Lesson 26-Communication Services Computer Literacy Basics – 4E
Objectives: The student will be able to: Categorize electronic communication Identify users of electronic communication Identify components of electronic communication Manage e-mail with Microsoft Outlook Send and receive e-mail Save a message
Words to Know: Address book Electronic mail (e-mail) Archiving Instant messaging Attachment Packet Contact Group Save a message E-mail address signature
Continue words to know Spam Text messaging User agent Windows Live Mail
Intro to Communication ServicesThe Internet, electronic mail (e-mail), and other forms ofelectronic communications provide new ways to communicate.Using e-mail, you can combine numerous media-text, graphics,sound, video-into a single message, and then quickly exchangeinformation in dynamic, two-way communications.Using the Internet, you can quickly transmit information to andreceive information from individuals and workgroups around theworld.
Categorizing Electronic CommunicationAs a worldwide electroniccommunications system, theInternet provides manycommunication services,which can be organized intothe following categories:
Electronic Mail or E-mailIs similar to regular mail.You have a message, an address, and a carrier that figures outhow to transfer the message from one location to another.You can send e-mail to other people on a network at anorganization, or you use an Internet service provider to send e-mail to any computer in the world.
Instant Messaging (IM)You use instant messaging services to send messages in realtime.In other words, you can send and receive messages while youand someone else are both connected to the Internet.
Text messaging Instead of using a computer, with text messaging you use a cell phone or other mobile device to send and receive written messages.
Voice over IP (VoIP)Sometimes called audio over IP, you use this service to makephone calls with an Internet connection instead of a regulartelephone line.Your voice is converted into a digital signal that travels over theInternet.With VoIP, you can make a call directly from a computer, aspecial VoIP phone, or a traditional phone connected to a specialadapter.
Online ConferencingAlso referred to as videoconferencing, you canconduct a conference withyourself and one or moreother participants at differentsites by using computernetworks to transmit audioand video data.
Chat roomsChat rooms are Web sites that allow real-time communicationso you can exchange messages with others through thecomputer.You use the keyboard to type text, which is displayed on theother person’s monitor.
Social networking sitesThese Web sites provide a way to build online communities ofpeople who share common interest or activities.
Blog posting/commentsA blog (short for Web log) is atype of personal journalcreated by one person or by agroup; entries are publishedin reverse chronological order.
Message boards and Newsgroups Both of these services provide bulletin board systems that serve as discussion sites; users can post messages asking for assistance.
Identifying Users of ElectronicCommunicationMillions of people use the Internet, and each is required to have uniqueidentification in the form of an e-mail address, sign-in or logoncredentials, and password in the same way that each person has aunique phone number.Your e-mail address is used not only to send and receive e-mails butalso for a variety of other options.For example, you can use your e-mail address to fill out a form tosubscribe to a Web site, set up your checking account, order a book onAmazon.com, exchange instant messages, and so on.Other services that require a unique logon are blogs, social networks,and video conferencing services.
Identifying Components of ElectronicCommunicationElectronic communication is the technology that enablescomputers to communicate with each other and other devices.It is the transmission of text, number, voice, and video from onecomputer or device to another.Electronic communication has change the way the world doesbusiness and the way we live out lives.
ARPANETWhen computes were developed in 1950s, they did notcommunicate with each other.This change in 1969. ARPANET was established and served as atesting ground for new networking technologies.ARPANET was a large wide area network created by the UnitedStates Defense Advanced Research Project Agency (ARPA).
Electronic Communication requires:Software: Software applications (user agents) installed on thelocal PC, network, or Web, such as e-mail, text message, andinstant messaging programsSender: The computer sending the message (server)Receiver: The computer receiving the message (server)
Cont. Electronic Communicationrequirement:Channel: The media that carries or transports the message:telephone wire, coaxial cable, radio signal, microwave signal, orfiber-optic cableCommunication: The information transferred between useragentsProtocols: The rules that govern the transfer of data and ensurethat information created by one system can be interpreted andread by another.
Global CommunicationElectronic communication technology has made it possible tocommunicate around the globe using tools such as the Internet,electronic mail (e-mail), social media, e-commerce, andelectronic banking.
Interpreting E-Mail AddressesWhen you send postal mail to someone, you must know theaddress of that person. The same thing is true for e-mail. Forinstance, David Edward’s e-mail address could email@example.com. Each user on the Internet must have aunique e-mail address.An e-mail address consist of three parts: The user name of the individual The @ symbol The user’s domain name
Domain CodesThe E-mail address dedwards@gmailcom ends with the domain code.com. The first set of domain codes were defined in October 1984 andare used on the Internet’s Domain Name System (DNS). This set ofcodes include the following: .com (commercial) .edu (education) .gov (government) .mil (military) .org (organizations)Currently, a limited range of 21 top-level domains are available. Theseinclude specialty domain names such as .cat, .jobs, .mobi, .post, .tel,.info, and .travel.
Parts of an E-mail MessageWhen you compose an e-mail message, it should contain four maincomponents.First, enter the address of one or more people to who you are sending themessage.Be sure to include a subject line, which should grab the recipient’sattention or fully but briefly describe the purpose of the message.Many people scan the subject lines of their messages before openingthem, so your subject lines should be meaningful and accurate.Next, include the body of the message, which should be clear, concise, andfree from spelling errors.Any attachments should be noted in the body of the message.
Return to SenderOne way to reply to an e-mail message is to click the Replybutton, type your reply message, and then send the message.With this type of reply, the original message is included alongwith your reply message, so it is appropriate when you areanswering a question or responding to specifics in originalmessage.When you reply to an e-mail message, the recipient normallysees RE: preceding the text in the subject line to indicate that itis a reply message.
Reply AllIf more than one person is listed on the To or From line of the e-mail message, you can click the Reply All button instead ofReply.You then follow the same steps as when replying, except yourmessage is sent to everyone who received the original message.
ForwardThe option is similar to replying to a message; however, whenyou forward a message, you send it people other than thosewho sent the original message.Forwarding a message helps cut down on the time you spentcreating messages from scratch.It is also a quick way to share information with a number ofpeople.When you forward a message, a recipient normally sees FW:preceding the text in the subject line to identify it as a messagethat is being forwarded.
Courtesy copy (Cc) and Blind copy (Bcc)To send a copy of an e-mail to another person, type his or her e-mail address into the Cc text box, or click the Cc button and thenselect the person’s name.To send a blind copy to someone, type the e-mail address in theBcc text box, or click the Bcc button and then select the person’sname.The recipient of the Bcc is not visible to the other peoplereceiving the message.
Email vs. Snail MailUnless a technical problem occurs, e-mail travels much faster thanregular mail (sometimes referred to as “snail mail”). When you sendsomeone an e-mail message, it is broken down into small chunkscalled packets.These packets travel independently from server to server. You mightthink of each packet as a separate page within a letter.When the packets reach their final destination, they are recombinedinto their original format.The process enables the message to travel much faster than if it weresent in one file. In fact, some messages can travel thousands of milesin less than a minute.
Accessing EmailSince e-mail has become a widespread way of communicating inour business and personal lives, the methods used to access e-mail have multiplied.Many Web sites and Internet service providers offer e-mail aspart of a monthly fee or even at no charge.Google Gmail and Microsoft Hotmail are examples, of Web-based e-mail servicesAfter you set up an e-mail account with a service, you accessyour account using the company’s Web site and entering youraccount name (usually your e-mail address) and password.
Wireless CommunicationThe Web site often directs you to a built-in e-mail programwhere you can read and send messages and manage yourelectronic communication.Wireless communication also has expanded the ways e-mail canbe transmitted and retrieved.Many people have cell phones or handheld computers that cansend and receive e-mail almost anywhere.
Managing E-Mail with Microsoft OutlookMicrosoft Outlook is an Office application you can use tomanage e-mail.Outlook is a versatile application that you can use to organizeappointments, tasks and to-do list, addresses, and e-mail.The e-mail features of Outlook are very similar to the features ofWindows Live Mail (another e-mail program provided free ofcharge from the Windows Live Web site), so that you practiceusing Outlook in the exercises in this lesson, you will find thatyou can also use Windows Live Mail.
Many types of E-mail programsThe following sections address Outlook, but since many e-mailprograms are similar to Outlook the information is still relevant.
Manage Outlook FoldersTo create a new folder in Navigation pane, click the Folder tabon the Ribbon, and then click the New Folder button in the Newgroup.To delete a folder, right-click the folder name in the Navigationpane, and then click Delete Folder on the shortcut menu.
Move or Copy e-mailTo select and move or copy an e-mail message or other itemfrom one folder to another, click the folder name containing theitem you want to copy. This selects the folder and displays thefolder contents in the Inbox. Drag the message or other itemyou want to move to the new folder. To copy and paste an item,select the item, click the Home tab on the Ribbon, click theMove button in the Move group, and then click Copy to Folder toopen the Copy Items dialog box. In this dialog box, select thelocation for the item, and then click OK button.
Delete e-mailSelect the message you want to delete, then click the Deletebutton in the Delete group on the Home tab.Delete items are stored in the Delete Items Mail folder.To undelete an item, click the Deleted Items folder and selectthe items you want to undelete.To permanently delete a message or to delete the contents ofthe Deleted Items folder, select the items you want to delete,right-click the items, and then select Delete.
Search for MessageSelect the folder you want to search, and then click in theSearch All Mail Items text box (also called the Instant Searchbox).Type text contained in any part of the message.Items that contain the text that you typed appear with thesearch text highlighted.
Sort MailClick the Newest on top or Oldest on top column heading buttonto organize messages by date.You can also click the View tab, and then click the Arrange Bybutton in the Arrangement group to select a sort option.
ArchivingArchiving is the process of backing up your e-mail messages.After you install Outlook, AutoArchive automatically runs every 14days and saves the backup file with a .pst extension.You can change how often AutoArchive runs by clicking the Folder tab,and then clicking the AutoArchive Settings button in the Propertiesgroup to open the AutoArchive tab of the Inbox Properties dialog box.When you make regular backups of your computer, be sure to back upthe archive file with the .pst extension.If your hard disk fails (and they all eventually do), you will lose yourmessages and attachments such as pictures and videos unless youhave a backup copy of the .pst file.
Sending and Receiving E-MailIf your computer is set up to handle e-mail, you can use the Inboxfolder in Outlook to send and receive e-mail messages.An advantage to using Outlook as your e-mail application is that as youcreate messages, you have easy access to the other Outlook features.You can quickly address the message to someone in your contacts list,check your calendar to make sure you are available or a meeting, oradd a task to your task list when a message requests further action.In addition to sending a message, you can include attachments such aspictures or documents.
Receiving E-mailsWhen you open Outlook, it sends a request to your mail server tocheck if you have any messages waiting.If you do, Outlook receives them and displays them in the Inbox folder.The message list displays message headers for any new messages.The message header tells you who sent the message, the subject ofthe message, and the date and time your server received it.The Reading pane of the Outlook window displays the actual text ofthe message.If you have a number of messages, you can read each one by clickingits message header to display the message text in the Reading pane.
E-Mail FeaturesSending e-mail is as easy as clicking a few buttons and typingyour message.The Outlook Address Book stores names, e-mail addresses,phone numbers, and other contact information so you can easilyaccess it while you are sending and receiving e-mail messages.
Address Book TaskTo add a new data to the Address Book, click the Address Bookbutton in the Find group on the Home tab to display the AddressBook: Contacts window and then type the contact information,or copy and paste an address from an e-mail message that youreceived.To modify an e-mail address, display the Address Book:Contacts window, double-click the address, and then make themodifications.To delete an e-mail address, display the Address book: contactswindow, click the address you want to delete, click File, and thenClick Delete.
Contact GroupYou can also use a Contact Group to send the same e-mailmessage to a group.To create a Contact Group, click Contacts in the Outlook Bar,and then click the New Contact Group button in the New groupon the Home tab to open the contact Group window.In the Name box, type the name of your Contact Group, click theAdd Members button in the Members group, and then clickFrom Outlook Contacts, From Address Book, or new EmailContact.
Sending E-MailTo send a message, you enter an e-mail address in the To textbox of a Message window either by typing the address or byinserting an address stored in your Address Book.The Address Book generally contains a list of e-mail addressesof people or group with who you frequently correspond.You can also enter e-mail addresses in the Cc text box if you aresending copies of the message to other recipients.
E-mail EtiquetteIt is good e-mail etiquette to include a subject for your mailmessages.The subject should be brief, yet descriptive enough to tell therecipient what the message is about.After providing a subject, enter the text of your message.Next, click the Send button to send the e-mail message.
Receiving and Opening E-Mail MessagesWhen you receive an e-mail, you can click the Send/Receive Allfolders button in the Send/Receive group on the Home tab tocheck for messages.By adding links to Web sites and e-mail addresses are ways youcan add information to a message without making the messagetext too long.
Saving a MessageWhen you receive a message, Outlook automatically saves themessage in the Inbox or another designated folder until youdelete the message.You can save a message, however, as a draft, a file in anotherformat such as text tile, an HTML document, or a template.To save a message in one of these formats, click the File tab andthen click Save As.When the Save As dialog box is displayed, type a name in theFile name text box, and then select the format by clicking theSave as type button. Click the Save button to save the file.
E-mail file managementE-mail messages require file management skills similar to anyother references (electronic or hard copy) you want to keep andmanage. Most people reply to messages they receive and saveimportant messages for future references.On the other hand, you might want to delete unneededmessages and spam.Spam is unsolicited e-mail, essentially electronic junk mail.In many instances, spam is used to advertise products andservice. Other spam might contain phony offers.
Replying to a MessageWhen you click the Reply or Reply All button, a Message windowis displayedThis window is similar to the window that displayed when youcreated a new message.Recall that when you use this format to reply to an e-mailmessage, the recipient(s) normally see RE: preceding the text inthe subject line to indicate that it is a reply message.
Formatting a MessageThe formatting tool on the Message window Ribbon providemany of the same features on those in your word-processingprogram and other similar software.You can change the font type, font size, and text color of an e-mail message.You can also add bold, italic, and underline styles to text as wellas center it and add bullets.
Attaching a File to an E-Mail MessageAttachments are documents, images, figures, and other filesthat you can attach to your e-mail messages.
Managing AttachmentsWhen you receive an attachment, you can read it in a few ways.You can preview its contents without opening the attachment byclicking the attachment in the Message widow to display the contentsin the Reading pane.You can also open the attachment by double-clicking it in the Messagewindow.To save an attachment, right-click it, click Save As on the shortcutmenu, select a location, and then click Save.To remove an attachment, right-click the attachment, and then clickRemove Attachment on the shortcut menu.
Message IconsIcons in the message headers in the message list offer cluesabout each message.For example, an icon that looks like the back of a sealedenvelope indicates a message that has been received but notread; an exclamation point icon means the sender considers itan urgent or high-priority message; a paper clip icon indicatesthat the message has an attached file.You can also manually mark a message as read or unread or adda flag icon as reminder to follow up on the message.
Copying to Multiple RecipientsMost e-mail programs come with a variety of features andoptions that make it easy to send a copy to multiple recipients,generate an automatic reply , block message from specificsenders, and customize the look and fee of your messages.You can insert more than one address in the To, Cc, and Bccboxes.The message goes to all the addressees at the same time.If you are sending or copying an e-mail to more than one person,each e-mail address should be separated by a semicolon.
Mail Configuration OptionsYou can configure e-mail programs such as Outlook to dealautomatically with e-mail messages you receive.The automatic controls you can set in Outlook include thefollowing:
Automatic “out of the Office” responseAutomatically reply to all received e-mail messages when youare unable to reply to message yourself.
Forwarding commandAutomatically redirect your mail to another e-mail address; thisfeature also requires special e-mail servers.
Redirect messages to your mobile phoneAutomatically redirect your mail to your mobile phone; youaccess this feature by clicking the File tab and then clicking theOptions button.Click Mobile to display the option.
Block Senders ListPrevent messages from designated addresses from being placedin your Inbox; this is particularly useful to block unwantedadvertisements that often are sent repeatedly to the same e-mail address.
Safe Senders/Safe Recipients ListSimilar to the Block Senders list, selecting this option indicatesto Outlook to accept all e-mails form the sender namescontained in the list.A similar feature is the Safe Senders Domain List, whichcontains a list of all safe domains (@msn.com, for example) thatyou want to accept.You access the Block Senders and Safe Senders list by clickingthe Junk button in the Delete group on the Home tab, and thenclicking Junk E-mail Options.
SignatureA signature consist of text or pictures that you create so Outlookcan add it to the end of any outgoing messages.You can create unique signatures for different addresses.For instance, you might want a signature for friends and familyand another signature for business purposes.
Ethics In TechnologyE-Mail/E-AchesAlthough e-mail is a popular service of the Internet, its widespread usehas created several problems. One time-consuming problem that e-mail causes is the overflow of e-mail messages many users find in theirInboxes. Similar to telemarketers using your phone number, onlinemarketers and other groups can locate your e-mail address and use itto send you many unwanted e-mail messages.E-mail communications can also lead to confusion andmisinterpretation. Receivers are often guilty of not thoroughlyreading an e-mail message before they reply, or they might not usethe Reply All option correctly. Pay close attention to who you aresending your messages and replies. You do not want to replyautomatically to all recipients if the content of the message is notrelevant to everyone.
Summary Electronic communication includes e-mail, instant messages, text messages, VoIP phone calls, online conferences, chat room, blogs, and social networks. The components of electronic communication include software, a sender, a receiver, a channel, communication content, and protocols. Wireless communication makes it possible to send and receive e-mail using a handheld computer or cell phone with e-mail capabilities.
Continue Summary E-mail addresses consist of three parts: the user name, the @ symbol, and the domain name. Microsoft Outlook includes features to manage appointments, tasks, and e-mail. The Outlook bar displays shortcuts that give you quick access to each of the Outlook folders. Electronic mail is similar to regular mail because it requires an address, a message, and a carrier to get it from the sender to the receiver.
Continue Summary You can access e-mail on a computer using a program such as Microsoft Outlook ,or you can send and receive e-mail messages using a Web site with a built-in e-mail program, such as Gmail or Hotmail. An e-mail message header includes the address of the recipient, the subject of the message, and information about to whom the message is sent as a copy. You can use the Inbox folder in Outlook to send and receive e-mail messages.
Continue Summary An attachment is a file that is sent with an e-mail message and that can be opened by the recipient. You can reply to an e-mail message, forward a message to a new recipient, delete a message, or save a message. Spam, or junk e-mail, consist of unsolicited messages that take up space in your Inbox unnecessarily.
Continue Summary E-mail messages are organized in folders of incoming messages, sent messages, deleted messages, and junk e- mail. You can also create additional folders to organize your own e-mail. Special e-mail features let you add an automatic signature to messages, block messages form certain addresses, create personalized stationery for your messages, set up an automatic response, or forwarded your messages to another address.
True/False1. With Internet access, you can send e-mail to any computer in the world2. An e-mail message header tells you the page number of the message.3. Each user of the Internet must have a unique e-mail address.4. The Cc feature is used only on old-fashioned typewriters, not in e-mail software.5. The Reading pane of the Outlook window displays the text of the selected message.
Fill in the Blank1. In contemporary electronic communications, software applications installed on the local PC are also called ______.2. An e-mail address consists of three parts: the user name, the @ symbol, and the user’s ____.3. _________ is the process of backing up your e-mail messages.4. A(n) _______ icon is the message header indicates that the message has an attached file.5. The Outlook _________ stores names, e-mail addresses, phone numbers, and other contact information.
Continue Fill in the Blank6. If you are sending or copying an e-mail to more than one person, each-mail address should be separated by a(n) ____.7. _________ is unsolicited e-mail, essentially electronic junk mail.8. You should include a(n) ________ for an e-mail message that is brief, yet descriptive enough to tell the recipient what the message is about.9. You can use an Outlook ________ ___________ to send the same message to a group.10. The user name in the e-mail address firstname.lastname@example.org is _______.
Project 26-1The To-Do bar appears by default to the right of the Readingpane in the Outlook window. Click the Microsoft Outlook Helpbutton (a question mark) on the title bar and use the Internet toanswer the following questions:1. What is the purpose of the To-Do bar?2. By default, the To-Do bar contains four parts. What are these four parts of the To-Do bar?3. How do you add an appointment to the To-Do bar?
Project 26-2The compare the signature features of Microsoft Outlook andWindows Live Mail, complete the following:1. Research how to create and use signatures in Windows Live Mail by visiting the Windows Live Mail Help Center at http://explore.live.com/windows-live-mail-create-signature.2. Learn how to perform the following tasks in Windows Live Mail: Add a signature Automatically include a signature in all of your messages Use a signature only on specific message ***NOTICE THIS CONTINUES ON THE NEXT SLIDE
Continue Project 26-23. In a word-processing document, describe how to perform each of these task in Windows Live Mail. Indicate whether you perform the task in basically the same way in Microsoft Outlook or in a different way. If the task is different in Microsoft Outlook, explain how.
Project 26-3Microsoft provides learning resources on its Office Web site.Learn more about Outlook by completing the following:1. Access the Office Web site at http://office.microsoft.com/en-us.2. Scroll down, if necessary, to the Learning Resources section, and then click the Outlook Link.3. Click a learning resource, complete the tutorial or read the topic, and then write a report listing three new pieces of information you learned form the resources.
Critical ThinkingEven with the popularity of social networks, e-mail activitycontinues to be nearly universal among computer users, eventhose using mobile devices. In fact, e-mail is the top activity onmobile devices.1. Considering tablets an smart phones, what modifications would you suggest to developers of future version of Microsoft Outlook?2. Why would these modifications be appropriate for mobile devices?
Online DiscoveryA variety of e-mail programs work with Windows 7 and providean alternative to Microsoft Outlook. Access the Make Use ofWeb site at www.makeuseof.com/tag/free-email-clients-windows-7, and read and review the free e-mail programs forWindows 7 that are discussed on this Web site. Select oneprogram that has the best features for you. Then use your word-processing program to describe how and why you selected thisprogram.
Job SkillsIn the Job Skills exercise for Lesson 25, you research netiquettein general. (netiquette refers to conventions to follow whenusing networks including network services such as e-mail, blogs,and forums.)1. Use the Internet to research the current rules of e-mail netiquette in particular, and then list at least five rules in word-processing document.2. These rules should be different from the ones summited in Lesson 25.3. Submit the document to your instructor.