Workflow – The true measure of success with Document Collaboration lies in improvements to the current processes, reduction in costs, and satisfied clients You

don’t want a scenario where highly-paid team members spend hours cutting and pasting between documents. The benefit that Agilewords offers our clients is that it simplifies the document review process. It reduces the steps involved in the review process, so your staff can contribute faster and move onto the next task.

7.5 Instant Messaging and Collaboration

Instant messaging (IM) is a collection of technologies that create the possibility of real-time text-based communication between two or more participants over the internet or some form of internal network/intranet. It is important to understand that what separates chat and instant messaging from technologies such as e-mail is the perceived synchronicity of the communication by the user - Chat happens in real-time. Some systems allow the sending of messages to people not currently logged on (offline messages), thus removing much of the difference between Instant Messaging and e-mail.

IM allows effective and efficient communication, featuring immediate receipt of acknowledgment or reply. In certain cases Instant Messaging involves additional features, which make it even more popular. For example, users can see each other by using web-cams, or talk directly for free over the Internet using a microphone and loudspeakers.

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7.5.1 Using Instant Messaging:

The Internet has revolutionized the way we communicate. E-mail has been the most rapidly adopted form of communication ever known. Less than two decades ago, not many people had heard of it. Now, many of us e-mail instead of writing letters or even calling people on the phone. People around the world send out billions of e-mail messages every day.

But sometimes even e-mail isn't fast enough. You might not know if a person you want to e-mail is online at that moment. Also, if you're e-mailing back and forth with someone, you usually have to click through a few steps. This is why instant messaging (IM) has become so popular.

With IM, you can keep a list of people you interact with. You can IM with anyone on your buddy list or contact list as long as that person is online. You type messages to each other into a small window that shows up on both of your screens.

Most IM programs provide these features:

 Instant messages - Send notes back and forth with a friend who is online

 Chat - Create a chat room with friends or co-workers

 Web links - Share links to your favorite Web sites

 Video - Send and view videos, and chat face to face with friends

 Images - Look at an image stored on your friend's computer

 Sounds - Play sounds for your friends

 Files - Share files by sending them directly to your friends

 Talk - Use the Internet instead of a phone to actually talk with friends

 Streaming content - Real-time or near-real-time stock quotes and news

 Mobile capabilities - Send instant messages from your cell phone 7.5.2 Instant Messaging providers

AOL Instant Messenger (AIM) became the IM leader. In the past few years, though, a number of services have cut into AIM's audience. Windows Live Messenger (formerly MSN Messenger) and Yahoo! Messenger, in particular, have become widely used around the globe. Google recently introduced its IM system, Google Talk. Proprietary multiprotocol applications like Trillian and Pidgin, which allow users to IM on several services at once, are also rapidly gaining in popularity.

7.5.3 netiquettes

While using Internet some etiquette has to be followed. These Etiquette / Netiquette began before the 1989, start of the World Wide Web. We will discuss some etiquette to be followed while using the e-mail services.

 First, there are the users who have no idea that the 'Cc' exists. Every address is listed in the 'To' even if the email is only directed to one person. Secondly, there are users who feel that every single e-mail should be copied to their entire address book whether it's relevant to those receiving it or not. The addresses in the 'Bcc' are like 'Cc' except that the addresses in 'To' and 'Cc' do not know that the addresses in the 'Bcc' are included in the conversation. The 'To' and 'Cc' addresses are blind to the 'Bcc' addresses. As you can imagine, use of the 'Bcc' is somewhat unethical and therefore its use is discouraged.

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 The 'Reply to All' button is just a button, but it can generate tons of unnecessary e- mails. For example, if I send a dozen people an e-mail asking if they are available at a certain time for a meeting I should get a dozen replies and that's it. However, if each person hits the "Reply to All' button not only do I get a dozen replies, but so does everyone else for a total of 144 messages!

 First check the recipients of the e-mail which you have received before forwarding it to other, it may be possible that the message may be already received simultaneously when you received the message.

 Don't get caught up in grammar and punctuation, especially excessive punctuation.  There are lots of e-mail clients (and some servers) which cannot handle messages

when they are highly formatted, so try simple formatting for your messages.  In a business and non-business situation use proper type of salutations.  Use abbreviations that are already common to the English language.  Make your messages short and to the point.

 Avoid the use of Capital letters, Bold of similar type of formatting for all the matter. It means avoid over highlighting the matter.

 Since there are no visual or auditory cues with e-mail, users have come up with something called "smilies". They are simple strings of characters that are interspersed in the e-mail text to convey the writer's emotions.

 Sometimes it may be possible that the recipient is not familiar to the person who is sending the message. So it is good practice to include the Signature lines at the end of the e-mail. It will help the recipient to find out the sender’s name, post working location etc.

 While sending the attachment file size is up-to 1 MB for dial-up and more for broadband communication.

Check Your Progress

Q.1 How replaying to an e-mail? Q.2 How sort and searching the e-mail.

7.6 Summary

 Electronic mails are new mode of communication; they have header part where address and subjects of recipients are mentioned, message area where actual message is written and signature part which defines the identity of sender.

 Dial-up connection can be configured so that computer can access Internet or email through service provider (ISP).

 Different protocols are used in email like POP, SMTP, IMAP, LDAP.

 Outlook Express can be used to send and receive emails through dialup and LAN connection.

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