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Computer Technology Department 2011/12
ELECTRONIC COMMUNICATION
• Systems for exchanging information and news were the first applications developed for network communication. • Sending and receiving information, news, etc., in a
simple and immediate way has always been a primary need. • The first idea was to provide common tools for computer
networks: letters (and therefore a “mail” system) and notice boards. • Now you can exchange different types of information:
text, images, audio, and video thanks to digital technology.
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ELECTRONIC COMMUNICATION
• Among the various types of electronic communication and collaboration are: • Email • IM (Instant Messaging) • Text messages • Distribution list • Internet telephone (VoIP) • Online conferences and video conferencing • Chat • Blog • News groups • Social networks
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IDENTIFYING USERS ON THE NETWORK
• Access and use of various communication services and electronic collaboration requires authentication of the service user. • Authentication has two objectives: • Recognize the user profile, then identify the resources he/she can
access. • Track the individual and his/her usage on a service.
• Three methods are used to authenticate a user as regards a service: • Email address: this is a widespread practice. • Login: username and password. • Phone number: as in case of text messages.
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TOOLS FOR NETWORK COMMUNICATIONS
• Tools are: • Software applications, for emails, instant messages, text, etc. • Computers used as Servers and designed for the management
and exchange of information among multiple users. • Protocols, the standard rules that permit the proper exchange and
use of information among users. • The communication form itself, that is, an instant message, a
video conference, etc.
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THE EMAIL ADDRESS
• The email address is one of the means used to authenticate a user and his/her mailbox. • An email address must be entered through an expression
with a specific syntax: user_name@domain_name.domain_extension • A complete address for a mailbox could be:
[email protected] or [email protected] • The username is unique among the names in use on the
domain.
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SENDING EMAIL
• An email message is composed of some standard elements, including: • Address • Subject • Body of the message • Attachments (such as files or photos)
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SENDING EMAIL
• For the network to deliver the email properly, it needs some information: • Sender’s email address • SMTP server name (Simple Mail Transfer Protocol) • Recipient’s server name (POP3: Post Office Protocol 3)
• When you send an email message, it follows the subsequent path: • From your computer, it goes to the SMTP server whose function is to send
mail messages to the correct recipient. • The SMTP server checks the email address for a valid domain, then the
message goes to the POP3 server of the domain indicated in recipient’s address.
• The POP3 server verifies that the recipient is one of those among its mailboxes. If so, it places the email in the recipient’s inbox.
• The message will remain in the mailbox on the POP3 server until the recipient connects to the internet and chooses to download his/her email on his computer using a mail program.
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SENDING EMAIL
• An email program has to ensure some basic functions such as: • Creating new email • Entering an email message correctly (To.., .. Cc, Bcc addresses,
subject, body of the text, etc.) • Choosing an email format (plain text and HTML) • Specifying whether it is priority mail. • Sending email • Viewing email • Responding to email • Responding to all senders • Forwarding email
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SENDING EMAIL
• There are several programs for managing email.
• It is also possible to encrypt email messages.
• In practice, both sender and recipient use a secret digital key to respectively encrypt and decrypt messages.
• the Figure in the right refers to “Microsoft Office Outlook 2007”
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SENDING EMAIL
• Microsoft Outlook 2007 window parts: • Title bar • Menu bar • Standard toolbar • Navigation pane • Status bar • Items • Reading pane • To-Do bar
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SENDING EMAIL
• To send a new message, click on the New button on the outlook toolbar.
• the new message window appears.
• You can use the keyboard combination: CTRL + N
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ATTACHMENTS AND OTHER EMAIL FEATURES
• Email is great not just for sending and receiving text, but also for other items such as: • Attachments • Hyperlinks • Graphics
• Attachments are simply files of any kind. • They can be saved, opened, and deleted
on the local computer. • Attachments must be checked before
downloading because they might contain viruses.
• You should only open attachments from known sources.
• Email hyperlinks help to significantly enrich the text of the message.
• You can improve the graphic look of an email, like a text document, using charts, colors, etc.
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SENDING AND RECEIVING EMAIL
• To check on the delivery of new email messages, click on the button
on the toolbar. • Also , to Send/Receive, press the
F9 function key • When you receive an email, you
will see it highlighted and available in the inbox.
• To open it: double click on it. • If there are any attached files, right
click on the name and choose: • Open • Print • Save to disk
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SENDING AND RECEIVING EMAIL
• To reply to the sender, use the following buttons: • Reply, responds to a message by
automatically inserting the sender’s address and adding “RE: ---” to the subject. The reply message won’t include the attachments.
• Reply to All, automatically responds to a message by inserting all the email addresses on the original message.
• Forward, allows you to forward a message to a third party and automatically inserts in the subject “FW: ---”. The forwarded message will contain all the attachments you received.
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SENDING AND RECEIVING EMAIL
• In composing an email, you can include elements in the message such as: • Various kinds of attachments • URLs (Uniform Resource
Locator) related to Internet addresses
• Graphics or other elements embedded in an email
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SEARCHING AND SORTING MESSAGES
• Outlook manages email traffic by organizing your messages into groups of folders.
• The default folders are: • Tasks • Drafts • Calendar • Contacts • Notes • Deleted Items • Inbox • Outbox • Sent items • Junk E-mail • RSS Feeds (new)
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SEARCHING AND SORTING MESSAGES
• Among its many tools, Outlook offers an instant search function that allows you to view results while conducting a search.
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SEARCHING AND SORTING MESSAGES
• To activate the search function, click on Mail in the navigation pane in the outlook main window. • The instant search box will appear in the Inbox.
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SEARCHING AND SORTING MESSAGES
• To conduct a search that includes all Email folders, select Search All Mail Folders in the search box list. • If you want to narrow the
search by using additional criteria, you can click on Query Builder, which will show a panel where you can enter new parameters.
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SEARCHING AND SORTING MESSAGES
• You can choose to sort all the messages stored according to different parameters, by clicking on the button of the type of field you want.
• You can decide to add and/or remove fields to those proposed in the standard Outlook view. • You can perform various operations on a selected message (or group of messages) • Move or Copy • Delete • Save
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OUTLOOK ADDRESS BOOK
• You can open the address book by clicking on it in the toolbar. • Or using the combination
CTRL + SHIFT + B • You can add contacts and
contact groups, rearrange them and use them • To enter a new name or
group, open address book then go to File > New Entry
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OUTLOOK ADDRESS BOOK
• Add the New Contact information, then click on Save & Close.
• Add new Distribution List members and click on Save & Close.
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OUTLOOK ADDRESS BOOK
• To remove a contact from the address book, just select it on the list that appears and then click Delete on the toolbar • The operations to insert, modify
or delete contacts can also be executed from the Contacts folder.
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OUTLOOK ADDRESS BOOK
• You can send an email to a contact in the address book. • After selecting the desired contacts, click on the Actions button in the
window toolbar and then Create > New Message to Contact. Or • Right click on the desired contact and then click on Create > New
Message to Contact. • You can also activate the address book from within the composition
window of a new message by clicking on the buttons To … or Cc … to enter the addresses from the address book.
• In sum, the tasks that you must perform to manage email addresses and contacts are: • Create a new message in an address book • Using the address book to manage contacts • Save an address from a mail message in the address book • Delete an address from the address book • Create a distribution list which is also called a mailing list
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COMMON OPTIONS IN EMAIL CLIENT
• Add Signature (Tools>Mail Format>Options) • Create rules for email (Tools>Organize) • Customize Spell Check (Tools>Options) • Change the format of outgoing mail (Tools>Options>Mail
format) • Create an “Out of Office” autoreply message (Tools>Out of
Office Assistant) • Assign a priority level (normal, low, high) to an email and a
confidentiality level (normal, confidential, personal, private) • Protect email contents via encryption and digital certificates
(Tools>Trust Center) • Archive mail folders to create back-ups and release memory
space on your computer
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COMMON OPTIONS IN EMAIL CLIENT
• The user should be able to perform basic tasks such as: • Identify mail folders and the way they are organized • Create and delete mail folders • Identify the purpose of the Inbox folder • Identify whether mail was read or unread • Identify ways of marking mail, such as flags, unread or
read, and priority mail • Move and copy mail into different folders • Select, save, delete, or restore mail • Empty/delete the contents of a mail folder • Search and sort mail • Back up/Archive mail • Synchronize email among devices
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CHOOSING TECHNOLOGIES
• You must carefully choose from the variety of electronic media available to find the best option for a particular task or job • An email message • Instant Messaging • Teleconferencing • Content publishing and management using RSS
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ADVANTAGES OF ELECTRONIC COMMUNICATION
• Speed and immediacy in exchanging information • Lower cost due to the large-scale diffusion of technologies • Access from remote locations and devices such as computers and
mobile phones • Ease of forwarding and routing of messages • Enabling communication in either one-to-one or one-to-many
modes • Ability to communication and collaborate with others • Creation of community, that is, groups of people communicating
with each other because of common interests or goals • Ability to communicate using text, audio, and video • Ability to share documents and other resources • Ability to record and track the history of the communication
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ETHICS AND STANDARDS OF GOOD USE IN
PROFESSIONAL EMAILS • There is an etiquette and a set of formal rules to follow when writing an
email. • You should pay particular attention to grammar and the format of the text • Focus on the topic both in the subject and in the body of the message • Using capital letters or symbols to highlight important points in the text in
not recommended • If recipient is in a country other than yours, pay attention when inserting
dates • Limit the use to abbreviations to only those that are universally accepted • Emoticons (smilies) make reading text charming, but not in formal
communications • Use quotation marks (“) for quotes and specify the author • A reply to an email message contains the original message, but with the
addition of a symbol “>” at the beginning of each line • At the end of a message, always include you signature, but try not to exceed
4 lines and specify your name, title, organizational affiliation, email, telephone and whatever appropriate
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ETHICS AND STANDARDS OF GOOD USE IN
PROFESSIONAL EMAILS • The exchange of email is based on principles of interpersonal
communication that are beyond the means of traditional paper letters. Principles are: • Understand the character of the recipient and the public • Understand the purpose of communication • Understand communication tools • Fast answers • Brief messages that “get to the point” quickly • Attention to spelling and grammar • Effective use of the subject line • Selecting appropriate recipients in To:, Cc:, and Bcc: • Choosing the appropriate option when answering a message • Appropriate level of formality • Appropriate use of parts from earlier email in a continuous exchange
of emails
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SPAM
• Spam refers to an unwanted message that is often commercial in nature
• Whatever the content of these messages, they are illegal because the addresses to which they are sent are intercepted without the recipients’ authorization
• Recipients receive them whether they want to or not • Spam messages are sent from a computer and should not be opened
because this will send confirmation to the sender that your email address is correct and you will continue to be persecuted
• Clues that will help you recognize a spam message before reading it are: • The sender is unknown • The message is not directed to just you • The subject line is weird
• There are anti-spam programs that intercept these messages
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SPAM
• When you get a spam message, to limit any threat: • Do not believe any of the information contained in it • Do not be fooled by unlikely business proposals • Do not respond to charity requests • Do not be persuaded by political notices that advise strikes or acts
of revenge, for example • Do not be persuaded to take part in what are commonly called
“chain letters” • Use the mail filter functions available on the mail server • Use the mail filter functions in the user’s email client software • Do not send an email to a public address
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INFORMAL SIGNS
• In informal messages, sentences can be read without understanding the tone • To remedy this neutrality, you can use emoticons
(emotions and icons) • Emoticons are symbols used to sum up a mood that
cannot be expressed through writing like: • : - ) means happy J • : - ( means sad L • :-D means laugh • :-O means Oh!
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COMMON ISSUES IN EMAIL
• Pay attention to certain factors, including: • Correct use of style • Use of words or phrases without context • Proper use of the reply feature
• Other factors of electronic communication should be considered such as: • Delivery failure because of disconnections • Malfunction of communication software • Improper use of answer forms (Cc, Bcc, etc.) • Incomprehensible messages (pay attention to syntax, grammar and
logical sense) • Loss of formatting • Hasty answers and improper use of functions such as reply, reply all,
Cc, Bcc and forwarding options • Junk mail (spam), frauds, and scams
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COMMON ISSUES IN EMAIL
• Other categories of problems related to communication programs, which may become software threats, including: • Virus • Worm • Spyware • Malicious programs
• You can protect yourself from these threats through three fundamental factors: • Knowledge of the existence of these problems • Knowledge of techniques and rules of conduct designed to prevent
harm arising from these threats • Using effective procedures for ensuring safe and proper use of
electronic communication
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COMMON ISSUES IN EMAIL
• These factors involve some simple rules that can be summarized as follows: • Use anti-virus software • Pay attention and be careful when downloading files • Follow anti-virus policies and procedures • Adopt anti-virus troubleshooting for identifying, isolating, and
cleaning infected files • Keep updated on the latest virus threats • Keep your anti-virus software updated • Check email and attachments for viruses • Write and review email, instant messages, and other
communications carefully before sending them
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COMMON ISSUES IN EMAIL
• Understand the rules of “netiquette”, company/school policies, cultural aspects and other guidelines
• Use encryption for secure communication • Make a backup/archive mail regularly • Understand the rules concerning electronic transmission of
sensitive data • Understand that electronic communications (email, messages,
comments left on blogs or message boards, mail on social networking) can be publicity and/or permanently accessible thanks to caching or storage by Web sites
• Follow the guidelines of your school or business and at the local, state, and national level for electronic communications
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MAILING LISTS AND NEWSGROUPS
• Services directly related to electronic mail are: • Mailing Lists
These are email discussion services among users with common interests
• Newsletters Similar to mailing lists, except that subscribing participants only receive communications on a regular basis without being able to answer or reply
• Newsgroups This is a kind of bulletin board system
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QUIZ
• To send a copy of an email message to several people you have to type their address in the: • To: box • Cc: box • Bcc: box
• Which button on the Outlook bar is used to send a received message to another recipient? • Reply • Reply All • Forward
• When it is considered illegal to use the office computer? • When you send vulgar and offensive email • When you use the computer for private purposes during working hours • Both of the above
• How can you make an email more professional? • By using “emoticons” • By avoiding spelling errors • Both of the above
• Which of the following actions could encourage an attack by a virus when using email? • Opening an executable file attached to an email from an unknown recipient • Sending an email to an address that is not stored in the address book • Sending an email with an attached executable file
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