Objectives : demonstrate the step-by-step 25.5

1. Objectives : • demonstrate the step-by-step 25.5 • How to access the E-mail Options dialog box from the Options drop-down menu on the Outlook toolbar , how to copy to multiple recipients • creating signature • Identify appropriate uses for different communication methods • Identify the advantages of electronic communications • define terms teleconferencing, RSS, Tagging, Blogs, FTP, Telnet, Collaborative communications.

2. Copying to multiple recipients

3. You can insert more than one address in the To ,CC and Bcc box . The messages goes to the addresses at the same time In this case “if you are sending or copying to more than one person , each e-mail address should be separated by a semicolon Outlook uses semicolons to separate addresses listed in the same box, but what if a user prefers to use commas, is it easy to change to this option?

4. How to use commas instead of semicolons Select Options from the Tools menu and then click the E-mail Options button in the first dialog box then the Advanced E-mail Options button in the next dialog box. In the When sending a message area, select the Allow comma as address separator check box. With the option selected, you can use either commas or semicolons to separate addresses.

5. Mail Configuration Options: When you configure e-mail programs such as outlook you can deal automatically with e-mail messages you receive. The automatic controls you set in outlook include : Automatic “out of the office” response: automatically replies to all received messages ,when you are unable to reply to messages yourself. 2. Forwarding command : Automatically redirects your mail to another e-mail address “this is accessed through the actions command on the menu 3. Redirect messages to your mobile phone Redirects your emails to your mobile phone , this is accessed using options command on the tools menu 4. Block senders List : Prevent some messages from certain users to be placed into your email 5.Safe senders / save recipients list

6. Signature : Consists of text or / and pictures that the user creates and it is automatically added to the end of the ongoing message You can create unique signatures for different email addresses How to add an email signature: Tools Options Mail format

7. Communications and collaboration

8. There are a variety of communication methods , the person and the topic of correspondence will determine which communication method is more suitable For example : 1. E-Mail is best used in the following situations : When the correspondence might require a paper trail When the correspondence covers multiple points When the correspondence needs to be accessed frequently A symbol used to communicate surprise or sadness in an e-mail message is called a(n) _______________.

9. 2. Instant messaging Real time messaging : it is best used when correspondence needs to be accessed in real time , when sending and receiving messages everyone has to be logged on to the internet at the same time The message can be sent from any mobile device ,a computer or a cell phone

10. Instant messaging is be-coming a popular medium for correspondence in business as well as social settings. • Because it is so immediate, use care when using instant messaging for business purposes. • Make messages brief and professional. • Instant messaging does not save or archive messages. • Remember you will have no record of communication using this method.

11. Teleconference : Uses telecommunications systems to serve groups It allows live exchange and sharing information between two or more people. The communication media is the telephone line

12. Lets Think together !! Mention an advantage and disadvantage of Teleconference. Discuss your answer with your group

13. 4. Syndication (really simple syndication RSS ) is a family of web feed formats used to publish frequently updated works such as: blog entries, news headlines, audio, and video in a standardized format RSS feeds benefit publishers by letting them syndicate content automatically Question time A group of individuals live in various areas of a country may be enrolled in an online class , What communication method may they use in this case ? Why? discuss your answer with your shoulder partner

14. Advantages of electronic communication : 1. The communication is not restricted to a place or time 2. It uses in most cases text and graphics and not voice 3. They provide for different types of correspondence such as one to one and one to many and many to many 4. Speed in almost instantaneous 5. Cost is minimal can you give examples 6. Access is available from different devices 7. Forwarding and routing of messages can be accomplished in an instant

15. collaborative communication A type of software that allows people to use live voice , full motion video and interactive desktop sharing from between two individuals to an unlimited number of users

16. Routing : Is the process of selecting paths in a network along which to send network traffic. It can be an automatic or individual process . As an example the network administrator receives a message that a server is going to be off for a specific time then the administrator can rout to all users who would be affected

17. One to one and one to many communications One-to-one in communication is the act of an individual or computer communicating with another individual or computer/s The most widely used one to one communication on the internet is done by e-mail Many to many is like: file sharing , blogs” is a type of website or part of a website” wikis “is a website that allows the creation and editing of any number of interlinked web pages via a web browser using a simplified markup language or a WYSIWYG text editor “ tagging Tagging : is used in blogs and other informational sites to simplify the search process

18. FTP : is a standard network protocol used to transfer files from one host to another host over a TCP-based network, such as the Internet Telnet : Telnet is a network protocol used on the Internet or local area networksto provide a bidirectional interactive text-oriented communications facility using a virtual terminal connection.