Computer Literacy

1. 1
Lesson 25
Communication Services
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
Morrison / Wells

2. Lesson 25
Objectives
 Identify types of electronic communication.
 Describe users of electronic communication.
 Identify the major components of electronic
communication.
 Manage e-mail with Microsoft Office Outlook.
 Send and receive e-mail.
2 Morrison / Wells CLB: A Comp Guide to IC3 3E

3. Lesson 25
Vocabulary
 Address Book
 archiving
 attachment
 distribution list
 electronic mail (e-mail)
 e-mail address
 instant messaging
 mailing list
 packets
 signature
 spam
 text messaging
 user agent
 Windows Mail
Morrison / Wells CLB: A Comp Guide to IC3 3E
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4. Lesson 25
Introduction
 The Internet, electronic mail (e-mail), and other
forms of electronic communications provide new
ways to communicate.
 Using e-mail, you can combine numerous media
into a single message, and then quickly exchange
information in dynamic, two-way communications.
 Using the Internet, you quickly can transmit
information to and receive information from
individuals and workgroups around the world.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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5. Lesson 25
Electronic Communication
Categories
 The Internet provides many communication services,
which can be organized into the following categories:
– Electronic mail
– Instant messaging (IM)
– Text messaging
– Voice over IP (VoIP)
– Online conferencing
– Chat rooms
– Social networking sites
– Blog postings/comments
– Message boards and newsgroups
Morrison / Wells CLB: A Comp Guide to IC3 3E
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6. Lesson 25
Identifying Users of Electronic
Communication
 Millions of people use the Internet, and each
is required to have unique identification in the
form of an e-mail address, sign-in or log on
credentials, and password in the same way
that each person has a unique phone
number.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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7. Lesson 25
Components of Electronic
Communications
 Today’s electronic communication requires:
– Software
– Sender
– Receiver
– Channel
– Communication
– Protocols
Morrison / Wells CLB: A Comp Guide to IC3 3E
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8. Lesson 25
Components of Electronic
Communications (continued)
 Interpreting E-Mail Addresses:
 Each user must have a unique e-mail
address, consisting of three parts:
– The user name of the individual
– The @ symbol
– The user’s domain
 Currently, a limited range of 21 top-level
domains are available.
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9. Lesson 25
Components of Electronic
Communications (continued)
 Parts of an E-Mail Message:
 A message has four components— address;
subject line; body; and attachments, if any.
 E-Mail Options:
– Reply to sender
– Reply all
– Forward
– Copy (cc) and blind copy (bcc)
Morrison / Wells CLB: A Comp Guide to IC3 3E
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10. Lesson 25
Components of Electronic
Communications (continued)
 Accessing E-Mail:
 Since e-mail has become a widespread way
of communicating in our business and
personal lives, the methods used to access
e-mail have multiplied.
 Wireless communication has expanded the
ways e-mail can be transmitted and
retrieved.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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11. Lesson 25
Managing E-Mail with Microsoft
Office Outlook
 Microsoft
Outlook is
an Office
application
you can use
to manage
e-mail.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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12. Lesson 25
Sending and Receiving E-Mail
 You can use the Inbox folder in Outlook to
send and receive e-mail messages.
 Receiving E-Mail:
 When you open Outlook, it sends a request
to your mail server to check if you have any
messages waiting.
 The Navigation pane displays the header
that you can click to read the message.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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13. Lesson 25
Sending and Receiving E-Mail
(continued)
 E-Mail Features:
 The Outlook Address Book stores names, e-mail
addresses, phone numbers, and other contact
information so you can access it easily while you are
sending and receiving e-mail messages.
 Sending E-Mail:
 After you have entered the addresses, subject, and
text of your message, click the Send button to send
the e-mail message.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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14. Lesson 25
Sending and Receiving E-Mail
(continued)
 Receiving and
Opening E-Mail
Messages:
 Click the
Send/Receive
button to check
for messages.
Morrison / Wells CLB: A Comp Guide to IC3 3E
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15. Lesson 25
Saving a Message
 When you receive a message, it is saved
until you delete it.
 Replying to a Message:
 Click the message, then click the Reply or
Reply to All button.
 Formatting a Message:
 The formatting tools are similar to word-processing.
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16. Lesson 25
Saving a Message (continued)
 Attaching a File to an E-Mail Message:
 Attachments are documents, images, figures, and
other files that you can attach to a message.
 Managing Attachments:
 You can preview, open, save, or remove an
attachment.
 Message Icons:
 Icons in the message headers offer clues about each
message.
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17. Lesson 25
Saving a Message (continued)
 Copying to Multiple Recipients:
 You can insert more than one address in the To, Cc, and
Bcc boxes.
 Mail Configuration Options:
 The automatic controls you can set in Outlook include:
– Automatic “out of office” response
– Forwarding command
– Redirect messages to your mobile phone
– Block Senders List
– Safe Senders/Safe Recipients List
Morrison / Wells CLB: A Comp Guide to IC3 3E
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18. Lesson 25
Summary
In this lesson, you learned:
 Electronic communication includes e-mail,
instant messages, text messages, VoIP phone
calls, online conferences, chat rooms, blogs, and
social networks.
 The components of electronic communication
include software, a sender, a receiver, channel,
communication content, and protocols.
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Morrison / Wells CLB: A Comp Guide to IC3 3E

19. Lesson 25
Summary (continued)
 Wireless communication makes it possible to send
and receive e-mail using a handheld computer or cell
phone with e-mail capabilities.
 E-mail addresses consist of three parts: the user
name, the @ symbol, and the domain name.
 Microsoft Office 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.
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Morrison / Wells CLB: A Comp Guide to IC3 3E

20. Lesson 25
Summary (continued)
 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.
 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.
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Morrison / Wells CLB: A Comp Guide to IC3 3E

21. Lesson 25
Summary (continued)
 You can use the Inbox folder in Outlook to send and
receive e-mail messages.
 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, consists of unsolicited
messages that take up space in your Inbox
unnecessarily.
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Morrison / Wells CLB: A Comp Guide to IC3 3E

22. Lesson 25
Summary (continued)
 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 from certain
addresses, create personalized stationery for your
messages, and set up an automatic response or
forward your messages to another address.
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Morrison / Wells CLB: A Comp Guide to IC3 3E