you can read messages and, in most cases, reply to them. You can reply to just the sender or to the sender as well as others to whom the message was addressed.

Read a message

1. With Mail open, access the desired Inbox by using methods detailed already in this section.

2. Click the email to read in the left pane.

3. Read the message in the right pane.

   

Try This

While in an Inbox for a specific account, click the Folders icon that appears in the left pane, near the top. This will take you to the account’s folder list. This list contains the folders available and will include Inbox, Drafts, Sent, Outbox, and Deleted, and likely others such as Junk and Flagged. You can click any folder to access its contents.

Reply to a message

1. With a message displayed, click the Respond button.

2. Click Reply or Reply All.

   

3. Click Change to enter any additional email addresses.

4. Click at the top of the message pane, and type your message.

5. Click Send.

   

Try This

Right-click any message in an Inbox that you’ve already read. From the options that appear at the bottom of the screen, click Mark Unread if you want an email to look like it has yet to be read. The Mark Unread icon looks like two envelopes, one of which is open and the other, closed. You can also click Flag to place a flag on the message to cause it to stand out from others in the list. This icon looks like a flag.

Forwarding a message

Sometimes when you receive a message, you want to send it on to another person. This is called forwarding a message. To forward an email, you must choose the Forward option, enter one or more email addresses, and send the message. You can add an additional message to the original message when you forward.

Forward a message

1. With a message displayed, click the Respond button.

2. Click Forward.

   

3. Enter an email address.

4. Type a message.

5. Click Send.

   

Try This

When you reply to or forward an email, there will be a CC box available. Type email addresses here for recipients who do not need to reply to the email, but do need to be aware of it (such as a project manager or team member, for instance).

Tip

To remove an email address you’ve entered, with your cursor in the To or CC box, click the Backspace key twice on your keyboard.

Formatting text in a message

When you write text in the email body, whether it’s related to a reply, forward, or even a new message you create, you have access to formatting options. However, the formatting options are hidden to keep the Mail interface clean and uncluttered. You can access these options with a right-click of the mouse.

There are two ways to work with the formatting features. One way is to configure the formatting options before you start to type. When you choose this option, the formatting you configure will be applied to everything you type until you change it. The other way to configure formatting is to apply it to text you’ve already added to the message. When you do this, the formatting you choose is applied only to the selected text.

Format text in a message

1. Using the methods introduced so far, select an email and opt to reply to the sender. You’ll see the recipient’s name at the top of the email.

2. Click inside the body of the email, placing your cursor at the top of the reply area.

3. Right-click the screen.

   

4. Hover your mouse over the formatting options that appear to see what each icon represents. Here, the B will make text bold.

5. Click Bold.

   

6. Click where you’d like to type, and then type a few words.

7. Right-click again.

8. Click Italic.

9. Click where you’d like to type, and then type a few more words.

10. Select the words you typed by holding down the left mouse button and dragging over them.

11. At the bottom of the page, click Text Color.

12. Choose a color.

13. Click outside the text color window to apply it.

    

Try This

While writing a message, right-click and choose Emoticons. This is the icon with the smiley face. Then, pick a graphic to add to your email (like a smiley face, a shape, a food item, a mode of transportation, and more). Note the options that run across the top of the options that sort the emoticons into categories. You’ll need to click outside of the options to hide the emoticons pane.

Try This

While writing a message, right-click and choose More ... You’ll see options to save a draft of the email so you can finish it later, undo and redo, and clear formatting.

Opening attachments

People often attach files to an email. These files might be documents, pictures, or audio and video files. They might also be PDF files, Excel spreadsheets, or PowerPoint presentations, among other things. You generally click the attachment’s icon to see the options for opening and viewing it. Depending on what is attached and what apps you have installed on your computer, you might be prompted for which app to use to open it. You might also be prompted to view it online, download it, or save it to your hard drive. Here you’ll learn how to view and then save a picture that was sent as an attachment.

View and save a photo attachment

1. Open a message that contains an attachment, preferably a photo. It will have a paperclip to the right of the email.

2. If the item doesn’t download automatically, click it and then click Download (or other applicable option).

   

3. Repeat as needed. You may see additional file types; here, “Flying over the desert” is a movie file.

   Try This

   In any Inbox, position your mouse next to the messages in the middle pane and click in the check box that appears to select them. You can perform tasks on these selected items as a group, including deleting them.

4. Click the item after any downloads are complete.

5. The item will open. Slide the divider bar to the right to hide the item.

   

6. After all items are downloaded, click Save all, if desired. Otherwise, right-click any single item and click Save to only save the selected item.

   

7. In the resulting screen, name the file as applicable and click Save.

   

Tip

Attachments will open with the app configured in Windows 8.1 as the default. If you want to designate a non-default app to use to open the attachment, right-click the item and choose Open With.

Caution

Attachments can contain viruses and malware that can infect your computer and cause problems. Therefore, don’t open attachments from people you don’t know, and don’t opt to “Run” any file that prompts you to. When in doubt, write the person back and ask them what they meant to send, and if it is safe to open.

Creating and sending a new message

To create your own messages, open a blank email and enter information such as the email address or addresses that you want to send the message to, anybody you want to copy on the message, the subject, and the message itself.

Create and send a message

1. Open Mail and choose the desired account to send from.

2. Click the email account you want to use, if applicable.

   

3. Click New.

   

4. Click More.

   

5. Enter an address or addresses in the To line.

6. In the CC line, enter email addresses you want to publicly copy on the message.

7. In the Bcc line, enter email addresses you want blind copy on the message.

8. If desired, select a Priority. Options are Low, Normal, and High.

9. Enter a message.

10. Click Send.

    

Tip

If you start an email and decide you don’t want to complete it, click the Trash icon at the top of the new message window.

Tip

When you send a blind carbon copy to someone, the recipient gets the message but other recipients don’t know that you included them in it. If you send a message with a priority of Low or High, there will be an appropriate tag on the email when it arrives at the recipients Inbox.

Adding attachments

Before you send a message you’ve created, you might want to add an attachment to it. This is a good way to share documents or images with others. The file that you want to attach must be available on your hard disk or on an external drive such as a USB flash drive, and you have to be able to find it!

Add an attachment to a message

1. Create a new, blank message as outlined previously in this section.

2. Click Attachments.

   

   Try This

   To add a hyperlink to the body of an email, right-click inside the body and from the charms that appear click the Hyperlink icon. (It looks like a chain link!) Type the address and the text to be displayed and click Insert Link.

   Tip

   While in Mail, click the Windows key + I on the keyboard and click Options from the Settings pane that appears. Configure your default message font, font size, and color there. Those settings will be applied to all messages you compose.

   Tip

   After you’ve attached the desired files, complete and send the email as outlined earlier in this section.

3. Navigate to the item to add. You might need to do one of the following:

   1. Open a subfolder.

   2. Click Go Up to locate a different folder.

   3. Click the arrow by Sort By Name to switch to Sort By Date.

      

   4. Click the arrow beside This PC to access another drive.

      

4. Click the files to attach.

   

5. Click Attach (not shown).

Moving messages to folders

If you left all the email messages you receive and need to keep in your Inbox, it would get quite cluttered. It’s better to move messages that you want to keep into folders. Then when you want to access the message again, you can, from the folder in which it is stored. You can create folders from inside Mail, and you can also create them from the email provider’s website. However, try creating new folders in Mail first; it’s easier.

Move a message to a folder you create

1. With the message you want to file somewhere else open, right-click the email in the Inbox list.

2. Click Manage folders.

3. Click Create Folder.

   

4. Type a name for the folder.

5. Click OK. Click OK again (not shown).

   

6. Drag any email from the Inbox to the left side of the screen.

7. Drop it in the folder you just created.

   

Tip

Right-click an empty area of the screen to access the available charms and click the Sweep charm (if it is available). This enables you to quickly clean up a selected inbox by selecting the option to delete all messages, messages that are older than ten days, and more.

Tip

To keep your email organized, create as many folders (and subfolders) as you need. When you’re ready to access the folder to retrieve email you’ve stored there, go to the desired account’s Inbox, in the left pane click the Folder icon. It is the icon in the left pane that looks like a single folder.

Setting up Skype

Skype is an app available from the Start screen that lets you communicate in real time with others. You can communicate with text, voice, and video, or with a combination of these. To get started, open Skype, and follow the directions for setting it up.

Set up Skype

1. From the Start screen, click Skype.

   

2. If prompted, click Allow when prompted to let Skype access your webcam and microphone.

   

3. If prompted, click Allow to let Skype run in the background.

   

4. If prompted, click one of the following application options:

   1. I Have A Skype Account. (You’ll have to input account credentials.)

   2. I’m New To Skype. (You’ll have to agree to terms of service and may be prompted to perform additional tasks.)

      

5. Explore the interface. Scroll right to the People section.

6. Click Echo/Soundtest.

   

7. Click the phone icon to test Skype.

   

8. Work through the tutorial by speaking into your microphone as prompted; click the red phone icon when you know Skype is working properly.

   

Tip

To return to the Skype home screen, right-click the screen and click Home.

Adding a contact

You will hold Skype conversations, at least initially, with others who also have a Skype account. You might already know people, and those people might already appear in the Skype interface. That’s because Skype looks at your contacts and automatically adds those contacts that have a Skype account. You can look for contacts manually from Skype’s Home page. You might need to add a contact manually if a Skype contact doesn’t appear.

Add a contact

1. With Skype open, right-click an empty area of the screen.

2. Click Add Contact.

   

3. Type the name of the person to add as a contact in the Search window.

4. Click the Search icon.

5. If you see the person you’d like to add on the screen, click that person’s name. If not, click Search Directory.

   

6. Click the person to add from the resulting list. There might be lots of results.

   

7. Click Add To Contacts.

   

8. Type a message, or accept the default message.

9. Click Send.

   

Tip

If you see multiple contacts with the same name as the contact you want to add, look at the city names listed underneath each. You can likely find the desired contact with that information.

Saving a phone number

To make phone calls with Skype, you must have a person’s phone number. If the person isn’t in your contacts, you’ll have to add the number manually.

Save a phone number

1. With Skype open to the Home screen, right-click the screen.

2. Click Save Number.

3. Type a name.

4. Click the arrow beside Mobile.

   

5. Select a number type.

6. Type a phone number.

7. Click Save.

   

Tip

You will have to purchase Skype credit to make calls to mobile phones, land lines, and to other non-Skype entities.

Tip

After you perform a task in Skype, including adding a number, adding a contact, and so on, right-click an empty area of the screen and click Home to return to the Home screen.

Messaging with Skype

You can send instant messages to other Skype users for free. You can send text and Short Message Service (SMS) messages for a fee. Instant messages arrive in the recipient’s Skype app, because those messages use the Internet for transport. A recipient may have a Skype app on a Windows 8.1 computer, tablet, or phone that they can receive messages on. Text messages are sent to a person’s cell phone number and must use cellular towers for transport, which is the reason for the fee.

Send a message with Skype

1. With Skype open, access Skype’s Home screen by using any method detailed in this section.

2. Scroll right to People.

3. Click a person to send a message to. A green dot means the person is online and available.

   

4. Verify that Messenger is selected. If it isn’t, click the arrow and choose Messenger.

5. Place your cursor in the Type A Message Here box. Type your message.

6. Press Enter on the keyboard.

   

Tip

If you want to send SMS messages, click SMS Messages in step 3 and then click Buy Skype Credit. After you’ve purchased the required credits, you can text to others’ cell phones from your computer by using Skype.

Making a phone call with Skype

You can make voice calls to other Skype users for free (provide you and they have working microphones). These calls are routed over the Internet and do not use typical phone lines or technologies. However, to make a phone call to a land line or a mobile phone, you’ll have to purchase some Skype credit.

Make a phone call to another Skype user

1. With Skype open to the Home page, scroll to locate People.

2. Click a person to call.

   

3. Click the phone icon.

   

4. Wait for the other person to answer, and talk as usual; click the red phone icon to end the call.

   

Tip

From Skype’s Home page, you can view your call history under Recent.

Tip

If the user whom you want to call isn’t a contact and you don’t see them listed under People in Skype, from the Skype Home page, click the phone icon that is located next to the Skype logo on the far left side of the interface. . You can type the number manually.

Initiating a Skype video call

You can place video calls to other Skype users for free, provided you have a working webcam and microphone. While in the call you can turn off your webcam and/or microphone if you need to, adjust the volume, and even send instant (text) messages.

Initiate a Skype video call

1. With Skype open, scroll to locate People.

2. Click a person to video call.

   

3. Click the video icon.

   

4. Wait for the other person to answer, and talk as usual; explore the in-call options.

5. Click the red phone icon to end the call.

   

Tip

Skype contacts need to be in your Contacts list to show up in the Skype interface. They need to be online to accept a call.