Information Technology for Communication:

1. Unit 6- BC
Information Technology for
Communication

2. Word Processor
• A word processor is a type of software
application used for composing, editing,
formatting and printing documents. Word
processors have a variety of uses and
applications within the business environment,
at home and in educational contexts.

3. ADVANTAGES OF WORD PROCESSOR
• Time saving - people can generally type words faster than
they can write using a pen. This means they take less time
to create a document when typing
• Clarity - word processors have fonts that help make the
document clear or easy to read as compared to different
handwriting
• Synchronization - people in two different locations can
create a document through synchronization. This means
both can edit and add content almost simultaneously
• Spell checking - word processors have automatic spell
checking features that help in error elimination. They also
allow for grammar correction in certain instances

4. LIMITATIONS OF WORD PROCESSOR
• Expensive - not everyone can afford a computer
which is essential in using word processors
• Need for powered computer - when there is a
power black out, word processors cannot be used
since computers require power to function
• Too many options - some word processors have
too many options which make them difficult to
use for those who do not have experience

5. Facsimile(Fax)
• A facsimile, more commonly referred to as a fax,
is the transmission of a document or image from
one place to another electronically. The
document to be sent is scanned and sent over a
telephone or Internet connection. A combined
scanner and transmitter is usually known as a fax
machine. Modern-day Internet connections have
greatly reduced the use of fax machines.
• A facsimile is also known as a telefax or telecopy.

6. ADVANTAGES OF FAX
• Speedy Transmission: Fax enables transmission of message, data,
diagram, sketches and drawing with exceptionally high speed.
• Accuracy of Information: It helps to send written information to
any place within or outside the country accurately.
• Legal value: Fax provides a written record of the transmitted
message and it can be used as a document in a count of law.
• Overcoming barrier: Fax can be sent to any point where there is
availability of teleÂcommunication system. There is no hassle to
carry the document physically.
• Confirmation of Receiving: Fax provides confirmation for the data
or information received by the user.

7. LIMITATIONS OF FAX
• Less Privacy: Fax has less privacy as the
transmitted data can be handled by anyone who
is beside the fax machine.
• Hazy information: Fax may send hazy information
due to problem with the machine and therefore
purpose of fastest delivery will be unsuccessful.
• Dependency on telephonic system: Fax uses
telephonic system to transmit data and if such
system is down then sending of data and
information face problem.

8. E-mail
• Short for electronic mail, e-mail or email is
information stored on a computer that is
exchanged between two users
over telecommunications. More plainly, e-mail
is a message that may
contain text, files, images, or
other attachments sent through a network to
a specified individual or group of individuals.

9. ADVANTAGES OF EMAIL
• Email is a free tool. Once you are online, there is no further expense that
you need to spend on in order to send and receive messages.
• Email is quick. Once you have finished composing a message, sending it is
as simple as clicking a button. Email, especially if an email alert system is
integrated into the network, is sent, delivered and read almost
immediately.
• Email is simple. It is easy to use. Once your account is set up, composing,
sending and receiving messages is simple. Also, email allows for the easy
and quick access of information and contacts.
• Email allows for easy referencing. Messages that have been sent and
received can stored, and searched through safely and easily. It is a lot
easier to go through old email messages rather than old notes written on
paper.
• Email is accessible from anywhere – as long as you have an internet
connection. Whether or not you are in the office or on the field, or even
overseas, you can access your inbox and go through your messages.

10. LIMITATIONS OF EMAIL
• Email could potentially cause information overload. Some messages
may be dismissed or left unread, especially if there are a lot coming
in and the network has not integrated some sort of email alert
system into the computers at work.
• Email lacks a personal touch. While some things are better off sent
as written and typed messages, some things should be verbally
relayed or written by hand in a note or letter.
• Email can be disruptive. Going through each email can be disruptive
to work as it does require a bit of time. This disruption is decreased
through the utilization of an email alert system.
• Email cannot be ignored for a long time. The thing with email is that
it needs constant maintenance. If you ignore it, more and more
messages will enter your inbox until it gets to the point that your
inbox is no longer manageable.

11. VOICEMAIL
• Voice mail is a system of sending messages
over the telephone. Calls are answered by a
machine which connects you to the person
you want to leave a message for, and they can
listen to their messages later.

12. ADVANTAGES OF VOICE MAIL
• The messages may be created in the user’s voice
mailbox and then they are transported to another
voice mailbox , Voice messaging is a viable alternative
to e-mail and fax systems as a business
communicating tool , The voice-messaging system
improves the public relations in the companies .
• The voice-messaging systems include many services
such as the voice messages , the voice-mail
distribution lists , fax-in and fax-on demand in the
mailbox , the interactive voice response , and the
voice forms that any user can access anywhere in the
world .

13. • Voice mail provides twenty-four-hour-a-day
answering capability , It can enhance the efficiency
and boost the job productivity , It can save and
generate the money for the company , It can improve
the accuracy of message content and it can enable
one to send multiple messages to the people .
• Voice mail can allow the messages to be easily
updated , It can reduce the need for administrative /
receptionist / secretarial support , It can serve as an
important medium for business communication , It
can make transferring of phone calls from department
to department easier and more efficient

14. LIMITATIONS OF VOICE MAIL
• Some people can not use the voice-messaging systems , The voice-
messaging system is less economical for the smaller companies ,
Some people do not see any benefit in having a voice mailing
system in place , It will be a nuisance for them .
• Some people do not like that they can not reach a live person ,
when there are too many voice-messaging options that may make
it difficult for people to recall which options they used previously .
• If you miss a lot of calls that you will be flooded by many
voicemail messages , Listening to the voice mail is very tiring and
time consuming , you can use your time doing more important
and urgent tasks .

15. TELECONFERENCE
• A teleconference is a telephone meeting among
two or more participants involving technology
more sophisticated than a simple two-way phone
connection. At its simplest, a teleconference can
be an audio conference with one or both ends of
the conference sharing a speaker phone. With
considerably more equipment and special
arrangements, a teleconference can be a
conference, called a videoconference, in which
the participants can see still or motion video
images of each other

16. ADVANTAGES OF TC
• Saves Time – The most important advantage of teleconferencing is time-saving.
With teleconferencing, it is possible to hold meetings on a very short notice. In
addition, there is no time spent traveling to the venue of a meeting as all meetings
are held through machines or Internet. Reduced mileage translates to thousands
of hours of travel saved every year. Teleconferencing also encourages punctuality
as meetings are scheduled and done at fixed time frames.
• Save on Travel Expenses – In addition to time, travel costs can be quite significant
when added up over a long period. Most companies that have a global reach incur
massive costs associated with the travel ever year. Teleconferencing, however,
removes the need to travel often and thus saves huge company resources. Attend
meeting thousands of miles away is now faster and less cumbersome.
• Efficient Record Keeping – One of the main teleconferencing advantages is
efficient meeting recording keeping. Computing devices are able to record, keep
logs and track every detail of a particular online meeting without needing a lot of
monitoring. This makes teleconferencing facilities among the best tools for
capturing and storing important meeting data. Teleconferencing also makes it very
easy to retrieve this data in the future and make references whenever necessary.

17. LIMITATIONS OF TELECONFERENCE
• Prone to Technical Challenges – The main difference between machines and
humans is that machines are prone to wear and tear. Technical challenges can thus
hit teleconferencing systems at any time. This can lead to time wastage and other
inconveniences. Most technological systems also come with a learning curve. Lack
of know-how can hinder a person from effective utilization of teleconferencing
facilities.
• Less Effective Nonverbal Communication – When compared to an actual meeting,
teleconferencing is a less effective mode of business communication. This is
because important nonverbal aspects of business communication like body
language and human contact are disregarded. Nonverbal cues are very crucial to
holistic communication. The lack of such cues makes it impossible to pick
important signals that could lead to a more productive interaction.
• Space Limitations – The fact that teleconferencing occurs on a screen means that
a lot of information is disregarded due to limited space. It is, for instance, nearly
impossible to deliver all graphical data effectively even when holding a live online
meeting. Even with a big screen, simultaneous actions are not possible in the same
way they are at an actual meeting. Consequently, some information is lost or not
effectively covered.

18. Telephone Answering Machine
• An answering machine is a device used for
answering and recording a caller's message in
the event that no one is available to answer
the phone in person. Unlike voicemail, which
serves the same functionality but is usually a
networked or a centralized system made
available anywhere as a service, an answering
machine is a local device that is attached to or
directly incorporated into a physical landline
telephone.

19. ADVANTAGES OF ANSWERING
MACHINE
• Never miss out on a call
• Save money on employing a receptionist
• Answer calls, even when your business is closed
• Free up time for core business activities
• Manage your calendar and book appointments
• Give your clienteles a personal touch
• Offer direct-buy services

20. LIMITATIONS OF ANSWERING
MACHINE
There is lack of privacy in using an answering
machine as anyone at home can listen to someone's
private messages.
Although answering machines can help you in a
number of ways, due to increase cell phones , its
features does not support the modern world
criteria.
If you are not at home you cannot respond to the
important messages immediately.

21. TELEPRINTER
• A teleprinter (teletypewriter, Teletype or TTY) is
an electromechanical device that can be used to send and
receive typed messages through various communications
channels, in both point-to-point and point-to-
multipoint configurations. Initially they were used
in telegraphy, which developed in the late 1830s and 1840s
as the first use of electrical engineering. The machines
were adapted to provide a user interface to
early mainframe computers and minicomputers, sending
typed data to the computer and printing the response.
Some models could also be used to create punched
tape for data storage (either from typed input or from data
received from a remote source) and to read back such tape
for local printing or transmission.