Boning up on e-mail

This is the fifth in a series of bimonthly articles on using e-mail written by Bob Alden [THE INSTITUTE beginning Nov./Dec. 1992]. The IEEE E-mail Committee chair hopes the articles will introduce IEEE members to using e-mail or improve their ability to do so. "So far, the response from members has been "very rewarding", according to Alden. "My thanks to all of you who have e-mailed or talked to me and offered helpful suggestions," he told THE INSTITUTE. "Please keep the dialog going, we all learn from these discussions. I am using many of your suggestions, including some in the accompanying article."

Those who have asked for electronic copies of these articles should send for the information text file at "info.email@ieee.org". (The e-mail message should go to the address inside the quotes.) No subject or message text need be entered because both are ignored. However, one suggestion is to type a single character in both so that your e-mail system does not refuse to send the e-mail message.

The IEEE staff have set up a system that automatically returns the information text file to the address of the sender of the initial message. Other files are available at other addresses. Send to "info.info@ieee.org" for information about information files. With the COMPmail service (provided to IEEE members by SPRINTmail), use only the part of the address that precedes the "@" character.

For those who have asked for printed information, Alden has two suggestions. The best book he has seen is "The Whole Internet" by Ed Krol (O'Reilly & Associates in Sebastopol, CA; 800-998-9938). Alden finds this book extreme reader-friendly as it spans everyone from novice to expert. (The publisher has an e-mail address "nuts@ora.com".) Alternatively, after the July Sections Congress in Puerto Rico, all Sections will possess diskettes containing helpful information and printed material relating to e-mail (as well as other topics).

GETTING CONNECTED.   As e-mail users, IEEE members range from greenhorn to old hat. The experts leap from one command to another, but many others get stuck at the start. So let's look at some basics for those who want to use a PC for e-mail.

First, you'll need a computer plus either a modem to connect to any regular telephone line or an Ethernet card to connect to a local area network (LAN). These are the commonest choices, though other ways are possible, including cellular phone technology. The computer may be a very simple, inexpensive IBM PC compatible, a fancy high-priced PC, or an Apple, or Mac -- almost any computer will do. (Here the term PC will be used to describe any personal computer.)

You also need communications software, which is the program that helps you enter the phone number and the other details needed for connecting automatically to the phone line or LAN. It's often simplest to buy the software package along with your modem (either an internal card or an external box). Ask your retailer to ensure, though, that your PC, modem, and software are compatible. The more expensive versions usually offer more speed, flexibility and convenience. Free software is available but tends to require more knowledge on your part. Most LAN connections are within corporate computer networks, so ask their network folks for help.

USER ID.   You also need a user ID on some computer that has e-mail software (such as the Unix-based Mail program) and a connection to the Internet (or to a network that connects to the Internet). If the system administrator gives you permission, you will be told your user ID and password, plus the details you need to connect your PC to that computer.

Your address is a combination of your user ID and the e-mail computer address. Remember, the PC is your interface to the e-mail computer -- it does not send or receive e-mail. However you can purchase software that enables you to prepare messages off-line, file messages in folders, and so on, and automatically dial up and transfer mail messages so that you don't really notice you are connected to another computer.

How does one get a user ID on an e-mail computer? Several approaches are possible because computers with e-mail capability exist in a variety of situations, including commercial, corporate, government, university/college, Fidonet, Freenet, and IEEE Section setups.

COMMERCIAL.   E-mail service providers such as Sprintmail (800-835-3638), MCImail (800-444-MAIL), and Compuserve (800-732-7246) offer e-mail and related services on a fee-for-service basis. These three have Internet gateways (or connections) and offer service in a number of countries (for example, Sprintmail in 50 countries, MCImail in 26). Generally, they provide local dial-up phone numbers (often listed in your phone book), a user ID and password, and a user guide. Costs vary with the length of your message and the time of day, as well as the type of services used. The monthly fee for moderate use may be on the order of $10-$25 in the United States. Check where you live to find out who provides e-mail services and what it costs.

By using a "smart" communications package (often available from the service provider), you can economize by selecting when you connect and minimizing how long you stay connected. Services other than e-mail might include fax, postal or telex delivery, bulletin board use, and access to financial or airline schedule services.

AT YOUR WORKPLACE.   Many employers such as corporations, utilities, and government departments have computer systems with e-mail capability and Internet access. Employees can often get permission to use these e-mail facilities, especially for IEEE related communication. It is worth inquiring about, and don't give up with the first refusal -- you may find many of your co-workers are unaware of these facilities (or of recent changes). Some companies who have had internal e-mail for some time have added an Internet connection as they became aware of the net's advantages. Usually no charge is made to the individual if permission is obtained. E-mail use occurs over terminals or networked PCs within the company. Sometimes there is external dialup access.

SCHOOLS.   Virtually all universities and an increasing number of colleges (and even some high schools) have computer systems with external network connections (Internet, Bitnet, UUCP, and so on). If you are a student (any age, full- or part-time), you can probably get an e-mail account just by asking. Some institutions charge a modest administration fee.

Access is usually through terminals, networked PCs, and external dial-up. Where there is an IEEE student branch on the campus, there is often close co-operation with the local IEEE Section, and you can sometimes work the IEEE connection to your advantage.

FIDONET.   This is the e-mail equivalent of amateur radio -- a network of independent system operators (sysops) who run relatively small computers with dial-up access. They exchange information by dialing up their neighbours at predetermined times. There are sporadic connections to the Internet for e-mail transfers. Some sysops run a free service, while some charge. This is generally the slowest form of e-mail service but may be an economical option worth considering.

FREENETS.   This service is offered in some cities, accessible sometimes in public libraries or city halls, or via dialup. Bulletin board, email, and telnet services may be provided although they may not all be free.

According to Ed Krol, the original one is in Cleveland, OH, (see his book, the whole Internet, for more details). Richard Naylor e-mailed the information that IEEE members in New Zealand have free access to the CityNet in Wellington (except for dial-in charges). This service includes email and full Internet access. (In New Zealand, look for more details in a file called citynet.zip on most bulletin board services).

SECTION OFFERINGS.   IEEE Section e-mail service is at present offered by a small but growing number of Sections. What is offered will depend on local conditions and may range from Fidonet to full Internet service. Generally, there is local dial-up to a bulletin board for browsing with the option to read and send mail. If not, express your desire to have such a service, and if you can, volunteer to help the Section make it happen.

Please do not confuse IEEE e-mail aliases with actual e-mail addresses. The alias enables IEEE members, who have an e-mail address, to be listed in the IEEE e-mail directory by their alias. E-mail sent to the alias is forwarded by the IEEE to the actual e-mail address. There are two advantages to having an alias. One, you are listed in the directory and can be found, and two, as long as you tell the IEEE about a future change of e-mail address, the alias will forward your e-mail correctly. Send a message to "info.directory@ieee.org" for details.

Note that "full Internet service" implies the ability to log on to a remote computer using "telnet" and "ftp" commands. Fidonet, Bitnet, and some other networks are characterized by a "store and forward" mode of operation which enables e-mail service (with varying degrees of reliability and speed) but precludes remote log-ons that permit a truly interactive mode.

There are a lot of choices out there. Pick the one that best suits your needs and pocket book. -- Robert T.H. Alden