Communication services Unit 11 8-10 days including projects, review, and test.

Objectives Describe the components for electronic communication and identify several Internet communication services Explain the purposes of usernames, passwords, and credentials Manage email folders Create and send email messages Receive and open email messages and attachments Respond and reply to emails Create an email signature and manage emails automatically Create appropriate professional and informal messages

Components of Electronic Communication Sender, Receiver, channel, protocols

Internet Communication Email IM Text Message VoIP Online/Video Conference Chat room Social Networking Blogs Message Boards/Newsgroups Email: message, address, a carrier, send email anywhere IM: real-time (Both MUST be connected) Text: over cell VoIP: phone calls over Internet Online/Video Conferencing: audio & video over Internet to several people Chat rooms: real-time Social networking: builds communities of people to share interests Blogs: web log, personal journal to share Message board: discussions, messages, ask for assistance

Using Email Travels faster than “snail mail” Electronic paper trail Usually free to use Web-based access; Outlook.com, Gmail, Yahoo Need credentials to access (username/password) Use strong password

Email Address Format larry@gmail.com Domain Code Username @ symbol Email domain name Domain Code .com (commercial) .edu (education) .gov (government) .mil (military) .org (organization) Look up their names for websites to see if it’s available & other extensions.

How Email Works Software, sender, receiver, channel (to carry the message- phone, coax, wireless), protocols (rules to transfer data that all understand)

Review- 4Q What are the three parts of an email address? Username, @, domain name Where is email stored, until you are ready to retrieve/read it? Email server What kind of communication requires both users to be online at the same time and is real time? IM and Chat room Using an Internet connection to make phone calls is known as what? VoIP

Using Outlook Office program to manage email, contacts, calendar, tasks PIM (Personal Information Manager) You can manage multiple email accounts with Outlook

Outlook 2013/16 Interface

Outlook 2013/16 Interface

Why Use Outlook? Can access ALL of your email’s from one spot! Can sync data with other devices Set up your personal account: File, Add Account

Creating/Sending Emails Send to 1 or more recipients Cc: (Courtesy copy/carbon copy) Visible to all recipients Involved but no direct action Bcc: (Blind copy) Not visible to any recipients Include a brief, descriptive subject Clear, concise message that’s error free Email is your paper trail.

Email Sample Who will see the mail? Who will John Student know got a copy of it?

Send Emails From: If you made multiple accounts in Outlook, you can change the FROM: to another account To: Enter the email address or click TO: to view the contact list. The email is directed to this person to take action. Cc: Carbon copy. Include a name for someone to be “in the loop” of the email, and not to take the action. Subject: Brief description of what the email is about. Attached: Any files you have attached would be here. Address Book: Look at your contact list and select names/addresses. Attach File: Signature: Allows you to add a signature (usually includes your name, phone #, business title, etc.) Importance Flags: Alerts to high or low email importance Top Arrow: Body of the email Bottom Arrow: Previous email if you’re replying or forwarding Sometimes emails bounce back and are undeliverable. Make sure email address is typed correctly. Server could be down or full. You could be blocked. Attachments could be too big.

Add/Create Signature You can create multiple types of signatures & then select which to add.

Projects Watch Video Teknimedia C2.1-C2.10, C2.15-16 Outlook Window Message Folders Receiving & Viewing Messages Composing & Sending Messages Creating a Signature Name the parts of the Outlook window Email Extra Credit: Add your email to Outlook

Receiving Email Message arranged by date (new/old on top) Folders New ones in BOLD You can sort & filter list Folders Create folders Delete folders Move emails to folders Inbox (1): Unread emails Mail folders (inbox, deleted items, sent, drafts, junk, outbox) Spam usually goes directly to the Junk folder. If not, you can put it in there.

Receiving Emails Bold, blue font in subject line; blue bar Inbox Icons Unread email Inbox Icons Attachments Single-click for preview Click arrow to open, save, or save all Double-click to open

Sorting Mail & Finding Mail Click on column heading (arrow indicator) Search

Replying to an Email Reply Reply to All Forward When you reply, the original message is included. Recipient sees RE: before the subject to indicate a reply message.

What To Do With Mail Right-click options Make new folders Save an email address Right-click on email address Add to Contacts

Review- 3Q You want your best friend to see the email you got from your boss. What should you click to send it to him? Forward A closed envelope in your inbox indicated what? Unread mail Instead of typing your name at the end of every email, you can set it up to Include your name, title, and phone # to be inserted at the click of a button. What is this called? Insert signature

Projects Teknimedia C2.11-C2.14 Sending & Receiving Attachments Replying & Forwarding Creating a Signature

Contacts/Address Book Names, emails, phone numbers, other info New >> Contact

Project Teknimedia C2.17-C2.23 Quiz (Score 85% or better) C2.24-C2.31

Dealing with Junk/Spam Unsolicited bulk messages Content of email scanned by client software Sent to Junk folder If not, identified in Inbox Suspected spam Spam also filtered at mail server 80%-96% of email is spam!

Other Options Out of Office Response Auto forward For internal & external mail Auto forward Rule

Review- 5Q T or F. Reply to All is the same as reply except your reply goes to all people to whom the original message was sent. T or F. You can only type one email in the To: An email address consists of ___ parts. A file sent with an email is called a _________. You can use _______ to make phone calls over the Internet. T F 3 Attachment VoIP

Email Advice To avoid sending email you’ll regret: Get opinions from others Type the email without the TO: address Check before you send Right people? Proofread Save as a draft and reevaluate the next day

Projects Teknimedia C2.32-C2.46 Quiz (Score 85% or better) C2.47-50

Review- 3Q T or F. Each user on the Internet must have a unique email address. What’s the difference between Cc & Bcc? Why is it important to keep the paper trail? T Recipients do not know the BCC person got a copy of the email. Evidence

Communication services Unit 11 8-10 days including projects, review, and test.