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Features and Services Checklists

Following is a checklist of features users should look for when reviewing E-mail products:

  Editing capability.
  Distribution lists.
  Import/export capability.
  File Transfer Body Part (FTBP) or BP-15 (X.400) ability.
  A spell checker.
  The ability to send forms.
  Function keys.
  Reply options.
  A calendar/scheduler feature.

Following is a checklist of services users should look for when reviewing E-mail products (several of these services are discussed in the section “E-mail Services”):

  Directories.
  Ad hoc entries.
  Fax output.
  Fax input.
  Message notification.
  Delivery options.
  Security.
  Encryption.
  Keyboard combinations.
  On-screen help.
  Computer-based training (CBT).
  Message storage and archive.
  Storage backup.
  Communications protocol.
  Comm port/comm line backup.
  Expansion capabilities.

Following is a checklist of services users should look for to ensure sufficient connectivity in an E-mail system:

  SMTP gateway.
  X.400 gateway.
  Telex.
  Fax.
  Mail API (MAPI).
  Wireless services.
  Pager services.

Features for Creating Messages

Fortunately for users, competition in this field is intense and many of the newer E-mail systems have similar features and capabilities. Besides sending and receiving mail, creating messages is the next most important function.

A single function key should initiate this operation and prepare the user to address the message and set options. Most systems set the cursor at the TO: block, and the next keystroke should open the address book and point to the first entry, starting with the letters matching those keyed in.

Identifying the name selection with (in many cases) the return key, the user can set the address book to identify the next entry with further keystrokes. There should be no limit to the number of addresses selected. When the TO: block is filled, then a tab or another keystroke should place the user at the cc: block. This operation is processed in the same way as the TO: block. Many systems also allow for blind copies — these are addressees who receive the message but are not shown in the address block.

Editing Capability

After the addressing tasks are completed, the user can proceed to constructing the message text. The majority of E-mail messages are written on the fly and perhaps include some previously prepared text. Full-page editing features are a must. Cut-and-paste manipulation of the text, along with import of existing files, allows the user to create messages efficiently.

It is extremely convenient to have a spell checker in the E-mail system. If the E-mail system is part of a complete office support system such as MS Office or HP Desk, then the spell checker will be available and probably shared between the individual components. That way the user does not have to keep updating separate new-word dictionary files.

Attaching Files

After the user has completed the text of the message, he or she may want to include some additional files to accompany the message. These can be word processing documents, spreadsheets, drawings, charts, and graphs. Any file that can be stored on the PC, workstation, or mainframe should be able to join the message in transit to its destination. This is a standard capability of most E-mail systems, X.400, and the Internet, although they all handle attached files in different ways. Gateways are improving at allowing attached files to cross these boundaries.

Clicking on the attached file icon or function key should place the user in the directory reserved for attached files. Selecting each with a single keystroke should add the attachments to the file list for this message. Again, there may be no technical limit to the number or size of files, but the speed and reliability of transit may be affected if the files are too large in size.

File Compression

Many organizations struggle with whether or not to offer file compression. On a commercial service, the cost of the transfer is always important. Equally important is the time of transit. Then the question arises, “does the receiver on the other end have the same compression algorithm?”

Within the corporate environment, file compression should be easier as long as all employees have moved up to the same version of the software. The cost savings of closing the data center and putting every location on LANs is countered with the problem that most LANs operate independently and with differing versions of the software, making E-mail and file transfers more of a challenge.

Distribution Lists

Associated with addressing are distribution lists. Some systems cannot handle lengthy address lists. This is not necessarily a design flaw; more often, it represents memory limitations of intermediate or receiving systems. A single address entry can add a few hundred bytes to the header; therefore, distribution lists are highly recommended.

Distribution lists can be thought of as header compression techniques. Most commercial services charge for additional message copies, whether they are TO:s or cc:s. Therefore, the use of distribution lists reduces invoices as well as transit times.

In many systems, distribution lists can only be created by the administrator. Other systems allow the user to create and maintain their own distribution lists. In either case, their use is recommended for efficiency. However, many people overuse the distribution list by, for example, sending everyone a message that not necessarily everyone needs to see.

Importing Text

The importing feature can be used during message creation to save portions of messages for future use. IS, for example, can use this feature to explain aspects of messaging to users. An IS staffer can save many previously used answers in files on his or her PC and incorporate them in messages to current queries. This expedites the job of IS and ensures that each user gets a complete and accurate response each time. If a new query comes up, IS can use the export feature to save that response for future use.

When importing text, users may also want to search for a particular string to verify that they brought in the correct file. The ability to search the text of the message being created is a handy feature. For frequent E-mail users, it is almost a necessary tool.

Signature Files

Many users frequently import their signature file, which may consist of, for example, the user’s X.400 address, Internet address, and telephone number. Sometimes addresses in the FROM: block of a message get scrambled or expanded by gateways in transit. A signature file contains the correct version of the sender’s address. With all the gateways around the world, this is a highly recommended practice.

Forms

Forms are a special type of import. Some E-mail systems allow forms to be generated that are partially filled out by the sender, with the intent that the recipient fill in the rest and return it or pass it on. Forms usually have special fields that are reserved for alpha or numeric import to assist the user in entering required data. The field size can be specified, and on more sophisticated systems, only certain users can enter particular fields. Most systems with forms are restricted to sharing the forms among users of the same system. Going outside that system usually requires that the form be sent as an attached file, if it is possible at all.

E-MAIL SERVICES

Various services such as directories, fax gateways, message notification, security, and connectivity are provided with modern electronic messaging systems.


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