Lesson 25 Communication Services

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1 Communication Services Computer Literacy BASICS: A Comprehensive Guide to IC 3, 3 rd Edition 1

2 Objectives Identify types of electronic communication. Describe users of electronic communication. Identify the major components of electronic communication. Manage with Microsoft Office Outlook. Send and receive . 2

3 Vocabulary Address Book archiving attachment distribution list electronic mail ( ) address instant messaging mailing list packets signature spam text messaging user agent Windows Mail 3

4 Introduction The Internet, electronic mail ( ), and other forms of electronic communications provide new ways to communicate. Using , you can combine numerous media into a single message, and then quickly exchange information in dynamic, two-way communications. Using the Internet, you quickly can transmit information to and receive information from individuals and workgroups around the world. 4

5 Electronic Communication Categories The Internet provides many communication services, which can be organized into the following categories: Electronic mail Instant messaging (IM) Text messaging Voice over IP (VoIP) Online conferencing Chat rooms Social networking sites Blog postings/comments Message boards and newsgroups 5

6 Identifying Users of Electronic Communication Millions of people use the Internet, and each is required to have unique identification in the form of an address, sign-in or log on credentials, and password in the same way that each person has a unique phone number. 6

7 Components of Electronic Communications Today s electronic communication requires: Software Sender Receiver Channel Communication Protocols 7

8 Components of Electronic Communications (continued) Interpreting Addresses: Each user must have a unique address, consisting of three parts: The user name of the individual symbol The user s domain Currently, a limited range of 21 top-level domains are available. 8

9 Components of Electronic Communications (continued) Parts of an Message: A message has four components address; subject line; body; and attachments, if any. Options: Reply to sender Reply all Forward Copy (cc) and blind copy (bcc) 9

10 Components of Electronic Communications (continued) Accessing Since has become a widespread way of communicating in our business and personal lives, the methods used to access have multiplied. Wireless communication has expanded the ways can be transmitted and retrieved. 10

11 Managing with Microsoft Office Outlook Microsoft Outlook is an Office application you can use to manage . 11

12 Sending and Receiving You can use the Inbox folder in Outlook to send and receive messages. Receiving When you open Outlook, it sends a request to your mail server to check if you have any messages waiting. The Navigation pane displays the header that you can click to read the message. 12

13 Sending and Receiving (continued) Features: The Outlook Address Book stores names, addresses, phone numbers, and other contact information so you can access it easily while you are sending and receiving messages. Sending After you have entered the addresses, subject, and text of your message, click the Send button to send the message. 13

14 Sending and Receiving (continued) Receiving and Opening Messages: Click the Send/Receive button to check for messages. 14

15 Saving a Message When you receive a message, it is saved until you delete it. Replying to a Message: Click the message, then click the Reply or Reply to All button. Formatting a Message: The formatting tools are similar to wordprocessing. 15

16 Saving a Message (continued) Attaching a File to an Message: Attachments are documents, images, figures, and other files that you can attach to a message. Managing Attachments: You can preview, open, save, or remove an attachment. Message Icons: Icons in the message headers offer clues about each message. 16

17 Saving a Message (continued) Copying to Multiple Recipients: You can insert more than one address in the To, Cc, and Bcc boxes. Mail Configuration Options: The automatic controls you can set in Outlook include: Automatic out of office response Forwarding command Redirect messages to your mobile phone Block Senders List Safe Senders/Safe Recipients List 17

18 Summary In this lesson, you learned: Electronic communication includes , instant messages, text messages, VoIP phone calls, online conferences, chat rooms, blogs, and social networks. The components of electronic communication include software, a sender, a receiver, channel, communication content, and protocols. 18

19 Summary (continued) Wireless communication makes it possible to send and receive using a handheld computer or cell phone with capabilities. addresses consist of three parts: the user name, symbol, and the domain name. Microsoft Office Outlook includes features to manage appointments, tasks, and . The Outlook bar displays shortcuts that give you quick access to each of the Outlook folders. 19

20 Summary (continued) 20 Electronic mail is similar to regular mail because it requires an address, a message, and a carrier to get it from the sender to the receiver. You can access on a computer using a program such as Microsoft Outlook, or you can send and receive messages using a Web site with a builtin program, such as Gmail or Hotmail. An message header includes the address of the recipient, the subject of the message, and information about to whom the message is sent as a copy.

21 Summary (continued) 21 You can use the Inbox folder in Outlook to send and receive messages. An attachment is a file that is sent with an message and that can be opened by the recipient. You can reply to an message, forward a message to a new recipient, delete a message, or save a message. Spam, or junk , consists of unsolicited messages that take up space in your Inbox unnecessarily.

22 Summary (continued) messages are organized in folders of incoming messages, sent messages, deleted messages, and junk . You can also create additional folders to organize your own . Special features let you add an automatic signature to messages, block messages from certain addresses, create personalized stationery for your messages, and set up an automatic response or forward your messages to another address. 22

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