Communication services Unit 13 3-5 days including projects, review, and test. Test is combined with unit 12.

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

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 Gmail 1 2 3 4 6 1- Account logged in/ app icons (for other google apps)/ notifications bell 2- Action buttons (select all/refresh) or when mail is selected (report spam/delete/etc) 3- Settings (display mode/themes/account settings) 4- Labels- Compose email/folders (SENT= sent; DRAFT= written & saved but not sent) 5- Communication Options- use to communicate through Google Hangouts (phone or chat); contact above 6- Inbox 5

Creating/Sending Emails To: The primary recipient Cc: (Courtesy copy/carbon copy) Visible to all recipients Involved but no direct action Bcc: (Blind copy/blind carbon copy) Not visible to any recipients Include a brief, descriptive subject Clear, concise message that’s error free Signature (optional) Attachments Email is your paper trail. Signature is good business practice. Can include your name, title, contact info, website, etc.

Sending a New Message- Compose 1 2 3 1- Recipients (type names or emails or click TO to select from contacts) 2- Subject 3- Message (automatically spell checked) 4- Signature 5- Formatting Toolbar (bold, italics, etc.) 6- Attach items (pictures, video, documents); Attach files, Insert files using Drive, Insert photo, insert link, insert emoticon 4 5 6

Using Signatures Click Gear >>Settings >>Signature Keep it brief Careful with personal info

Receiving Emails Bold= unread Click to open in same window Picture 3- click the arrow for details (other recipients & date) Picture 4- click the star to remind yourself to read it later Picture 5- click More for options Picture 6- open, save, view attachment (DO NOT OPEN ATTACHMENTS FROM PEOPLE YOU DO NOT KNOW, especially .exe files) Picture 7- back to inbox

Replying to Emails Reply- back to sender Reply to All- send to all in From/CC Forward- send to someone else not listed Picture 2- Replies Picture 3- Forwarded Message

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

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

Activity Teknimedia C2.1- C2.16

Unwanted & Annoying Emails Spam Unsolicited ads Typically, an e-mail message is sent to multiple recipients who did not ask to receive it. E-mail messages are not considered spam if a user has signed up to receive them.

Spam Spammers collect email addresses from: Spam: Chatrooms, websites, customer lists, viruses getting them from your address book, other spammers that sell lists Spam: Advertises products & services that may not be real Collects email addresses to sell to other spammers May put malware on your PC One of the problems with spam, and the reason why there is so much of it, is that it is so easy to create. ­ You could easily become a spammer yourself. Let's say that you have a recipe from your grandmother for the best blueberry muffins ever created. A friend suggests that you sell the recipe for $5. You decide that your friend might be on to something, so you send an e-mail to the 100 people in your personal e-mail address book with the subject line, "These Blueberry Muffins Have Been Described as Heaven -- You Can Have the Recipe for $5!" Your e-mail contains a link to your blueberry muffin Web site. As a result of your 100 e-mails, you get two orders and make $10. ­ "Wow!" you think, "It cost me nothing to send those 100 e-mails, and I made $10. If I sent 1,000 e-mails I could make $100. If I sent a million e-mails I could make $100,000! I wonder where I could get a million e-mail addresses..."

Spam Facts- FYI 1978 - An e-mail spam is sent to 600 of only 2600 users 1994 - First large-scale spam sent to 6000 newsgroups, reaching millions of people. 2005 - 30 billion per day 2006 - 55 billion per day 2013- 97 billion per day 2018- 260 million per day 45%-75% of all email is spam! Spammers receive 1 reply for every 12,500,000 emails sent. Spam earns senders around $7,000 per day. The United States is home to 7 of the world’s top 10 spammers. 80% of all spam in North America and Europe is sent by the same 100 spam gangs.

Managing Spam- Unsolicited Email How to avoid spam Be careful who/sites you give email address to Set up a secondary “spam email address” Do not reply to junk mail Don’t put your email on discussion boards/lists Marked Spam is deleted after 30 days

Archiving & Deleting Messages Removed from inbox & put in All Mail folder Stays in Trash for 30 days

Vacation Reply Automatic response to people who send you email Gear >> Settings Vacation responder Choose days Type message Can choose who to send response to

Using Contacts Add a sender to contacts Manually add contact Open an email & hover over contact name Manually add contact Apps Launcher > Contacts Click Add Type name, add info & SAVE

Activity Teknimedia C2.17- C2.34

Gmail Calendar Appointment Meeting Can share calendar Only involves you Meeting Others invited May involve reserving room or equipment Can share calendar Others can see your availability Can share editing permissions too. Other calendars: calendars others have shared with you.

Tasks to Learn in Calendar Teknimedia Create a calendar Create an event View/Edit an event Invite guests Share the calendar C3.1- C3.12

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

Review- 4Q 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 _________. T F 3 Attachment

Communication services Unit 13 3-5 days including projects, review, and test. Test is combined with unit 12.