L42 slides

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Lesson 42: Looking at the Internet• different types of electronic communication• identifying users on communication systems• different communication methods• appropriate uses for electronic communication• advantages of electronic communication• how an e-mail address is structured• identifying e-mail components• using attachments effectively• understanding how junk mail works• common problems with electronic communication

What is Electronic Communication?• Electronic Mail

– Commonly known as e-mail and requires valid address to send messages

• Instant Messages– Similar to having conversation involving two or more people, except in text and

only one comment at a time can be received by everyone in that conversation

• Text Messages– Similar to instant messages except created and sent from cellular phones with

limit on number of characters allowed per message

• VoIP– Voice over Internet Protocol; uses digital format that follows Internet protocol to

enable audio conversations by two or more people in different areas

• Online Conferencing– Enables numerous people to meet online using software designed for Internet use


What is Electronic Communication?• Chat Rooms

– Can participate in main discussion or you can go into separate “room” for different or private conversation

• Social Networking Sites– Web sites you can join to connect with people you know or to meet new

people– Create a profile and post pictures, video, or text about yourself, or play

games

• Blogs– Used as journals where one person writes on specific topic, and others

then post comments for that topic

• Message Boards or Newsgroups– Similar to bulletin boards where you can post comment about topic

although you may have to subscribe to newsgroup


What is Electronic Communication?• Communication methods can exchange data with each

other• Limitations to technology that vary with device used • To achieve better exchange of data in future,

communication protocol standards need to be developed and adhered to by device manufacturers, software developers, and service providers

• Client component is “user agent” or application program that works with specific set of protocols to access Web

• Server component must be able to manage different types of services required


What is Electronic Communication• Identifying the Sender

– Every form of electronic communication requires that sender have unique identifier

– When using telephone to communicate, telephone number identifies who is calling

– Some services require additional authentication methods to identify you when you login


Using Electronic Communication• Generally faster to send message to one or more people instead of using

telephone to try and contact them• Can print copy of conversations as record of communication• Can share information by sending files or attachments with e-mails, in instant

messages, or through another online feature• Can post file as download from Web site• Can access e-mail and company’s intranet or Web site from any location• Use electronic messaging to set up meetings or inform others about them,

and then meet using Web-based programs• Initial cost may be high but cost to maintain is low• Regardless of electronic communication methods, require server to provide

services and computing device for client to use• Sharing and communicating with others can build sense of community


Understanding an E mail Address ‑• To use e-mail address, must be set up as user on domain

– Mailbox Name: Identifies particular mailbox on e-mail server– Name of Organization: Identifies organization that owns server– Domain Category: Identifies type of domain

• Not all commercial companies use .com and may use domain code to represent country of origin


[email protected] [email protected]

1 2Mailbox Name Name of Organization 3 Domain Category

1 12 23 3

Looking at E mail Components ‑• Components of e‑mail: Addressing, Subject Line, Body,

Attachments


Looking at E-mail Components• Addressing

– Identifies who will receive e-mail

• Subject Line– Identifies topic of message, and usually short description of

content or purpose of e‑mail

• Body– Where you type body of message

• Attachments– When you want others to receive specific files



Using E mail Appropriately‑• E-mail should never completely replace another form of

communication• When writing e-mail, think about your audience• Use discretion when entering names in address fields• Include subject text that clearly identifies purpose of e-mail• Consider length of message• Consider how much of previous message should appear in reply• Remember business e-mails are official company correspondence• When replying to message with several addressees, is it necessary

for everyone to get your reply• Review message carefully to ensure it meets general guidelines

Using E mail Appropriately‑• If anything confidential, sensitive, or requires signature, is e-mail

correct method of communication• Be careful about messages with personal jibes, ethnic jokes, or bad

language• Avoid “flaming” people• Refrain from using uppercase letters as this is considered “shouting”• Refrain from using abbreviations and acronyms in communications• Sites that encourage you to join and contribute personal information

are generally accessible by general public• Use netiquette in all electronic communication• Send responses in timely manner• Always establish and follow rules and guidelines set up



Working with Attachments • Keep attachment file size as small as possible• Consider what attachment is and if e-mail best way to send it• If sending sensitive or confidential attachment, encrypt

document to protect from unauthorized users• Include URL link in e-mail instead of large attachment• Consider file type and whether recipient can open it• Links and pictures can provide specific information but

recipient may have security options set to prevent seeing these

• Be aware of other security options• Always set antivirus program to automatically scan and check

all incoming and outgoing mail

Managing Spam • Refers to unsolicited message to promote products and services or for

political/religious purposes– Spammers buy e-mail address lists from companies specializing in e-mail

marketing

• Most e-mail programs filter and block spam or other junk e-mail• To avoid being placed on list that results in you receiving spam messages:

– Do not allow e-mail address to be added to any marketing address lists

– Set up e-mail account with Web-based e-mail for these types of requests

– Do not reply to e-mail that is junk even if message says name will be removed

– Avoid putting name and e-mail address on any public lists

– Avoid giving e-mail address on any online forums or newsgroups

• Avoid being flagged as spam by other servers by following general guidelines for sending e-mail



Identifying Common Problems • Lost connection — Can be inconvenient if waiting for e‑mail, if it

occurs during Web conferencing session, or if in area where you cannot get service

• Messages not being sent or received — Could indicate mail server at ISP is not connecting to system

• Delivery failure message — When receive “failure message,” read contents carefully to determine whether problem is something you can fix

• Garbled messages — Arise when different mail formats used for sending and receiving messages

• Hasty responses — Often result in unclear messages or poorly thought-out replies which end up taking more time and reflecting poorly than if you took time to respond carefully

• Cannot download items — Likely restriction on computer

Identifying Common Problems • Blurring the communications line — Usually different approaches

between professional and personal communication as in company or school • Paper trails — May need paper trail for archiving, but not always possible

with other forms of communication• Too many messages — Use discretion when deciding who should receive

new message or response• Junk mail — Automatically divert to Junk E-mail or Deleted Items folder• Unethical or illegal behavior — Enable questionable behavior to occur• Viruses — Use extreme caution with messages with attachments• Hoaxes — Be skeptical when get messages informing of virus being spread

to computers• Security issues — Use caution when opening attachments


Review Questions1. What types of electronic communications are available?

a. E-mailb. Web conferencingc. Text messagingd. Blogse. Any of the abovef. a or c

2. In the following e-mail address, which part represents the domain category?

[email protected]. yahoo c. p.f.92fallonb. @ d. com


Review Questions3. Why is it important to include something in the Subject line?

a. To provide the recipient with a quick description of the message contents

b. To prevent an ISP from marking this message as potential junk mail

c. Because it is mandatory to fill it in when sending a message

d. Any of the abovee. a or b


Review Questions4. When sending a business e-mail, what should you consider

when writing the message?a. The writing style should be formal.b. The Subject line should clearly identify the topic of the

message.c. The message should be brief and concise.d. Avoid using a tone that’s too personal or emotional, or

using uppercase letters to represent shouting.e. Any of the above


Review Questions5. For what reason might you be unable to download a video

from a particular Web site?a. You do not have enough access rights to download items.b. You need to use a special login to gain access to all

Internet items.c. The security is set too high for you to download items.d. The company has set up a policy that no downloading is

possible by any of its users.


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