Email, Internet & Web Notes

Email

  • Electronic mail (email) is an electronic message, usually simple text, sent over a computer network.
  • Benefits of email:
    • Easy to use, fast delivery.
    • Option to attach the original message in replies.
    • Automation via autoresponders.
    • Environmentally friendly, no paper usage.
    • Multimedia attachments are possible.
    • Businesses can advertise via email.

Web Mail vs Email Clients

  • Both use the internet to send/receive mail, but differ in how emails are accessed and stored.

Web Mail

  • Emails are stored on the email server.
  • Accessed through a browser and webmail interface.
  • Examples: Yahoo Mail, Gmail, Hotmail.
  • Functions:
    • Web interface residing on a web server.
    • Accessible from any internet-connected computer.
    • Requires username and password.

Email Client

  • Software program on your computer to read/send emails.
  • Emails are stored on your computer, providing faster access.
  • Emails can be composed offline and sent later.
  • Examples: Outlook Express, Outlook, Thunderbird.
  • Functions:
    • Software resides on the user's network computer.
    • Mail server is connected to the same network.
    • Access is limited to computers on the network with proper rights.
    • May or may not require a username/password depending on setup.

Microsoft Outlook

  • Components: Tabs, Navigation bar, Title bar, Item menu, Reading pane.
  • Items: Notes, Tasks, Mail, Calendar, Contacts.
  • Folders: Favourite folders, Personal folders.
  • Personal folders options: Deleted Items, Drafts, Junk email, Outbox, Sent items, Search folders.

Creating a New Message:

  • The message form contains text boxes for specific info.

  • Main text boxes include:

    • To: Recipient's email address.
    • Cc: Secondary recipients (those who need to see the message).
    • Bcc: Recipients whose addresses are hidden from others.
    • Subject: Concise title for the message.

  • Steps to compose:

    • Enter recipient in the 'To' field (separate multiple recipients with a semicolon).
    • Enter a subject in the Subject field.
    • Type your message in the message area.
    • Set a specific status (optional).
    • Click the Send button.

Formatting and Opening Messages

  • Text can be formatted, and objects (tables, pictures) can be inserted.
  • Spell checker is available.
  • Messages in the Inbox display symbols indicating type/status.
  • New messages are in bold with an unread symbol.

Attachments

  • To view: double-click the attachment.
  • To save: right-click and select a download option.

Creating Folders

  • Create extra folders to organize related messages.
  • Steps:
    • Right-click on Personal Folders and select New Folder.
    • Enter a folder name.
    • Select the location for the folder.
    • Click OK to complete.

Moving Messages

  • Right-click on the email, select Move, then 'Other folder'.
  • Select the destination folder and press OK.

Working with Contacts

  • A contact is a person with stored personal/business information.

Adding Contacts:

  • Click on 'New Items' then 'Contact'.
  • Enter info in the provided text boxes.
  • Click 'Save & Close'.

Deleting Contacts:

  • Option 1: Select contact and click the Delete button.
  • Option 2: Select contact and use Ctrl+D.

Electronic Calendars

  • Schedule meetings and appointments; mark time as busy, free, or tentative.
  • Schedule activities as appointments, meetings, events, or tasks.
  • Ways to view the calendar:
    • Click on the Calendar menu item in the Navigation Pane.
    • Click a date on the Date Navigator.

Calendar Entries:

  • Appointment: Involves only you, at a scheduled time.
  • Meeting: Scheduled time, involves inviting other people via email.
  • Event: Lasts all day long.
  • Task: Involves only you, no scheduled time needed.

Scheduling Appointments:

  • Select Calendar menu item.
  • Click on the New Appointment button.
  • Set subject, location, start/end time.
  • Click Save & Close.

Scheduling Meetings:

  • Similar to scheduling an appointment, but involves notifying other people via email.
  • Insert email addresses in the "To:" field.
  • Using Groups in the contact section is advisable for project management.

Creating a Contact Group:

  • Select Contacts.
  • Click on the 'New Contact Group' button.
  • Give the group a descriptive name, add members, and save.

Using the Help Function in Outlook

  • Press F1 or click the question mark icon.
  • Use specific keywords related to the program.

Business Email Etiquette

  • Discuss only public matters.
  • Make emails easy to read and understand (complete sentences, necessary details, brief).
  • Use proper grammar, spelling, and punctuation (avoid ALL CAPS).
  • Keep emails clean (remove clutter, avoid fancy fonts/backgrounds).
  • Stick to a neutral tone (avoid sarcasm, multiple exclamation/question marks, emoticons).
  • Be thoughtful and polite (greeting, salutation, closing phrase).
  • Be clear in your subject line.
  • Follow company rules and policies.
  • Manage emails efficiently (use a proper email client).
  • Respond in a timely fashion (24-48 hours).

Getting Started with the Internet

  • The Internet is the world's largest WAN (Wide Area Network).
  • WWW (World Wide Web): System of connected servers.
  • Web Site: Group of related Web pages.
  • URL (Uniform Resource Locator): Unique address.
  • HTML (Hyper Text Mark-up Language): Language web pages are written in.
  • ISP (Internet Service Provider): Connects you to the Internet, charges a monthly rate, provides a modem.

Intranet vs. Extranet

  • Intranet: A LAN (Local Area Network) that uses Internet technology within a company.
  • Extranet: Created when a company links with another company's network through the Internet.

Malware

  • Malware: Malicious software designed to damage a computer system.
  • Examples: viruses, worms, Trojan horses, spyware.
  • Use anti-virus and anti-spyware utilities; keep virus definitions updated.

Data Privacy and Security

  • Data security: Protecting data from corruption and unauthorized access.
  • Use basic encryption, full-disk encryption (FDE), strong User Authentication.
  • Back-up critical information.

Web Browser

  • Application that locates and displays web pages. Examples: Microsoft Internet Explorer, Netscape, Firefox.
    • Home page: First page of the Web site, table of contents.
    • Links: Hyperlinks to other pages.
    • Search Facility: Locates specific content.
  • AutoComplete keeps track of URLs and data entered in forms.
  • Favourites: Bookmarks for quick access.

Content Selector/Content Advisor

  • Blocks access to sites with objectionable material.
  • Adjustable content ratings (language, nudity, sex, violence).

Uniform Resource Locator (URL)

  • The address of a web page.
  • Structure: protocol://www.myaddressname.co.za
    • Protocol: Rules for data transmission (e.g., HTTP, FTP).
    • WWW prefix: Indicates a document on the World Wide Web.
    • Domain Name: Organisation's name.
    • Domain type: Indicates the type of organisation (e.g., .com, .org).

Microsoft Internet Explorer 9 Interface

  • Includes back/forward buttons, address bar, stop/refresh, home/favourites/tools, search engine, status bar.

Search Engines

  • Web sites designed to scan the WWW for specific information.
  • Examples: Google, Yahoo, Dogpile, AltaVista.
  • Use keywords and expressions (AND, OR, NOT) for effective searching.

Downloading from the Internet

  • Transferring data from another computer to your computer.
  • Click a download link and save the file to a location on your computer. Save an image from
    a website simply right click on the image and select Save Picture As. Remember that using a
    picture you have downloaded as your own without the consent of the owner is Plagiarism

Skype and Instant Messaging

  • Skype: VoIP service for free calling between Skype users and low-cost calling to others.
  • IM (Instant Messaging): Communication service for real-time chat.

Social Media and the Workplace

  • Policies and procedures are needed to manage social media use.
  • Social media can be effective for marketing and brand awareness.
  • Employers should:
    • Develop a policy for internet, email, smartphones, and social media use.
    • Avoid assessing job applicants via social networking pages.
    • Advise employees to check privacy settings.
    • Inform employees about monitoring social media activity.

Using Cloud Solutions

  • Cloud computing provides increased competitiveness through cost reduction and flexibility.

Cloud Computing Options:

  • Infrastructure as a Service (IaaS): Self-service, pay-per-use infrastructure.
  • Software as a Service (SaaS): Web-based applications managed by a third-party vendor.
  • Data analytics: Analyzing consumer behavior patterns.
  • File storage: Storing files on the cloud.
  • Backup and Disaster recovery: Backing up data to secure locations.

Mobile Apps

  • Application software designed to run on mobile devices.

Advantages of a Mobile App for Business:

  • Showcasing products/services.
  • Updating content and showcasing new products.
  • Enhancing engagement through offers and incentives.
  • Offering customer support.