Unit 9 Communication Services Living Online Unit 9 Communication Services

Objectives Describe the components for electronic communication Explain the purpose of usernames, passwords, and credentials Manage email folders Create & send email messages Receive & open email messages and attachments Respond & reply to emails Create an email signature and manage email messages 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

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

Email Address larry@gmail.com Domain Code Username @ symbol Email domain name Domain Code .com (commercial) .edu (education) .gov (government) .mil (military) .org (organization)

Accessing Email Web Access Program on PC Gmail Hotmail AOL Comcast Verizon Outlook App Program on PC Outlook Username/mailbox name & password

What’s the email address? Samantha Murray works for IBM IBM’s web site is www.ibm.com Sam’s username is smurray What would be her email address? smurray@ibm.com

What’s the web site? You know a guy named Bill’s email address billg@gcsssd.org You can’t remember where he works What would be the web site to find out the company’s name? www.gcsssd.org

Which is correct? Raquel works at MTV MTV’s web site is www.mtv.com Which could be her email address? raquel@mtv.com raquel@mtv.org rbruno@mtv.gov rbruno@musictv.net

Domains First set developed Know any others? .com .edu .gov .mil .org Look up their names for websites to see if it’s available & other extensions.

Review- Q 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 Interface Quick Access Toolbar; Ribbon; Tab; Group; Navigation Pane; View Tabs; View Pane (Showing Mail View); Reading Pane; To-Do Bar; Zoom Slider

Why Use Outlook? Can access ALL of your email’s from one spot! 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.

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

Add/Create Signature

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) Mail Pane New ones in BOLD You can sort & filter list Mail Pane Create folders Delete folders Move emails to folders Inbox (1): Unread emails Mail folders (inbox, deleted items, sent, drafts, junk, outbox)

Receiving Email Inbox icons Attachments Double-click to open Right-click to save Also preview the attachment in the Reading Pane, open by double-clicking file, or save

Sorting Mail Click on column heading, also 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

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

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

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

Project Teknimedia C2.17-C2.23 Building Your Contact List Creating & Using Your Contact List Creating & Using Contact Groups Quiz (Score 85% or better)

Dealing with 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 Send to phone Block senders

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 _________. You can use _______ to make phone calls over the Internet.

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 C2.24-C2.46 Sorting Messages Organizing Messages Marking & Flagging Messages Message Priority Requesting a Receipt Saving Messages Filtering Junk Email Quiz (Score 85% or better) Outlook Tasks from Microsoft http://office.microsoft.com/en-us/outlook/outlook-skills-builder-FX102757416.aspx

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?

Unit 9 Communication Services Living Online Unit 9 Communication Services