Lesson 14: Digital Communication
IC3
Internet and Computing Core Certification Guide
Global Standard 4
Living
Online
Lesson Objectives
•
different types of electronic communication
•
identifying users on communication systems
•
different communication methods
•
appropriate uses for electronic communication
•
advantages of electronic communication
•
how an email address is structured
•
identifying email components
•
using attachments effectively
•
understanding how to deal with junk mail
How Can I Communicate with Others?
•
Any process where you can interact with others
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Two essential time frames: real-time or delayed
− Real-time: information sent and received instantly
How Can I Communicate with Others?
•
Electronic Mail (Email)
− Standard and popular method for exchanging business
communications and personal messages when response not urgent
− Most popular means of electronic communication
− Provides businesses (and individuals) with documented trail of
communications between one or more contacts
− Also tremendously popular as means of sharing files sent as email
How Can I Communicate with Others?
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Instant Messages
− Allows two or more participants to "converse" with one another in
real time
− Type messages in IM program
− Very useful means of communication when answer needed quickly
− Must create account with username and password
How Can I Communicate with Others?
Information Bar
Enter brief description of what working on, or draw attention to.
Profile Name of person signed in along with
picture and two fields identifying availability status and location.
View Icons First three icons enable you to view contacts, view conversations, or view any meetings scheduled for the current day.
Options Icon
At far right, use gear icon to change settings for how Lync works.
How Can I Communicate with Others?
Show Menu button
Click to display other actions you can perform; can also display menu bar at all times.
Display Options Choose tab to view contacts.
Add Contact Add contact to list of people to share instant messages.
List of Contacts Displays contacts in noted categories, starting with Favorites and other groups you can create.
Primary Device Icon
How Can I Communicate with Others?
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Do not give out passwords or credit card numbers in IM
− IM travel across Internet and communications not secure
•
IM programs usually enable you to:
− share web links
− send video or chat face-to-face with other users with webcam − send pictures or other files
− play sounds
How Can I Communicate with Others?
•
Using Multimedia Features
− Most IM programs allow live audio and video to be exchanged in
real-time
− Need to log into account before using
these types of programs, with proper hardware installed
− If only one party has equipment, video
and sound can still be transmitted from computer but other party may experience problems limited to text only conversation
− May be using mouse or keyboard to activate features or push
How Can I Communicate with Others?
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Text Messages
− Sent over cellular provider's network using
Short Message Service (SMS) protocol
− Created and sent from cellular phones
− Number of characters allowed per message
limited (about 100-200 characters per message)
− Multimedia Messaging Service (MMS)
− Standard way to send messages with multimedia content to and from
mobile phones or other suitably equipped mobile devices
− Send photographs and video to other users, and mobile updates
How Can I Communicate with Others?
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Crossing Over
− Most cell phone providers have special email address you can send
message to, which is then forwarded as text message to cell phone
− Many cell phone providers allow you to enter text message on their
web site and send it to a cell phone on their network.
− Cell phones can be used to send email messages, to send and
receive instant messages
− Phones must be Internet capable, and must be subscribed to Internet
How Can I Communicate with Others?
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VoIP
− Make voice calls using broadband Internet connection
− Also known as Internet telephony or Voice over Broadband (VoBB) − Converts analog voice signals into digital data packets
− Adds addressing information to each packet − Then sends packets across data network
− Can make or receive VoIP call on computer using softphone application
and headset
− Can also use dedicated VoIP phone, or even traditional phone in
conjunction with special analog telephone adapter
How Can I Communicate with Others?
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Video Conferencing
− Telepresence systems offer long distance meetings over high-speed
networks
1. Camera optically aligned with eyes of person on screen 2. Life-size image with upper body arm gestures clearly visible
3. Correct cultural distance where image of person at table height and image resides just beyond, as if sitting on other side of table.
4. Image resolution is broadcast quality or better.
5. Audio quality is superior – voices sound crisp and clean, free from distortion.
How Can I Communicate with Others?
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Chat Rooms
− Designated areas where people with similar interests communicate
with each other through text
− When join chat room, any message you post will be visible to all
members of chat room
− Anyone can join chat room which are categorized by topic
− May include moderator to monitor content of conversation to
prevent abuse
− Most chat rooms text based although some newer versions use
How Can I Communicate with Others?
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Social Networking Sites
− Web sites you can join
to connect with people you know or make new friends
− Must create account
before using it
− Once you create
profile, site creates page for you to post pictures, video, or text about yourself
How Can I Communicate with Others?
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Blogs
− Online journals that include "posts" about specific topic, and others
then post comments in response
− Links to other peoples' blogs are sometimes called trackbacks − To create blog, navigate to blog site and create account
− Use templates to start posting
articles immediately
− Creating and maintaining blog
can help individual become recognized authority about specific topic or in specific field
How Can I Communicate with Others?
− Microblogging refers to process where you can update your blog
entries
− Small messages can be referred to as microposts
− Can shorten URL for web address in blog
− Reduce length of URL
− Change display of original address
How Can I Communicate with Others?
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Presence
− Refers to ability to determine status of contacts at given time − Indicators include Online, Busy, Away, and Do Not Disturb
− Can manually change your status at any time.
− Some options more specific and give idea of how long you’ll be
unavailable
− Can make yourself appear offline when you’re actually online − May tell others if webcam available for video calling or
conferencing
− May also be able to configure communications software to change
How Can I Communicate with Others?
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Social Media and Access Control
− Some include presence indicators to show when online and
available for chat
− Usually have fair deal of control over who can view page, who can
view your profile information, and who can post comments on your page
− When you post comments on someone else's page, can indicate
whether to share comment with everyone who views page, or only with person who owns page
How Can I Communicate with Others?
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Standards for Electronic Communication
− Email should never completely replace other forms of
communication
− Think about purpose of message, response seeking, and how quickly
you need it
− Email is not real-time communication
− When writing message, think about audience − Be as clear and concise as possible
− Always check spelling and grammar before − Consider length of message
How Can I Communicate with Others?
− Business emails are official company correspondence
− File and archive using appropriate folders in email program
− Use discretion when sending messages to multiple people
− When replying to message sent to several recipients, consider if
necessary for everyone to read reply
− If message contains confidential or sensitive information, or
requires signature for approval, consider whether traditional hard copy might be better to send
− Avoid sending messages with personal jibes, ethnic jokes, or bad
language
How Can I Communicate with Others?
− Refrain from using all uppercase letters as this is considered
“shouting”
− Avoid making false or malicious comments about person as this is
considered libel or slander
− Do not bully or harass someone in any manner
− Refrain from using abbreviations and acronyms, even when
sending personal, instant or text messages
Common Text Acronyms 411 Information request brb Be right back i<3u I heart or love you l8r Later
lol Laugh out loud np No problem ppl People
How Can I Communicate with Others?
− Sites that encourage you to join and contribute personal
information are accessible by general public
− Think about what you want to post about yourself (or others) and who
might see it
− Use netiquette, or good manners, in all electronic communication,
whether for business or personal purposes
− Always try to respond to messages in timely manner − Consider frequency of posting
− Always follow rules and guidelines established by school or
Working with Email
Mailbox Name Identifies particular mailbox on email server, based on company or ISP standards for email addresses. Some providers, especially web-based providers, allow you to create own unique mailbox name. Mailbox name is also user name for given account.
Name of
Organization
Identifies organization that owns server; could be full formal name of organization, shorter version of company name, or unique combination of words if another
organization already uses that name.
Domain Category Identifies type of domain.
[email protected] [email protected]
Mailbox
Name OrganizationName of DomainCategory
Mailbox
Name OrganizationName of
Domain Category
Working with Email
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Other common domains include:
− .edu for education sites − .gov for government
− .org for non-profit organizations
•
Not all commercial companies use .com
− May use domain code to represent country of origin
Working with Email
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Usernames, Passwords and Credentials
− Need to log into email account before can send or receive email − All mail servers have ability to detect if email address used before − Use standard guidelines
when choosing username
− Companies require to
follow their policy
− For personal accounts,
consider type of
messages to send or purpose for setting up this account
Working with Email
− Follow standard guidelines for creating password for email account
− Many email programs list requirements to create password − Use minimum of six characters in length
− Include mixture of numbers, casing, or symbol − Avoid using names of people close to you
− Choose password that is logical but not obvious − Avoid using same password for every account
Working with Email
− User name and password constitute email credentials
− Must be presented to email server when you log on to check or send
− Highly important to keep user name and password confidential
− Protects not only email account but any online account or social media
application associated with email account
− Many email client programs provide settings to store username
and password
− Considered safe within company email system, but not for Web-based
Working with Email
1. Start web browser and navigate to: www.outlook.com.
2. At sign in screen, enter Windows Account ID and password.
3. At bottom of screen, click double arrow icon to view entire message and then click Get started.
Working with Email
4. Enter password for existing Windows Account and click Next.
◦ Need to obtain code from message sent by Microsoft before can view any
aliases
◦ Once code entered into preceding screen, click Submit
◦ Can also click I sign in frequently on this device. Don’t ask me for a
Working with Email
5. Click Add alias.
6. Choose option for alias to add.
Working with Email
7. Click Related accounts in panel at left to see other options available for this account.
Using Microsoft Outlook
Vertical Split Bar Outlook Data File
Reading Pane Folder List Contents Pane Search Peeks Bar
Using Microsoft Outlook
Contents Pane Displays contents of selected item for active module.
Search Enter search criteria and see results display while you type.
Outlook Data File Shows folder list for current Outlook data file.
Folder List Displays information for each module or folder; each module has different options in Navigation pane.
Reading Pane Displays contents of selected email in Content pane. By default, displays on right of email or tasks list, but it can be below list.
Vertical Split Bars
Drag to show more or less of panes. All vertical panes separated by vertical split bars. Click split bar and drag to adjust size of panel.
Peeks Bar At bottom of Navigation pane, shows icons or text for other Outlook modules; switch between views.
Using Microsoft Outlook
• Several modules to perform variety of tasks:
• Can enter information into individual modules or integrate one
Mail Compose, send, read, and manage email messages.
Calendar Schedule appointments, meetings, or events.
Contacts Manage contact list.
Tasks Track and prioritize activities.
Notes Enter brief notes.
Folders List Display all folders in top portion of Navigation Pane.
Using Microsoft Outlook
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Creating New Messages
− To create new mail message:
1. Address message to recipient.
2. Type text for subject, and then type message, applying formatting as required. If need to email someone file, attach to message.
3. Use spell checker and proof read message to eliminate spelling or grammatical errors.
4. Send message.
− Once click Send, message may be temporarily stored in Outbox
Using Microsoft Outlook
− To create new message from main Outlook window:
− On Home tab, in New group, click New E-mail, or
− On Home tab, in New group, click arrow for New Items and click E-mail Message, or
− press CTRL+N
Message Pane
Recipient(s) of New Message New Message Ribbon
Using Microsoft Outlook
− Type in email addresses or choose from list of contacts
− Addressing: must enter
at least one address
− Subject line: text lets
recipient know what message is about
− Body: main text of email − Signature: block of text
that includes name, title, and contact information
Using Microsoft Outlook
•
Addressing
− Identifies who will receive email message
To Primary recipient(s) of email; separate recipient addresses with semicolon or comma.
Cc Stands for “carbon copy” and indicates people who will receive copy of email for information purposes only.
Bcc Stands for “blind carbon copy” and provides way to hide certain addresses from appearing in email address fields. Address in this field will receive copy of message, but other recipients will be unaware of any recipients listed in this field.
Using Microsoft Outlook
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Using the Address Book
− Directory of contact information
− To access list of contacts from new message window, click
Using Microsoft Outlook
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To select multiple contacts:
− For everyone in range, click first name in list, press SHIFT and click
last name in list
− For individual names, click first person to receive message, and
then press CTRL as you click name of each individual
− Click address field first before clicking name to receive message − Can set up group or distribution lists in address book
Using Microsoft Outlook
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The Subject Line
− Be brief but succinct
− Use few words to sum up purpose of message
− Empty line means message could be blocked by recipient’s server
as suspected junk mail
Using Microsoft Outlook
•
The Message Body
− Where you type body of message
− New Message Ribbon tab contains basic formatting features
− Format Text tab contains same basic formatting plus more
Using Microsoft Outlook
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Proofing Your Message
− To activate proofing tools, click Review tab and click
option in Proofing group
− To activate spelling feature:
− On Review tab, in Proofing group, click Spelling & Grammar, or − press F7
Using Microsoft Outlook
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Sending the Message
− Once information for message entered, click Send at left of address
Using Microsoft Outlook
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Receiving Messages
− To check for any messages:
− On Send / Receive tab, in Send & Receive group, click Send/Receive All Folders, or
− press F9
− Inbox folder shows total number of new messages in Folders list
− Colored bar appears at left of new message − To view selected message:
− Scroll through Reading Pane, if active
Using Microsoft Outlook
•
Replying to a Message
− To reply to sender of message:
− On Home tab, in Respond group, click Reply, or − press CTRL+R, or
− if viewing message, on Message tab, in Respond group, click Reply
− To reply to everyone addressed in original message:
− On Home tab, in Respond group, click Reply All, or − press CTRL+SHIFT+R, or
Using Microsoft Outlook
•
Can reply to message in Reading pane, or within full Reply
Using Microsoft Outlook
− When reply active, new message created with copy of original
message as reference, and adds RE: to beginning of subject line
− Address fields automatically list addresses − Once replied, displays next to message
Using Microsoft Outlook
•
Forwarding a Message
− To forward message:
− On Home tab, in Respond group, click Forward, or − press CTRL+F, or
− if viewing message, on Message tab, in Respond group, click Forward
− New message created with copy of message and adds FW: to
Subject line
− After forwarding, displays to indicate message forwarded
Using Microsoft Outlook
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Can forward message in Reading pane, or within full
Using Microsoft Outlook
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Working with Attachments
− Keep attachment file size as small as possible
− Consider including hyperlink or URL link in body of email instead of
sending large file
− Consider what attachment is and whether email best way to send it − Consider file type and whether recipient has program to recognize
and open it
− If message sent and do not hear back within expected period of
time, follow-up with inquiry; or contact person by telephone
− Always set antivirus program to automatically scan all incoming
Using Microsoft Outlook
− To attach or insert file in email message:
− On Message tab, in Include group, click Attach File, or − On Insert tab, in Include group, click Attach File
− Then navigate to appropriate location and select one or more files
to attach to message
− To remove attachment from message:
− Select file name in Attached field and then press DELETE, or − right-click file name in Attached field and click Remove
Using Microsoft Outlook
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Viewing Attachments
− New message with attachment displays with − Right-click attachment to display options
for handling it
− Click Preview to preview attachment in
Reading Pane or message window (or click attachment name)
Using Microsoft Outlook
− Click Open to open file in program that recognizes file type
− Click Save As to save attachment to location on local drive or network
drive
− Occasionally Preview file button appears
− Indicate you can save file and scan it before opening it, or need to
Using Microsoft Outlook
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Managing Spam
− Refers to any unsolicited message
− Often promote products and services, or convey specific
political/religious views
− Most email programs include filtering feature to block spam or
other junk email
− ISPs also run active spam filters on their mail servers to block most
common types of spam mail
− Can download and install variety of programs to help block spam
Using Microsoft Outlook
− Do not allow email address to be added to marketing address lists
− Set up additional email account with Web-based email service
− Do not reply to email indicating name will be removed from list − Avoid putting name and email address on public lists
− Avoid disclosing email address on any online forums or newsgroup − To prevent messages from being flagged as spam by email servers,
follow guidelines for sending email
− If receive junk mail through other electronic communication
devices, stop receiving spam by sending text message with “Stop” to originator
Using Microsoft Outlook
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Dealing with Junk Mail in Outlook
− To set up junk email options, on Home
tab, in Delete group, click Junk and Junk E-mail Options
No Automatic Filtering
No action taken, unless in Blocked Senders list.
Low Filters out messages with
obvious junk mail characteristics.
High Aggressively filters out messages
with more subtle and obvious junk mail characteristics.
Safe Lists Only Sends all messages to Junk E-Mail folder unless in Safe Senders
Using Microsoft Outlook
− Phishing describes email messages that try to obtain details of
bank account, credit card or PIN number from recipient
− If Outlook detects potential phishing attempt, message converts to
plain text format, disables all links and places in Junk E-mail folder
− Four junk email lists to filter different types of junk messages:
− Click Safe Senders to view email addresses considered safe and want
to receive messages from
Using Microsoft Outlook
− Use Safe Recipients tab to specify safe
recipients
− Use Blocked Senders tab to specify
those you don’t want
− Can include global addresses for domain
− Use International tab to block from
specific foreign domains
− Enter manually or import lists from
earlier Outlook versions
− To remove address from junk email filter,
Using Microsoft Outlook
•
Marking Messages as Junk
− To mark message as junk:
− On Home tab, in Delete group, click Junk, and click option, or − Right-click message, click Junk and click option
− To unmark message as junk:
− On Home tab, in Delete group, click Junk, and click Not Junk, or − Right-click message, click Junk and click Not Junk
Using Microsoft Outlook
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Emptying the Junk E-mail Folder
− To empty selected messages in Junk E-mail folder:
− On Home tab, in Delete group, click Delete, or − Press DELETE or CTRL+D
− To empty entire Junk E-mail folder, right-click folder and click
Using Microsoft Outlook
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Archiving Messages
− To archive messages manually, click
File, with Info selected, click Cleanup Tools and click Archive
− Click folder to archive
− Status bar displays to show
archiving process working in background
− When complete, new folder called Archive
Folders appears in Navigation Pane
− Expand to show structure of items included in original archive − Can also close folder from Navigation Pane
Using Microsoft Outlook
− To automatically archive items:
− Click File tab, click Options, and in Advanced
category, click AutoArchive Settings, or
− Specify how often to run AutoArchive feature
− To proceed or cancel operation:
◦ click Folder tab, in Properties group, click AutoArchive Settings
Using Microsoft Outlook
•
Automating Outlook
− Using Signatures
− To create signature, select File, Options, and in Mail category, in
Using Microsoft Outlook
− Click New, enter name for signature and click OK
◦ Then enter text for signature and format it
− Can create several signatures at once, or add as needed
− Can designate signature to be default signature that appears in every
message, or specify to use different signatures for replies and forwards
− To choose signature other than default signature in new
message, on Message tab, in Include group, click arrow for Signature and click signature
Using Microsoft Outlook
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Sending Out-of-Office Notices
− Business practice and courtesy indicates should send message
in advance to businesses deal with regularly
− Provide details regarding dates away
and who handling work in your absence
− Try to send notice at least two days
prior to departure
− Sending notice to personal contacts is
your discretion
− Some email programs and mail servers
Using Microsoft Outlook
− Main downside is that response will be sent regardless of who
sender is
− Will not have access to feature
unless connected to dedicated mail server
− To set up or remove out-of-office
notice, click File and with Info
category selected, click Automatic Replies, and click Send automatic replies
Lesson Summary
•
different types of electronic communication
•
identifying users on communication systems
•
different communication methods
•
appropriate uses for electronic communication
•
advantages of electronic communication
•
how an email address is structured
•
identifying email components
•
using attachments effectively
Review Questions
1. What types of electronic communications are available?
a. Email
b. Video conferencing
c. Text messaging
d. Chats
e. Any of
the
above
f. a
or
c
2. In the following email address, which part represents the
mailbox name?
a. yahoo c.
p.f.92fallon
Review Questions
3. Alice sent an email message to Gail, Susan and Kelly. When Gail opened the message, she saw that the message was addressed to her and Susan. When Susan opened the message, she saw that the message was addressed to her and Gail. When Kelly opened the message, she saw that it was addressed only to her. Which of the following statements is true?
a. Alice listed all three addresses in the To field.
b. Alice listed Kelly's address in the To field while Gail and Susan were listed in BCC field.
c. Alice listed Gail's address and Susan's address in the To field, and listed Kelly's address in the BCC field.
d. Alice listed all three addresses in the BCC field.
4. 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 email server from marking this message as potential junk mail. c. Because it is mandatory to fill it in when sending a message.
Review Questions
5. What’s the difference between replying to a message and forwarding a message? a. Reply is when you respond to the sender and Forward responds to the sender and
also sends a copy of your message to you.
b. You can reply to one or more people whereas you can only forward the message to one person.
c. Reply is when you respond to the sender and Forward is sending a message to someone else.
d. Nothing
6. When might you want to use a hyperlink instead of attaching a file in an email?
a. When the attachment is large and the file can be downloaded from a specific area on a web site.
b. When your recipients cannot view text formatting.
c. When including the email address for a colleague or customer. d. When you are sending messages from a web-based email server. e. Any of the previous
Review Questions
7. What does spam refer to?
a. Unsolicited messages that promote products, services or political/religious topics.
b. Messages from companies where you signed up to receive their newsletters.
c. Pictures in messages from friends. d. A virus in a message.
8. What does it mean to archive your messages?
a. Outlook will move messages received prior to a specific date into the Deleted Items folder.
b. Outlook will move messages received prior to a specific date into a separate data file.
c. Outlook makes a backup of the Outlook data file and stores it in another location automatically.
Review Questions
9. Why might you want to create a signature?
a. So you don’t need to create a picture of your handwritten signature each time you send a message.
b. To create a new message automatically every time you start Outlook.
c. To include standard information such as your contact information on every new message.
d. To automatically copy yourself whenever you send a message.
10. Why should you set up a notification that you will be out of the office for a period of time?
a. Business courtesy.
b. Allows people to know who to contact during your absence. c. It’s good business practice.
d. Any of the previous e. a or c