Communication Services

Transcription

1 Estimated Time: 1.5 h ours LESSON 25 Communication Services OBJECTIVES Upon completion of this lesson, you should be able to: 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 . DATA FILES You do not need data files to complete this lesson. VOCABULARY Address Book archiving attachment distribution list electronic mail ( ) address instant messaging mailing list packets signature spam text messaging user agent Windows Mail Mod3-21

2 Mod3-22 MODULE 3 Living Online The Internet, electronic mail ( ), and other forms of electronic communications provide new ways to communicate. Using , you can combine numerous media text, graphics, sound, video 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 Electronic Communication Categories As a worldwide electronic communications system, the Internet provides many communication services, which can be organized into the following categories: VOCABULARY electronic mail instant messaging text messaging Electronic mail: Electronic mail, or , is similar to regular mail. You have a message, an address, and a carrier that figures out how to transfer the message from one location to another. You can send to other people on a network at an organization, or you can use an Internet service provider to send to any computer in the world. Instant messaging (IM): You use instant messaging services to send messages in real time. In other words, you can send and receive messages while you and someone else are both connected to the Internet. Text messaging: Instead of using a computer, with text messaging you use a cell phone or other mobile device to send and receive written messages. Voice over IP (VoIP): Sometimes called audio over IP, you use this service to make phone calls with an Internet connection instead of a regular telephone line. Your voice is converted into a digital signal that travels over the Internet. With VoIP, you can make a call directly from a computer, a special VoIP phone, or a traditional phone connected to a special adapter. Online conferencing: Also referred to as video conferencing, you can conduct a conference with yourself and one or more other participants at different sites by using computer networks to transmit audio and video data. Chat rooms: Chat rooms are Web sites that allow real-time communication so you can exchange messages with others through the computer. You use the keyboard to type text, which is displayed on the other person s monitor. Social networking sites: These Web sites provide a way to build online communities of people who share common interests or activities. Blog postings/comments: A blog (short for Web log) is a type of personal journal created by one person or by a group; entries are published in reverse chronological order. Message boards and newsgroups: Both of these services provide bulletin board systems that serve as discussion sites; users can post messages asking for assistance 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. Your address is not only used to send and receive s, but it is also used for a variety of other options. For example, you use it to fill out a form to subscribe to a Web site, to set up your checking account, to order a book from Amazon, to use instant messaging, and so on. Other services that require a unique logon are blogs, social networks, and video conferencing services.

3 LESSON 25 Communication Services Components of Electronic Communications Electronic communication is the technology that enables computers to communicate with each other and other devices. It is the transmission of text, numbers, voice, and video from one computer or device to another. Electronic communication has changed the way the world does business and the way we live our lives. When computers were developed in the 1950s, they did not communicate with each other. This all changed in ARPANET was established and served as a testing ground for new networking technologies. ARPANET was a large wide-area network created by the United States Defense Advanced Research Project Agency (ARPA). Today s electronic communication requires the following components: Software: Software applications (user agents) installed on the local PC, network, or Web, such as , text message, and instant messaging programs Sender: The computer sending the message (server) Receiver: The computer receiving the message (server) Channel: The media that carries or transports the message: telephone wire, coaxial cable, radio signal, microwave signal, or fiber-optic cable Communication: The information that is transferred between user agents Protocols: The rules that govern the transfer of data and ensures that information created by one system can be interpreted and read by another EXTRA FOR EXPERTS Mod3-23 On Labor Day in 1969, the first message was sent via telephone lines from a computer at UCLA to another computer at Stanford Research Institute. This was the beginning of the Internet and electronic communication as we know it today. VOCABULARY user agent address This technology has made it possible to communicate around the globe using tools such as the Internet, electronic mail ( ), faxes, e-commerce, and electronic banking. See Figure Sender PROTOCOL Communications Channel Receiver FIGURE 25 1 Transmitting a message from sender to receiver Interpreting Addresses When you send postal mail to someone, you must know the address of that person. The same thing is true for . For instance, David Edward s address could be dedwards@msn.com. Each user on the Internet must have a unique address. An address consists of three parts: The user name of the individual symbol The user s domain name

4 Mod3-24 MODULE 3 Living Online David Edward s address dedwards@msn.com ends with the domain code.com. The first set of domain codes were defined in October 1984 and are used on the Internet s Domain Name System. This set of codes included the following:.com (commercial).edu (education).gov (government).mil (military).org (organizations) Currently, a limited range of 21 top-level domains are available. A number of other less popular specialty domain codes are.cat,.jobs,.mobi,.post,.tel,.info, and.travel. Parts of an Message When you compose an message, it should contain four main components. First, enter the address of one or more people to whom you are sending the message. Be sure to include a subject line, which should grab the recipient s attention or fully but briefly describe the purpose of the message. Many people scan the subject lines of their messages before opening them, so your subject lines should be meaningful and accurate. Next, include the body of the message, which should be clear, concise, and free of spelling errors. Any attachments should be noted in the body of the message. Options programs include a variety of options when responding to a message, including the following: Reply to Sender: One way to reply to an message is to click the Reply button, type your reply message, and then send the message. With this type of reply, the original message is included along with your reply message, so it is appropriate when you are answering a question or responding to specifics in the original message. When you reply to an message, the recipient normally sees the letters Re preceding the text in the subject line to indicate that it is a reply message. Reply All: If more than one person is listed on the To or From line of the message, you can click the Reply All button instead of Reply. You then follow the same steps as when replying, except your message is sent to everyone who received the original message. Forward: This option is similar to replying to a message; however, when you forward a message, you send it to people other than those who sent the original message. Forwarding a message helps cut down on the time you spend creating messages from scratch. It is also a quick way to share information with a number of people. When you forward a message, a recipient normally sees the letters FW preceding the text in the subject line to identify it as a message that is being forwarded. Copy (cc) and blind copy (bcc): To send a copy of an to another person, type his or her address into the Cc text box, or click the Cc button and then select the person s name. To send a blind copy to someone, type the address in the Bcc text box, or click the Bcc button and then select the person s name. The recipient of the Bcc is not visible to the other people receiving the message.

5 LESSON 25 Communication Services Mod3-25 Unless a technical problem occurs, travels much faster than regular mail (sometimes referred to as snail mail ). When you send someone an message, it is broken down into small chunks called packets. These packets travel independently from server to server. You might think of each packet as a separate page within a letter. When the packets reach their final destination, they are recombined into their original format. This process enables the message to travel much faster. In fact, some messages can travel thousands of miles in less than a minute. VOCABULARY packets Windows Mail Accessing Since has become a widespread way of communicating in our business and personal lives, the methods used to access have multiplied. Many Web sites and Internet service providers offer as part of a monthly fee or even at no charge. Google s Gmail, Hotmail, and AltaVista are examples of Web-based services. After you set up an account with a service, you access your account using the company s Web site and entering your account name (usually your address) and a password. The Web site often directs you to a built-in program where you can read and send messages and manage your electronic communication. Wireless communication also has expanded the ways can be transmitted and retrieved. Many people have cell phones or handheld computers that can send and receive almost anywhere. Managing with Microsoft Office Outlook Microsoft Outlook is an Office application you can use to manage . The features of Outlook are very similar to the features of Windows Mail (a scaleddown version of Outlook provided with Windows Vista), so after you practice using Outlook in the exercises in this lesson, you will find that you can also use Windows Mail. Outlook is a versatile application that you can use to organize appointments, tasks and to-do lists, addresses, and . When you start Outlook, a window similar to the one shown in Figure 25 2 is displayed. The default opening window is the Outlook Today window, which gives you an overview of the calendar, tasks, and mail features of the program. Figure 25 2 shows the Outlook Inbox, which displays the messages you receive

6 Mod3-26 MODULE 3 Living Online Mail (default) pane Favorite Folders Mail Folders Expand/ collapse button Navigation pane (Inbox) Mail selected in Outlook bar Reading pane FIGURE 25 2 The Outlook window Mail management is primarily handled through the Inbox. The Inbox contains a number of elements. Using the Inbox, you can organize your mail by creating mail folders for various topics, special projects, and individuals. The folders can be divided into favorites and general mail folders. The Inbox contains a list of your messages. The messages can be arranged by date with the newest on top or the oldest on top. When a message first arrives in the Inbox, it is displayed in bold type. Once the message is read, it is no longer bolded. The current task selected in the Outlook bar at the left of the window is Mail. The name of the selected task appears in the task banner at the top of the Outlook bar. When Mail is selected, the left pane lists a number of standard folders, including Inbox, Deleted Items, Drafts, Junk , and Outbox. When you select a folder in the left pane, such as Inbox, its contents appear in the middle pane, or Navigation pane, as shown in Figure Click an item in the folder to see the full text in the Reading pane, the large window at the right of the Outlook screen. You can manage the folders in the Mail pane in the following ways: To create a new folder in the Mail pane, click File on the menu bar, point to New, and then click Folder. To delete a folder, right-click the folder name and then click Delete folder name. To select, move, and copy mail to and from one folder to another, click the folder name containing the item you want to copy. This selects the folder and displays folder contents in the Inbox. Drag the file you want to move to the new folder. To copy and paste a file, select the file name, click Edit on the menu bar, and then click Copy. Click the name of the folder you want to copy the file to, click Edit on the menu, and then click Paste. To save a mail message, click the item that you want to save as a file, click the File menu and then select Save As, select the location where you want to save the file, type a name for the file, select the File type, and then click Save.

7 LESSON 25 Communication Services Mod3-27 To delete mail, select the message to be deleted, select Edit on the menu bar, and then click Delete. Deleted items are stored in the Deleted Items Mail folder. To undelete an item, click the Deleted Items folder and select the file name to be undeleted. Click Edit on the menu, select Move to Folder, select the folder, and click OK to move the item. To permanently delete a message or to delete the contents of the Deleted Items folder, select the item or items in the Deleted Items Mail folder, right-click and then select Delete. To search for a message, click Tools on the menu bar, point to Instant Search and then select Search All Mail Items. To sort mail, click the Newest on top or Oldest on top column heading to organize the messages by date. You can also click View on the menu bar, point to Arrange, and then click Date. Archiving is the process of backing up your messages. When you first run Outlook, AutoArchive automatically runs every 14 days and saves the backup file with a.pst extension. You can change how often Archive runs by clicking Tools on the menu bar, clicking Options, clicking the Other tab, and then clicking the AutoArchive button. When you make your regular backups, be sure to back up the archive file with the.pst extension. If your hard disk fails (and they all eventually do), you will lose your messages and attachments such as pictures and videos unless you have a backup copy of the.pst file. Outlook can synchronize with other devices such as a desktop computer, a cell phone, or other handheld devices. To use this service generally requires that you download and install updates for the particular device that you want to use. Although you do not apply all of Outlook s options in this lesson, you can take a short tour of Outlook in the following Step-by-Step exercise by opening several Outlook folders. You can customize most Outlook folders to display information in a number of ways. When you open a folder, you will see the view that was used the last time that folder was opened. VOCABULARY archiving Step-by-Step Click the Start button on the taskbar, point to All Programs, click Microsoft Office, and then click Microsoft Office Outlook If your computer is on a network, you might be prompted to enter your profile name and a password when launching Outlook. If a dialog box appears asking you to make Outlook your default program for , calendar, and contacts, click No. 2. Click Calendar in the Outlook bar. You use this feature to set up appointments and meetings. If no one has entered any meetings in Outlook yet, this folder will be empty. 3. Click Contacts in the Outlook bar. This feature stores information about personal and business contacts. If no one has entered any contacts in Outlook yet, this folder will be empty. (Additional information on using the Address book is provided later in this lesson.)

8 Mod3-28 MODULE 3 Living Online FIGURE 25 3 Navigation pane and Reading pane in the Mail window Name of selected folder in Navigation pane The (6) indicates six unread messages 4. Click Tasks in the Outlook bar. A grid used to organize information about tasks you want to accomplish is displayed in the Reading pane. If no one has yet entered any tasks in Outlook, this folder will be empty. 5. Click Mail in the Outlook bar and then click the Deleted Items folder in the All Mail Items list in the Outlook bar. The Deleted Items folder opens in the Navigation pane. When you delete items from other mail folders, the items are stored here until you delete them permanently. If no one has deleted any items in Outlook, this folder will be empty. 6. Click the Inbox folder. Any messages waiting for you are displayed in the Navigation pane, with a closed envelope icon next to items in the inbox that have not been read yet. The first time you start Outlook, you receive a message in the inbox folder from Microsoft, similar to the one shown in Figure Figure 25 3 shows the Inbox with many more messages. Inbox folder Message header of selected Message header selected Plus sign Open envelope icon message Closed envelope icon Reading pane WARNING You might not have any messages in your Inbox when you open the Inbox folder in this exercise. You can still perform the steps without any problems. 7. Click the Outbox folder. This folder is used to hold completed messages that have not yet been sent. If this folder contains messages, notice the icon, which looks like a small addressed and stamped envelope, that indicates the message is ready to send. 8. Leave this folder open for the next Step-by-Step exercise.

9 LESSON 25 Communication Services Mod3-29 Sending and Receiving As you have seen, if your computer is set up to handle , you can use the Inbox folder in Outlook to send and receive messages. An advantage to using Outlook as your application is that as you create messages you have easy access to the other Outlook folders. You can quickly address the message to someone on your contacts list, check your calendar to make sure you are available for a meeting, or add a task to your task list when a message requests further action. In addition to sending a message, you can include attachments such as pictures or documents Receiving When you open Outlook, it sends a request to your mail server to check if you have any messages waiting. If you do, Outlook receives them and displays them in the Inbox folder. The Navigation pane displays message headers for any new messages. The message header tells you who sent the message, the subject of the message, and the date and time your server received it. The Reading pane of the Inbox window displays the actual text of the message. If you have a number of messages, you can read each one by clicking its message header to display the message text in the Reading pane. If you already are working in Outlook, you can check your at any time. Open the Inbox folder and click the Send/Receive button on the Standard toolbar. After you have finished reading your messages, if you do not need to keep the messages, you can delete them by selecting each message header and clicking the Delete button on the Standard toolbar. Features Sending is as easy as clicking a few buttons and typing your message. 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. Some of the tasks you can perform in Address Book include the following: To add new data to the Address Book, click Tools on the menu bar and then click Address Book to display the Address Book: Contacts screen, or copy and paste an address from an message that you received. To modify an address, display the Address Book: Contacts screen, double-click the address, and then make the modifications. To delete an address, display the Address Book: Contacts screen, click File, and then click Delete VOCABULARY Address Book distribution list mailing list You can use a distribution list to send the same message to a group. To create a distribution list (also called a mailing list), click File on the menu bar, point to New, and then click Distribution List. In the Name box, type the name of your distribution list. On the Distribution List tab, click Select Members. In the Address Book list box, click the address book that contains the addresses you want to include in your distribution list.

10 Mod3-30 MODULE 3 Living Online Sending You enter an address in the To text box either by typing the address or by inserting an address stored in your address book. The Address Book generally contains a list of addresses of those individuals with whom you frequently correspond. You also enter addresses in the Cc text box if you are sending copies of the message to other recipients. See Figure To button Cc button Bcc button Subject text box FIGURE 25 4 Message window EXTRA FOR EXPERTS The Cc in the window is the abbreviation for carbon copy. This originated with the old-fashioned typewriter. To send someone a copy of a letter or to create a file copy required that the typist use a sheet of carbon paper between each sheet of paper. You can add another field labeled Bcc to enter addresses for recipients who are to be blind copied, meaning the primary addressee does not see that others are copied on the message. You can also add a From field to add your own name. To add these fields, click the Options tab and select the field you want to add to the message form. It is good etiquette to include a subject for your mail message. As mentioned earlier, the subject should be brief, yet it should be descriptive enough to tell the recipient what the message is about. Then enter the text of your message. After you have entered the addresses, subject, and text of your message, click the Send button to send the message. In the following Step-by-Step exercise, you practice creating an message that you will send to yourself or to someone else in your class. If necessary, check with your instructor regarding the address (or addresses) to be used for the exercises in this lesson.

11 LESSON 25 Communication Services Mod3-31 Step-by-Step In Microsoft Office Outlook, click File on the menu bar, point to New, and then click Mail Message. The Untitled - Message window appears. 2. If necessary, click the To box. Type your address (or the address of the person to whom you are sending the message). If you do not know what address you should use, check with your instructor. 3. Click the Subject box and type Caribbean cruise. 4. Click in the message area. The title of the window changes to Caribbean cruise. 5. Type the following message: I am looking forward to going on the cruise next month. Our ports of call are Grand Cayman, Belize, and Cozumel. You can find additional information at Press Enter two times and type your name. Your screen should look similar to Figure address FIGURE 25 5 Completed message Send button Subject Web site address underlined Message text

12 Mod3-32 MODULE 3 Living Online EXTRA FOR EXPERTS After you send a message, Outlook closes the Message window and temporarily stores the message in the Outbox folder. After the message is sent, Outlook moves the message to the Sent Items folder. Notice that when you type the Web site address, it is underlined. It also might appear in a different color. Some programs require you to click, double-click, or hold down the CTRL key and click to activate the link and open the associated Web page. 6. Click the Send button to send the message. Leave Outlook open for the next Step-by-Step exercise. Receiving and Opening Messages Now that you have sent a message to yourself (or someone in your class has sent you a message), you should receive it in the Inbox. You can click the Send/Receive button on the Standard toolbar to check for messages. In the following Step-by-Step exercise, you check for messages and then open the message you sent to yourself or the message you received from another student. In some instances, your instructor might have sent you a message. Step-by-Step 25.3 FIGURE 25 6 Receiving a message Message header displayed in Inbox 1. Click Tools on the Standard toolbar, point to Send/Receive and then click Send/Receive All. The Inbox receives the message, and the message header is displayed, like that shown in Figure Send/Receive button

13 LESSON 25 Communication Services Mod Click the message header in the Inbox pane. The message is displayed in the Reading pane, as shown in Figure Leave Outlook open for the next Step-by-Step exercise. Reply button Reply to All button FIGURE 25 7 Displaying a Message message displayed in Reading pane Message header Saving a Message When you receive a message, Outlook automatically saves the message in the Inbox or another designated folder until you delete the message. You can save a message, however, as a text file, an HTML document, or a template. To save a message in one of these formats, click File on the menu bar and then select the Save As command. When the Save As dialog box is displayed, type a name in the File name text box, and then select the format by clicking the Save as type text box arrow. Click the Save button to save the file. messages require file management skills similar to any other references (electronic or hard copy) you want to keep and manage. Most of the time, you will want to reply to messages you receive, and save important messages for future reference. On the other hand, you probably will want to delete unneeded messages and spam. Spam is unsolicited , essentially electronic junk mail. In many instances, spam is used to advertise products and services. Other spam messages might contain phony offers. Replying to a Message When replying to a message, first select the message. Then click the Reply or Reply to All button on the Standard toolbar, type your message, and click the Send button. With this format, the original message is included along with your reply message. Suppose, for example, you received an from a friend and the friend sent a cc of the message to several other people. To reply to the friend, click the Reply button. To reply to the friend and send a copy of the message to the others who were sent a cc, use the Reply to All button. Using the Reply or Reply to All option is appropriate when you are answering a question or responding to specifics in the original message VOCABULARY spam

14 Mod3-34 MODULE 3 Living Online When you reply to a message, a Message window is displayed. This window is similar to the window that was displayed when you created a new message. Recall that when you use this format to reply to an message, the recipient(s) normally sees the letters Re preceding the text in the subject line to indicate that it is a reply message. VOCABULARY attachment Formatting a Message The formatting tools on the Ribbon provide many of the same features as those in your word-processing program and other similar software. You can change the font type, font size, and text color of an message. You can also add bold, italics, and an underline to text as well as center it and add bullets. EXTRA FOR EXPERTS Some messages might contain viruses most of the time in the form of an attachment. If you have an antivirus program, generally the program identifies the message as having a virus. Many Internet service providers use firewalls to protect their customers from viruses. Do not open an attachment if you suspect that it has a virus, and immediately delete the message to which it is attached. Attaching a File to an Message Attachments are documents, images, figures, and other files that you can attach to your messages. To attach a file to a message, click the Insert tab and then click the Attach File button in the Include group, locate the file or document you want to attach in the Insert File dialog box, and then click the Insert button. In the following Step-by-Step exercise, you reply to a message. You change the font and text color, attach a file, and then send the message. Use a file you created in one of the other lessons in this course or as directed by your instructor for the attachment. Outlook should be open and a message should be displayed in the Reading pane. Step-by-Step Click the Inbox and then double-click the message once, or right-click the message and then click Open. Click the Reply (or Reply to All) button on the Message tab. The message window is displayed, similar to that shown in Figure The address is displayed automatically in the To box, and the insertion point is blinking in the message area.

15 LESSON 25 Communication Services Mod3-35 Message tab FIGURE 25 8 Replying to a message Basic Text group address is displayed Insertion point Message text 2. Type the following: Dolores, (substitute the name of your recipient, and then press Enter two times). Good to hear from you. I also am preparing for the cruise and look forward to seeing you. I have attached some information for you. Press Enter two times and type your name. 3. Select the text of your message. Use the buttons on the Message tab to change the font to a style of your choice and the font size to 12. Change the color to one of your choice. Format all of the text in bold.

16 Mod3-36 MODULE 3 Living Online 4. Click the Insert tab and then click Attach File in the Include group, as shown in Figure The Insert File dialog box is displayed. FIGURE 25 9 Attaching a file Attach File button Formatted message 5. Locate and select a file that you want to attach, and then click the Insert button. The file is attached, as shown in Figure

17 LESSON 25 Communication Services Mod3-37 FIGURE Message with attached file Send button Attached file 6. Click the Send button. The message is sent. Close the message, but leave Outlook open for the next Step-by-Step exercise. Managing Attachments When you receive an attachment you can read the attachment in a few ways. You can preview it without opening it by clicking Outlook s Reading Pane. You can also open the message that contains the attachment, and then click the attachment, or you can open the attachment by double-clicking the attachment in the Reading Pane or the Message List. To save an attachment, you can right-click the attachment that you want to save in the open or previewed message, click Save As on the shortcut menu, select a location, and then click Save. To remove an attachment, right-click the attachment, and then click Remove on the shortcut menu. Message Icons Icons in the message headers listed in the Navigation pane offer clues about each message. For example, an icon that looks like the back of a sealed envelope indicates a message that has been received but not read; an exclamation point icon means the sender considers it an urgent or high-priority message; a paper clip icon indicates that the message has an attached file. You can also manually mark a message as read or unread, or add a flag icon as a reminder to follow up on the message EXTRA FOR EXPERTS When Outlook is open, you can check your at any time. Just click the Send/Receive button on the Standard toolbar.

18 Mod3-38 MODULE 3 Living Online In the following Step-by-Step exercise, you create a folder, move a message from one folder to another, forward a message, and print a message. Outlook should be open and the Inbox displayed. Step-by-Step Click File on the menu bar, point to New, and then click Folder to display the Create New Folder dialog box. Type Cruise in the Name text box. Click Personal Folders in the Select where to place the folder box. If necessary, click the plus sign to the left of Personal Folders to display the subfolders. The dialog box should look similar to that shown in Figure FIGURE Create New Folder dialog box Name text box OK button 2. Click the OK button. The folder is displayed as a subfolder in the Personal Folders folder, as shown in Figure FIGURE New folder created Cruise subfolder 3. You should have two messages in your Inbox regarding the cruise. Click the first Cruise message; hold down the Ctrl key and click the second Cruise message. Both messages are selected. (If you are creating other messages and/or do not have two cruise messages, select any other two messages.)

19 LESSON 25 Communication Services Mod Right-click the selected messages to display the shortcut menu. Point to Move to Folder, as shown in Figure FIGURE Move to Folder selected on the shortcut menu Shortcut menu Move to Folder command 5. Click Move to Folder to display the Move Items dialog box. If necessary, select the Cruise folder, as shown in Figure OK button FIGURE Move Items dialog box Cruise folder selected 6. Click the OK button. Click the Cruise folder to display the two messages. 7. Right-click the first message to display the shortcut menu. Click Forward. The message is displayed with FW: indicated in the Subject box.

20 Mod3-40 MODULE 3 Living Online 8. Type your address or one of your classmates in the To box. Type your instructor s address (or an address to another classmate) in the Cc box. (See Figure ) FIGURE Message to be forwarded FW: is displayed addresses 9. Click the Send button. 10. Right-click the first cruise message to display the shortcut menu. Click Print to print a copy of the message. 11. Close Outlook. Most programs come with a variety of features and options that make it easy to send a copy to multiple recipients, generate an automatic reply, block messages from specific senders, and customize the look and feel of your messages. Copying to Multiple Recipients As previously indicated, you can insert more than one address in the To, Cc, and Bcc boxes. The message goes to all the addressees at the same time. If you are sending or copying an to more than one person, each address should be separated by a semicolon.

21 LESSON 25 Communication Services Mod3-41 Mail Configuration Options You can configure programs such as Outlook to deal automatically with messages you receive. The automatic controls you can set in Outlook include the following: Automatic out of the office response: Automatically replies to all received messages when you are unable to reply to messages yourself. This feature requires special servers and might not be available on your system. Forwarding command: Automatically redirects your mail to another address; this feature is accessed through the Actions command on the menu. Redirect messages to your mobile phone: Automatically redirects your mail to your mobile telephone; this feature is accessed through the Options command on the Tools menu. Click Preferences to display the option. Block Senders List: Prevents messages from designated addresses from being placed in your Inbox; this is particularly useful to block unwanted advertisements that often are sent repeatedly to the same address. Safe Senders/Safe Recipients List: Similar to the Block Senders list, selecting this option indicates to Outlook to accept all s from the sender names contained in the list. A similar feature is the Safe Senders Domain List, which contains a list of all safe domains (@msn.com, for example) that you want to accept. The Block Senders and Safe Senders lists are accessed through the Actions menu Junk command. Click the Junk options and click Safe Senders, Safe Recipients, or Blocked Senders. Type the address and then click the Add button. A signature consists of text and/or pictures that you create and that automatically is added to the end of any outgoing messages. You can create unique signatures for different addresses (see Figure 25 16). For instance, you might want a signature for friends and family and another signature for business purposes. VOCABULARY signature Name formatted OK button FIGURE Creating a signature

22 Mod3-42 MODULE 3 Living Online ETHICS IN TECHNOLOGY /E-Aches Although is one of the more popular services of the Internet, its widespread use has created several problems. One of the more time-consuming problems it causes is the overflow of messages many users find in their Inboxes. Similar to your telephone number, marketers and news groups can locate your address, enabling them to send you many unwanted s. communications can also lead to confusion and misinterpretation. Receivers are often guilty of not thoroughly reading an message before they reply, or they might not use the Reply All option correctly. It is important to pay close attention to whom you are sending your messages and replies. You do not want to reply automatically to all addressees if the content of the message is not relevant to everyone. 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. 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. 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 built-in 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. 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. 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.

23 LESSON 25 Communication Services Mod3-43 VOCABULARY REVIEW Define the following terms: Address Book archiving attachment distribution list electronic mail ( ) address instant messaging mailing list packets signature spam text messaging user agent Windows Mail REVIEW QUESTIONS TRUE / FALSE Circle T if the statement is true or F if the statement is false. T F 1. Electronic communication is the technology that enables computers to communicate with each other and other devices. T F 2. A distribution list is used to send the same message to a group. T F 3. Reply to All is the same process as reply, except your reply goes to all those individuals to whom the original message was sent. T F 4. You can type only one address in the Cc text box. T F 5. Mail management primarily is handled through the Inbox. MULTIPLE CHOICE Select the best response for the following statements. 1. An address consists of parts. A. two C. four B. three D. five 2. An message is broken into small chunks called as it is sent to the recipient. A. attachments C. user names B. packets D. domain names 3. A file sent with an message is called a(n). A. attachment C. packet B. program D. interface 4. In Outlook, the pane displays message headers for any new messages. A. Incoming C. Navigation B. Outgoing D. Exit 5. You enter an address in the text box. A. To C. Access B. From D. Send

24 Mod3-44 MODULE 3 Living Online FILL IN THE BLANK Complete the following sentences by writing the correct word or words in the blanks provided. 1. You use to make phone calls with an Internet connection instead of a regular telephone line. 2. The media that carries or transports the message is called the. 3. are documents, images, figures, and other files that you can attach to your messages. 4. If you are sending or copying an to more than one person, each address should be separated by a(n). 5. is the process of backing up your messages. PROJECTS PROJECT 25 1 You can use Outlook to send messages to your cell phone. Complete the following: 1. Access the Web site at msoffice/?p=584 and read the information. 2. Write a paragraph describing how to use this option and include your opinion. Do you think it is useful? Assume you have a cell phone. Would you personally use this? If so, how would you use it? If not, why not? PROJECT 25 3 To learn about the Web and communication, complete the following: 1. Access the Web site at whatistheinternet/a/usewww_2.htm to read the article, The World Wide Web and Effective Communication. 2. After you read the article, write a report expressing your opinion about the article. Do you agree or disagree with the author s statements? Explain why you agree or disagree. PROJECT 25 2 Microsoft has several free audio courses that are accessible through your browser. A list of these courses is available at microsoft.com/en-us/fx aspx. Complete the following: 1. Access the Web site at FX aspx. 2. Scroll down to the Learn the basics link, and then complete the tutorial. 3. Write a report listing at least three things you learned from the tutorial. TEAMWORK PROJECT People who use for frequent communication are often annoyed by unsolicited called spam. Spam can be obnoxious, offensive, and a waste of your time. Some countries have laws against spam. Your Internet service provider might try to block spam before it reaches your mailbox. However, you still might be inconvenienced by junk . Working with a partner, research spam to learn more about what it is used for, how marketers get addresses, how effective spam is, and ways that you can stop spam. Prepare a report on your findings. Include information on both good and bad instances of spam, if it is a nuisance or problem, and how you can stop it before it reaches your Inbox. At the end of your report, answer the following questions: Is spam ever useful? Should there be laws to restrict spam? Do you think you can block all spam from reaching your Inbox? CRITICAL THINKING A number of Web sites provide free access to . What kind of features would you like to have for a personal account? You might want to investigate some Web sites, such as or to find out about the options available and then list the ones you think are most important. Why do you believe you would need these features for your account? ONLINE DISCOVERY Instant messaging is another type of electronic communications. Access and read the information at wiki/instant_messaging. After you read the information, write a paragraph describing at least five new things you learned about instant messaging.