Chapter 4 Communicating Online

Chapter 4: Communicating Online Objectives Describe the components of e-mail systems and e-mail messages Discuss and apply e-mail etiquette Use the Windows® Live MailTM 2011 e-mail client to send, receive, and organize e-mail messages and contacts, and discuss e-mail viruses Set up a Web-based e-mail account and use Web-based e-mail services Describe various online social media tools and discuss how they are used Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems E-mail is one of the most popular online communication tools Used by individuals Indispensable for businesses Volume of daily e-mail exceeds the number of pieces of paper mail handled by major postal systems Problems include Spam Unsolicited junk e-mail Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems E-mail has several distinct benefits Speed of delivery Low cost Accessibility Convenience Ease of management Components of an e-mail system Addresses, clients, servers, protocols Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems E-Mail Addresses User ID Host name Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems E-Mail Clients, Servers, and Protocols E-mail Clients Programs used to create, send, and receive e-mail messages Microsoft® Outlook®, Microsoft Windows Live Mail, Opera Mail, and Mozilla Thunderbird E-mail Servers and Protocols Outgoing messages routed via SMTP servers Incoming messages stored on POP, IMAP, or HTTP servers Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems Anatomy of an E-Mail Message Most e-mail clients provide the same basic message window features To, Cc, Bcc, Subject, and Attach lines Message body Signature Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems Chapter 4: Communicating Online

Chapter 4: Communicating Online E-Mail Systems E-Mail Etiquette Don’t use all caps which indicates SHOUTING Do not respond with strong language or insults Flaming Use emoticons sparingly Emoticons are rarely appropriate for business e-mail Chapter 4: Communicating Online

Using Windows Live Mail Reviewing the Windows Live Mail Window Ribbon and viewing panes Chapter 4: Communicating Online

Using Windows Live Mail Chapter 4: Communicating Online

Using Windows Live Mail Reviewing the Windows Live Mail Window Inbox Outbox Sent Items Trash Drafts Junk e-mail Message list Chapter 4: Communicating Online

Using Windows Live Mail Receiving and Replying to an Incoming E-mail Message Click the Send/Receive button on the Ribbon to check for new messages Windows Live Mail checks for new e-mail messages by default every 10 minutes Chapter 4: Communicating Online

Opening Windows Live Mail Click Start on the taskbar Point to All Programs to display the menu Scroll to view the Windows Live Mail command Click the Windows Live Mail command to open Windows Live Mail Chapter 4: Communicating Online

Opening Windows Live Mail Chapter 4: Communicating Online

Checking for Incoming Mail Click the Update all button on the Quick Access Toolbar to download incoming messages Click the desired message to view the message contents in the Preview pane Chapter 4: Communicating Online

Checking for Incoming Mail Chapter 4: Communicating Online

Replying to an E-Mail Message Click the Reply button in the Respond group to open the Re: message window Chapter 4: Communicating Online

Chapter 4: Communicating Online Viewing an Attachment Verify that the Windows Live Mail window is open, click the Inbox folder icon, and select the message containing an attachment Double-click the message Right-click the attachment’s file name to display the shortcut menu Click the Open command on the shortcut menu to display the Mail Attachment dialog box Click the Open button to open the attachment Chapter 4: Communicating Online

Chapter 4: Communicating Online Viewing Attachment Chapter 4: Communicating Online

Using Windows Live Mail Forwarding an E-Mail Message Click the Forward button on the Ribbon Attachments are also forwarded Printing an E-Mail Message Click the Print button Set print options Print message Chapter 4: Communicating Online

Using Windows Live Mail Composing and Sending an Outgoing E-mail Message Write a meaningful Subject line Add a greeting Write a brief, clear message Instead of typing or retyping information, use hyperlinks to link to a Web site or network folder you are referencing in your e-mail When replying to an e-mail, you should leave the message to which you are replying at the bottom of your message Add a personalized closing and a signature file Chapter 4: Communicating Online

Creating a Signature File Verify that Windows Live Mail and the Inbox folder are open Click the Windows Live Mail button to view the Windows Live Mail menu, and then point to Options Click Mail to display the Options dialog box Click the Signatures tab Click the New button to create a new signature file Chapter 4: Communicating Online

Creating a Signature File Click the Text option button to activate the Edit Signature text box Type the desired signature Click the ‘Add signatures to all outgoing messages’ check box to add the new signature to all outgoing messages If necessary, click the ‘Don’t add signatures to Replies and Forwards’ check box to select it Click the OK button to create the signature and close the dialog box Chapter 4: Communicating Online

Creating a Signature File Chapter 4: Communicating Online

Composing and Sending a Message with an Attachment Verify that the Windows Live Mail window and Inbox folder are open Click the Email message button and, if necessary, maximize the message window Type the recipient’s e-mail address, subject, and body Click the Attach file button in the Insert group to display the Open dialog box Navigate to the location containing the attachment Double-click the file to attach the file to the message Click the Send button Chapter 4: Communicating Online

Composing and Sending a Message with an Attachment Chapter 4: Communicating Online

Composing a Photo Message Click the Photo email button in the New group to display the Windows Live Mail sign in dialog box Type your Windows Live ID name and password, and then click the Sign in button to sign in to Windows Live and display the Add photos dialog box Navigate to the location with the photo you wish to include, and then double-click the file to add it to the photo album Enter the recipient’s e-mail address and subject Click the Send button Chapter 4: Communicating Online

Composing a Photo Message Chapter 4: Communicating Online

Creating a New Message Folder Right-click the Inbox folder in the Folder list to display the shortcut menu Click the New folder command to display the Create Folder dialog box Type the desired folder name Click the OK Button to create the folder Click the Inbox folder arrow to view the new folder Chapter 4: Communicating Online

Creating a New Message Folder Chapter 4: Communicating Online

Moving a Message to a Folder Click the message to move in the Message list Drag the message to the desired folder Chapter 4: Communicating Online

Using Rules to Organize Messages Chapter 4: Communicating Online

Chapter 4: Communicating Online Deleting a Message Double-click the message to delete Click the Delete button on the Message tab in the Delete group to move the message to the Deleted items folder Chapter 4: Communicating Online

Using Windows Live Mail Flag a message that requires further action Prioritize messages High, Normal, and Low priority Add a read receipt Sort messages Click the Sort By command on the View menu Chapter 4: Communicating Online

Using Windows Live Mail Chapter 4: Communicating Online

Using Windows Live Mail Managing Contacts Creating Contacts Click the Contacts button in the New group on the Home tab and then add a new contact and his/her information Using Contacts to send e-mail In the New Message window, click the To button in the message header Click the contact to which you want to send the e-mail message Click the To button in the lower part of the dialog box Click the OK button Chapter 4: Communicating Online

Using Windows Live Mail Chapter 4: Communicating Online

Using Windows Live Mail Managing Contacts Editing Contacts Right-click the contact’s name in the Contacts folder and clicking Edit contact Deleting Contacts Select the contact’s name in the Contacts folder and then press the DELETE key, or by right-clicking the contact’s name in the Contacts folder and clicking the Delete Contact command on the shortcut menu Chapter 4: Communicating Online

Using Windows Live Mail Managing Contacts Creating Contact Categories List of contacts with a single name Open the Contacts folder, click the Category button in the New group on the Home tab to open the ‘Create a new category’ dialog box Next, type a name for the category and select the contacts to be included in the group Chapter 4: Communicating Online

Using Windows Live Mail Junk E-Mail Options Spam can be used for Phishing Stock-manipulation schemes “Nigerian Sting” operations To set spam or junk e-mail options, you can click the Junk button arrow in the Delete group on the Mail Home tab, and then click the Safety options command to open the Safety Options dialog box Chapter 4: Communicating Online

Using Windows Live Mail Chapter 4: Communicating Online

Chapter 4: Communicating Online Mailing Lists One-way or two-way A list server directs e-mail messages to all mailing list subscribers Mailing list software LISTSERV Majordomo Mailing lists also have a moderator, or list owner Chapter 4: Communicating Online

Chapter 4: Communicating Online Mailing Lists Chapter 4: Communicating Online

E-Mail Marketing and Online Survey Technologies E-mail marketing software helps organizations send e-mail and track the success of a marketing campaign by keeping track of the number of times the e-mail was read, how many times the recipients clicked a link in the e-mail, and then finally how many times the recipients purchased a product or enrolled in a service Online survey technology companies offer the ability to send an online survey using e-mail Chapter 4: Communicating Online

E-Mail Marketing and Online Survey Technologies Chapter 4: Communicating Online

Using Web-Based E-Mail Services A Web-based e-mail service is available to a user through a browser and a Web site Can be a public computer Basic services generally free Examples include Windows Live Hotmail and Yahoo! Mail Chapter 4: Communicating Online

Using Web-Based E-Mail Services Creating a Yahoo! Mail Account Yahoo! Mail features are similar to using an e-mail client to send and receive e-mail messages Begin by setting up a user ID and password to create the account and mailbox Welcome message appears at first log on Log off when finished reading or sending messages Chapter 4: Communicating Online

Using Web-Based E-Mail Services Chapter 4: Communicating Online

Using Web-Based E-Mail Services Sending and Receiving Messages Sign into Yahoo! Mail with your Yahoo! ID and password at any time and from any Internet-connected computer with a Web browser Chapter 4: Communicating Online

Using Web-Based E-Mail Services Sending and Receiving Messages Use buttons and links to: Compose a message Attach a file Send a message Check for new mail Open folders Open and reply to an incoming message Chapter 4: Communicating Online

Using Web-Based E-Mail Services Using Other Web-Based E-Mail Features Replying to and forwarding a message is similar to the same process using an e-mail client Chapter 4: Communicating Online

Using Web-Based E-Mail Services Using Other Web-Based E-Mail Features To print only the message, click the Print button on the message tab toolbar or press the P key to open the selected message in the Print – Windows Internet Explorer window and open the browser’s Print dialog box Chapter 4: Communicating Online

Using Web-Based E-Mail Services Using Other Web-Based E-Mail Features Use folders to organize your incoming messages for easy reference Chapter 4: Communicating Online

Using Web-Based E-Mail Services Using Other Web-Based E-Mail Features Moving and Deleting Messages Chapter 4: Communicating Online

Using Web-Based E-Mail Services Using Other Web-Based E-Mail Features Signature Files Chapter 4: Communicating Online

Using Web-Based E-Mail Services Using Other Web-Based E-Mail Features Managing contacts by adding, editing, and deleting them from the Contacts folder Chapter 4: Communicating Online

Using Web-Based E-Mail Services Chapter 4: Communicating Online

Chapter 4: Communicating Online Social Media Social media includes online tools that allow people to communicate, collaborate, and share over the Internet Social networking Web sites such as Facebook, LinkedIn, Google+, and Memory Lane provide a medium in which friends, colleagues, and school alumni can share personal information or photographs, résumés and networking opportunities, or information about class reunions Chapter 4: Communicating Online

Chapter 4: Communicating Online Social Networking Social networking sites typically offer a combination of online communication tools: e-mail, discussion groups, blogs, instant messaging, P2P networking, and real-time chat Chapter 4: Communicating Online

Blogging and Microblogging Blogs are highly popular and powerful tools for sharing thoughts and ideas across a wide spectrum of interests and audiences Microblogging, which resembles a combination of blogging and instant messaging, involves broadcasting brief (typically 140 characters or less) messages to a public Web site or to the cell phones or computers of private subscribers Chapter 4: Communicating Online

Blogging and Microblogging Chapter 4: Communicating Online

Chapter 4: Communicating Online Social Media Newsgroups Newsgroups are online bulletin boards first made available in the 1980s over the distributed Usenet network Usenet consists of a number of servers that use the Network News Transfer Protocol (NNTP) to send newsgroup messages over an IP network To read newsgroup messages, a user needs an NNTP client News client Newsreader Chapter 4: Communicating Online

Newsgroups and Web-Based Discussion Groups Chapter 4: Communicating Online

Newsgroups and Web-Based Discussion Groups Chapter 4: Communicating Online

Text Messaging and Chat Text and multimedia messaging, also called Short Message Service (SMS) and Multimedia Messaging Service (MMS), respectively, allow users to send short messages containing text only or text, audio, and video to and from cell phones Chat is a facility that allows two or more people to exchange text or multimedia messages in real time, using either a special client or a Web interface Web-based chat allows for real-time communication using a Web browser instead of a special chat client Chapter 4: Communicating Online

Text Messaging and Chat Instant messaging (IM) is a private means of exchanging real-time messages with one or several people using the Internet Chapter 4: Communicating Online

Collaboration and Sharing Wikis consist of Web pages whose content can be edited, supplemented, or deleted by authorized users Wikipedia LoundounPedia Diplopedia Chapter 4: Communicating Online

Collaboration and Sharing Chapter 4: Communicating Online

Collaboration and Sharing Social bookmarking and content-sharing sites (also called social tagging sites) allow users to post a Web page favorite or bookmark to a public Web site and then tag the bookmark with keywords Chapter 4: Communicating Online

Collaboration and Sharing Chapter 4: Communicating Online

Collaboration and Sharing People go online to manage their photo and video collections Flickr Shutterfly YouTube Today, consumers can visit social opinion sites to check out user reviews for products, movies, books, travel accommodations, local restaurants, and local service providers Chapter 4: Communicating Online

Collaboration and Sharing Chapter 4: Communicating Online

Chapter 4: Communicating Online Summary Describe the components of e-mail systems and e-mail messages Discuss and apply e-mail etiquette Use the Windows® Live MailTM 2011 e-mail client to send, receive, and organize e-mail messages and contacts, and discuss e-mail viruses Set up a Web-based e-mail account and use Web-based e-mail services Describe various online social media tools and discuss how they are used Chapter 4: Communicating Online

Chapter 4 Complete Chapter 4 Complete