IC3 Internet and Computing Core Certification Guide

Transcription

1 IC3 Internet and Computing Core Certification Guide Global Standard 4 Living Online Lesson 14: Digital Communication CCI Learning Solutions Inc. 1

2 Lesson Objectives different types of electronic communication identifying users on communication systems different communication methods appropriate uses for electronic communication advantages of electronic communication how an address is structured identifying components using attachments effectively understanding how to deal with junk mail common problems with electronic communication CCI Learning Solutions Inc. 2

3 How Can I Communicate with Others? Any process where you can interact with others Two essential time frames: real-time or delayed Real-time: information sent and received instantly Delayed: time delay between sending and receiving of information CCI Learning Solutions Inc. 3

4 How Can I Communicate with Others? Electronic Mail ( ) Standard and popular method for exchanging business communications and personal messages when response not urgent Most popular means of electronic communication Provides businesses (and individuals) with documented trail of communications between one or more contacts Also tremendously popular as means of sharing files sent as attachments CCI Learning Solutions Inc. 4

5 How Can I Communicate with Others? Instant Messages Allows two or more participants to "converse" with one another in real time Type messages in IM program Very useful means of communication when answer needed quickly Must create account with username and password Many instant messaging clients associated with online services CCI Learning Solutions Inc. 5

6 How Can I Communicate with Others? Information Bar Profile Enter brief description of what working on, or draw attention to. Name of person signed in along with picture and two fields identifying availability status and location. View Icons First three icons enable you to view contacts, view conversations, or view any meetings scheduled for the current day. Options Icon At far right, use gear icon to change settings for how Lync works. CCI Learning Solutions Inc. 6

7 How Can I Communicate with Others? Show Menu button Display Options Add Contact Click to display other actions you can perform; can also display menu bar at all times. Choose tab to view contacts. Add contact to list of people to share instant messages. List of Contacts Primary Device Icon Displays contacts in noted categories, starting with Favorites and other groups you can create. Icon indicates which input and output devices available. CCI Learning Solutions Inc. 7

8 How Can I Communicate with Others? Do not give out passwords or credit card numbers in IM IM travel across Internet and communications not secure IM programs usually enable you to: share web links send video or chat face-to-face with other users with webcam send pictures or other files play sounds use computer as telephone CCI Learning Solutions Inc. 8

9 How Can I Communicate with Others? Using Multimedia Features Most IM programs allow live audio and video to be exchanged in real-time Need to log into account before using these types of programs, with proper hardware installed If only one party has equipment, video and sound can still be transmitted from computer but other party may experience problems limited to text only conversation May be using mouse or keyboard to activate features or push physical buttons CCI Learning Solutions Inc. 9

10 How Can I Communicate with Others? Text Messages Sent over cellular provider's network using Short Message Service (SMS) protocol Created and sent from cellular phones Number of characters allowed per message limited (about characters per message) Multimedia Messaging Service (MMS) Standard way to send messages with multimedia content to and from mobile phones or other suitably equipped mobile devices Send photographs and video to other users, and mobile updates Useful when no other forms of communication are available or when intended recipient cannot be reached through phone call CCI Learning Solutions Inc. 10

11 How Can I Communicate with Others? Crossing Over Most cell phone providers have special address you can send message to, which is then forwarded as text message to cell phone Many cell phone providers allow you to enter text message on their web site and send it to a cell phone on their network. Cell phones can be used to send messages, to send and receive instant messages Phones must be Internet capable, and must be subscribed to Internet data plan CCI Learning Solutions Inc. 11

12 How Can I Communicate with Others? VoIP Make voice calls using broadband Internet connection Also known as Internet telephony or Voice over Broadband (VoBB) Converts analog voice signals into digital data packets Adds addressing information to each packet Then sends packets across data network Can make or receive VoIP call on computer using softphone application and headset Can also use dedicated VoIP phone, or even traditional phone in conjunction with special analog telephone adapter Must be connected to network that provides VoIP services CCI Learning Solutions Inc. 12

13 How Can I Communicate with Others? Video Conferencing Telepresence systems offer long distance meetings over high-speed networks 1. Camera optically aligned with eyes of person on screen 2. Life-size image with upper body arm gestures clearly visible 3. Correct cultural distance where image of person at table height and image resides just beyond, as if sitting on other side of table. 4. Image resolution is broadcast quality or better. 5. Audio quality is superior voices sound crisp and clean, free from distortion. Can save money on travel, but expensive to purchase and install Can give permission or grant access to someone else CCI Learning Solutions Inc. 13

14 How Can I Communicate with Others? Chat Rooms Designated areas where people with similar interests communicate with each other through text When join chat room, any message you post will be visible to all members of chat room Anyone can join chat room which are categorized by topic May include moderator to monitor content of conversation to prevent abuse Most chat rooms text based although some newer versions use video; others offer games for multiple players CCI Learning Solutions Inc. 14

15 How Can I Communicate with Others? Social Networking Sites Web sites you can join to connect with people you know or make new friends Must create account before using it Once you create profile, site creates page for you to post pictures, video, or text about yourself Can invite people to display links to their profiles on your page, and vice versa Can access page anywhere with Internet connection to update page CCI Learning Solutions Inc. 15

16 How Can I Communicate with Others? Blogs Online journals that include "posts" about specific topic, and others then post comments in response Links to other peoples' blogs are sometimes called trackbacks To create blog, navigate to blog site and create account Use templates to start posting articles immediately Creating and maintaining blog can help individual become recognized authority about specific topic or in specific field CCI Learning Solutions Inc. 16

17 How Can I Communicate with Others? Microblogging refers to process where you can update your blog entries Small messages can be referred to as microposts Can shorten URL for web address in blog Reduce length of URL Change display of original address Can also be used in s or other social networking sites CCI Learning Solutions Inc. 17

18 How Can I Communicate with Others? Presence Refers to ability to determine status of contacts at given time Indicators include Online, Busy, Away, and Do Not Disturb Can manually change your status at any time. Some options more specific and give idea of how long you ll be unavailable Can make yourself appear offline when you re actually online May tell others if webcam available for video calling or conferencing May also be able to configure communications software to change status automatically CCI Learning Solutions Inc. 18

19 How Can I Communicate with Others? Social Media and Access Control Some include presence indicators to show when online and available for chat Usually have fair deal of control over who can view page, who can view your profile information, and who can post comments on your page When you post comments on someone else's page, can indicate whether to share comment with everyone who views page, or only with person who owns page CCI Learning Solutions Inc. 19

20 How Can I Communicate with Others? Standards for Electronic Communication should never completely replace other forms of communication Think about purpose of message, response seeking, and how quickly you need it is not real-time communication When writing message, think about audience Be as clear and concise as possible Always check spelling and grammar before Consider length of message CCI Learning Solutions Inc. 20

21 How Can I Communicate with Others? Business s are official company correspondence File and archive using appropriate folders in program Use discretion when sending messages to multiple people When replying to message sent to several recipients, consider if necessary for everyone to read reply If message contains confidential or sensitive information, or requires signature for approval, consider whether traditional hard copy might be better to send Avoid sending messages with personal jibes, ethnic jokes, or bad language Avoid flaming people CCI Learning Solutions Inc. 21

22 How Can I Communicate with Others? Refrain from using all uppercase letters as this is considered shouting Avoid making false or malicious comments about person as this is considered libel or slander Do not bully or harass someone in any manner Refrain from using abbreviations and acronyms, even when sending personal, instant or text messages Common Text Acronyms 411 Information request brb Be right back i<3u I heart or love you l8r Later lol Laugh out loud np No problem ppl People rofl Rolling on floor laughing tmi Too much information ttyl Talk to you later CCI Learning Solutions Inc. 22

23 How Can I Communicate with Others? Sites that encourage you to join and contribute personal information are accessible by general public Think about what you want to post about yourself (or others) and who might see it Use netiquette, or good manners, in all electronic communication, whether for business or personal purposes Always try to respond to messages in timely manner Consider frequency of posting Always follow rules and guidelines established by school or organization regarding electronic communications CCI Learning Solutions Inc. 23

24 Working with Mailbox Name Name of Organization Domain Category Mailbox Name Name of Organization Domain Category Mailbox Name Name of Organization Identifies particular mailbox on server, based on company or ISP standards for addresses. Some providers, especially web-based providers, allow you to create own unique mailbox name. Mailbox name is also user name for given account. Identifies organization that owns server; could be full formal name of organization, shorter version of company name, or unique combination of words if another organization already uses that name. Domain Category Identifies type of domain. CCI Learning Solutions Inc. 24

25 Working with Other common domains include:.edu for education sites.gov for government.org for non-profit organizations Not all commercial companies use.com May use domain code to represent country of origin Every address within given domain must be unique CCI Learning Solutions Inc. 25

26 Working with Usernames, Passwords and Credentials Need to log into account before can send or receive All mail servers have ability to detect if address used before Use standard guidelines when choosing username Companies require to follow their policy For personal accounts, consider type of messages to send or purpose for setting up this account CCI Learning Solutions Inc. 26

27 Working with Follow standard guidelines for creating password for account Many programs list requirements to create password Use minimum of six characters in length Include mixture of numbers, casing, or symbol Avoid using names of people close to you Choose password that is logical but not obvious Avoid using same password for every account Avoid using variation of password that may be easy to guess CCI Learning Solutions Inc. 27

28 Working with User name and password constitute credentials Must be presented to server when you log on to check or send Highly important to keep user name and password confidential Protects not only account but any online account or social media application associated with account Many client programs provide settings to store username and password Considered safe within company system, but not for Web-based accounts CCI Learning Solutions Inc. 28

29 Working with 1. Start web browser and navigate to: 2. At sign in screen, enter Windows Account ID and password. 3. At bottom of screen, click double arrow icon to view entire message and then click Get started. CCI Learning Solutions Inc. 29

30 Working with 4. Enter password for existing Windows Account and click Next. Need to obtain code from message sent by Microsoft before can view any aliases Once code entered into preceding screen, click Submit Can also click I sign in frequently on this device. Don t ask me for a code. if you are main user of this computer CCI Learning Solutions Inc. 30

31 Working with 5. Click Add alias. 6. Choose option for alias to add. Can remove alias, or click Make primary to have this account set up as primary address to use when signing into Outlook.com CCI Learning Solutions Inc. 31

32 Working with 7. Click Related accounts in panel at left to see other options available for this account. 8. Sign out of Outlook.com and then close web browser. CCI Learning Solutions Inc. 32

33 Using Microsoft Outlook Contents Pane Search Folder List Reading Pane Outlook Data File Vertical Split Bar Peeks Bar CCI Learning Solutions Inc. 33

34 Using Microsoft Outlook Contents Pane Search Outlook Data File Folder List Reading Pane Vertical Split Bars Peeks Bar Navigation Pane Displays contents of selected item for active module. Enter search criteria and see results display while you type. Shows folder list for current Outlook data file. Displays information for each module or folder; each module has different options in Navigation pane. Displays contents of selected in Content pane. By default, displays on right of or tasks list, but it can be below list. Drag to show more or less of panes. All vertical panes separated by vertical split bars. Click split bar and drag to adjust size of panel. At bottom of Navigation pane, shows icons or text for other Outlook modules; switch between views. Move between different modules or components of Outlook, or navigate between the folders in Mail module of Outlook. CCI Learning Solutions Inc. 34

35 Using Microsoft Outlook Several modules to perform variety of tasks: Mail Calendar Contacts Tasks Notes Folders List Shortcuts Compose, send, read, and manage messages. Schedule appointments, meetings, or events. Manage contact list. Track and prioritize activities. Enter brief notes. Display all folders in top portion of Navigation Pane. Display shortcuts set up for places to quickly access. Can enter information into individual modules or integrate one Outlook feature with another CCI Learning Solutions Inc. 35

36 Using Microsoft Outlook Creating New Messages To create new mail message: 1. Address message to recipient. 2. Type text for subject, and then type message, applying formatting as required. If need to someone file, attach to message. 3. Use spell checker and proof read message to eliminate spelling or grammatical errors. 4. Send message. Once click Send, message may be temporarily stored in Outbox folder CCI Learning Solutions Inc. 36

37 Using Microsoft Outlook To create new message from main Outlook window: On Home tab, in New group, click New , or On Home tab, in New group, click arrow for New Items and click Message, or press CTRL+N New Message Ribbon Recipient(s) of New Message Message Pane CCI Learning Solutions Inc. 37

38 Using Microsoft Outlook Type in addresses or choose from list of contacts Addressing: must enter at least one address Subject line: text lets recipient know what message is about Body: main text of Signature: block of text that includes name, title, and contact information Attachment(s): files you send along with message CCI Learning Solutions Inc. 38

39 Using Microsoft Outlook Addressing Identifies who will receive message To Primary recipient(s) of ; separate recipient addresses with semicolon or comma. Cc Bcc Stands for carbon copy and indicates people who will receive copy of for information purposes only. Stands for blind carbon copy and provides way to hide certain addresses from appearing in address fields. Address in this field will receive copy of message, but other recipients will be unaware of any recipients listed in this field. CCI Learning Solutions Inc. 39

40 Using Microsoft Outlook Using the Address Book Directory of contact information To access list of contacts from new message window, click or CCI Learning Solutions Inc. 40

41 Using Microsoft Outlook To select multiple contacts: For everyone in range, click first name in list, press SHIFT and click last name in list For individual names, click first person to receive message, and then press CTRL as you click name of each individual Click address field first before clicking name to receive message Can set up group or distribution lists in address book CCI Learning Solutions Inc. 41

42 Using Microsoft Outlook The Subject Line Be brief but succinct Use few words to sum up purpose of message Empty line means message could be blocked by recipient s server as suspected junk mail Refrain from use embarrassing or inappropriate words or phrases CCI Learning Solutions Inc. 42

43 Using Microsoft Outlook The Message Body Where you type body of message New Message Ribbon tab contains basic formatting features Format Text tab contains same basic formatting plus more Formatting can be applied either as you type or after text entered CCI Learning Solutions Inc. 43

44 Using Microsoft Outlook Proofing Your Message To activate proofing tools, click Review tab and click option in Proofing group To activate spelling feature: On Review tab, in Proofing group, click Spelling & Grammar, or press F7 CCI Learning Solutions Inc. 44

45 Using Microsoft Outlook Sending the Message Once information for message entered, click Send at left of address fields CCI Learning Solutions Inc. 45

46 Using Microsoft Outlook Receiving Messages To check for any messages: On Send / Receive tab, in Send & Receive group, click Send/Receive All Folders, or press F9 Inbox folder shows total number of new messages in Folders list Colored bar appears at left of new message To view selected message: Scroll through Reading Pane, if active Double-click message to view contents in window CCI Learning Solutions Inc. 46

47 Using Microsoft Outlook Replying to a Message To reply to sender of message: On Home tab, in Respond group, click Reply, or press CTRL+R, or if viewing message, on Message tab, in Respond group, click Reply To reply to everyone addressed in original message: On Home tab, in Respond group, click Reply All, or press CTRL+SHIFT+R, or if viewing message, on Message tab, in Respond group, click Reply All CCI Learning Solutions Inc. 47

48 Using Microsoft Outlook Can reply to message in Reading pane, or within full Reply Message window CCI Learning Solutions Inc. 48

49 Using Microsoft Outlook When reply active, new message created with copy of original message as reference, and adds RE: to beginning of subject line Address fields automatically list addresses Once replied, displays next to message Arrow points in same direction as on Reply and Reply All buttons CCI Learning Solutions Inc. 49

50 Using Microsoft Outlook Forwarding a Message To forward message: On Home tab, in Respond group, click Forward, or press CTRL+F, or if viewing message, on Message tab, in Respond group, click Forward New message created with copy of message and adds FW: to Subject line After forwarding, displays to indicate message forwarded Arrow on icon same direction as Forward button CCI Learning Solutions Inc. 50

51 Using Microsoft Outlook Can forward message in Reading pane, or within full Forward Message window CCI Learning Solutions Inc. 51

52 Using Microsoft Outlook Working with Attachments Keep attachment file size as small as possible Consider including hyperlink or URL link in body of instead of sending large file Consider what attachment is and whether best way to send it Consider file type and whether recipient has program to recognize and open it If message sent and do not hear back within expected period of time, follow-up with inquiry; or contact person by telephone Always set antivirus program to automatically scan all incoming and outgoing mail CCI Learning Solutions Inc. 52

53 Using Microsoft Outlook To attach or insert file in message: On Message tab, in Include group, click Attach File, or On Insert tab, in Include group, click Attach File Then navigate to appropriate location and select one or more files to attach to message To remove attachment from message: Select file name in Attached field and then press DELETE, or right-click file name in Attached field and click Remove CCI Learning Solutions Inc. 53

54 Using Microsoft Outlook Viewing Attachments New message with attachment displays with Right-click attachment to display options for handling it Click Preview to preview attachment in Reading Pane or message window (or click attachment name) Click Message icon to view text message CCI Learning Solutions Inc. 54

55 Using Microsoft Outlook Click Open to open file in program that recognizes file type Click Save As to save attachment to location on local drive or network drive Occasionally Preview file button appears Indicate you can save file and scan it before opening it, or need to select program that enables previewing of attachment contents CCI Learning Solutions Inc. 55

56 Using Microsoft Outlook Managing Spam Refers to any unsolicited message Often promote products and services, or convey specific political/religious views Most programs include filtering feature to block spam or other junk ISPs also run active spam filters on their mail servers to block most common types of spam mail Can download and install variety of programs to help block spam messages that sneak by ISP CCI Learning Solutions Inc. 56

57 Using Microsoft Outlook Do not allow address to be added to marketing address lists Set up additional account with Web-based service Do not reply to indicating name will be removed from list Avoid putting name and address on public lists Avoid disclosing address on any online forums or newsgroup To prevent messages from being flagged as spam by servers, follow guidelines for sending If receive junk mail through other electronic communication devices, stop receiving spam by sending text message with Stop to originator CCI Learning Solutions Inc. 57

58 Using Microsoft Outlook Dealing with Junk Mail in Outlook To set up junk options, on Home tab, in Delete group, click Junk and Junk Options No Automatic Filtering Low No action taken, unless in Blocked Senders list. Filters out messages with obvious junk mail characteristics. High Aggressively filters out messages with more subtle and obvious junk mail characteristics. Safe Lists Only Sends all messages to Junk E- Mail folder unless in Safe Senders or Safe Recipients list. CCI Learning Solutions Inc. 58

59 Using Microsoft Outlook Phishing describes messages that try to obtain details of bank account, credit card or PIN number from recipient If Outlook detects potential phishing attempt, message converts to plain text format, disables all links and places in Junk folder Four junk lists to filter different types of junk messages: Click Safe Senders to view addresses considered safe and want to receive messages from Often called white list CCI Learning Solutions Inc. 59

60 Using Microsoft Outlook Use Safe Recipients tab to specify safe recipients Use Blocked Senders tab to specify those you don t want Can include global addresses for domain Use International tab to block from specific foreign domains Enter manually or import lists from earlier Outlook versions To remove address from junk filter, click address and then click Remove CCI Learning Solutions Inc. 60

61 Using Microsoft Outlook Marking Messages as Junk To mark message as junk: On Home tab, in Delete group, click Junk, and click option, or Right-click message, click Junk and click option To unmark message as junk: On Home tab, in Delete group, click Junk, and click Not Junk, or Right-click message, click Junk and click Not Junk CCI Learning Solutions Inc. 61

62 Using Microsoft Outlook Emptying the Junk Folder To empty selected messages in Junk folder: On Home tab, in Delete group, click Delete, or Press DELETE or CTRL+D To empty entire Junk folder, right-click folder and click Empty Folder CCI Learning Solutions Inc. 62

63 Using Microsoft Outlook Archiving Messages To archive messages manually, click File, with Info selected, click Cleanup Tools and click Archive Click folder to archive Status bar displays to show archiving process working in background When complete, new folder called Archive Folders appears in Navigation Pane Expand to show structure of items included in original archive Can also close folder from Navigation Pane CCI Learning Solutions Inc. 63

64 Using Microsoft Outlook To automatically archive items: Click File tab, click Options, and in Advanced category, click AutoArchive Settings, or Specify how often to run AutoArchive feature To proceed or cancel operation: click Folder tab, in Properties group, click AutoArchive Settings CCI Learning Solutions Inc. 64

65 Using Microsoft Outlook Automating Outlook Using Signatures To create signature, select File, Options, and in Mail category, in Compose messages area, click Signatures CCI Learning Solutions Inc. 65

66 Using Microsoft Outlook Click New, enter name for signature and click OK Then enter text for signature and format it Can create several signatures at once, or add as needed Can designate signature to be default signature that appears in every message, or specify to use different signatures for replies and forwards To choose signature other than default signature in new message, on Message tab, in Include group, click arrow for Signature and click signature CCI Learning Solutions Inc. 66

67 Using Microsoft Outlook Sending Out-of-Office Notices Business practice and courtesy indicates should send message in advance to businesses deal with regularly Provide details regarding dates away and who handling work in your absence Try to send notice at least two days prior to departure Sending notice to personal contacts is your discretion Some programs and mail servers provide option to send out-of-office response automatically to anyone who sends you an during this time CCI Learning Solutions Inc. 67

68 Using Microsoft Outlook Main downside is that response will be sent regardless of who sender is Will not have access to feature unless connected to dedicated mail server To set up or remove out-of-office notice, click File and with Info category selected, click Automatic Replies, and click Send automatic replies CCI Learning Solutions Inc. 68

69 Lesson Summary different types of electronic communication identifying users on communication systems different communication methods appropriate uses for electronic communication advantages of electronic communication how an address is structured identifying components using attachments effectively understanding how to deal with junk mail common problems with electronic communication CCI Learning Solutions Inc. 69

70 Review Questions 1. What types of electronic communications are available? a. b. Video conferencing c. Text messaging d. Chats e. Any of the above f. a or c 2. In the following address, which part represents the mailbox name? p.f.92fallon@yahoo.com a. yahoo c. p.f.92fallon d. com CCI Learning Solutions Inc. 70

71 Review Questions 3. Alice sent an message to Gail, Susan and Kelly. When Gail opened the message, she saw that the message was addressed to her and Susan. When Susan opened the message, she saw that the message was addressed to her and Gail. When Kelly opened the message, she saw that it was addressed only to her. Which of the following statements is true? a. Alice listed all three addresses in the To field. b. Alice listed Kelly's address in the To field while Gail and Susan were listed in BCC field. c. Alice listed Gail's address and Susan's address in the To field, and listed Kelly's address in the BCC field. d. Alice listed all three addresses in the BCC field. 4. Why is it important to include something in the Subject line? a. To provide the recipient with a quick description of the message contents. b. To prevent an server from marking this message as potential junk mail. c. Because it is mandatory to fill it in when sending a message. d. Any of the above e. a or b CCI Learning Solutions Inc. 71

72 Review Questions 5. What s the difference between replying to a message and forwarding a message? a. Reply is when you respond to the sender and Forward responds to the sender and also sends a copy of your message to you. b. You can reply to one or more people whereas you can only forward the message to one person. c. Reply is when you respond to the sender and Forward is sending a message to someone else. d. Nothing 6. When might you want to use a hyperlink instead of attaching a file in an ? a. When the attachment is large and the file can be downloaded from a specific area on a web site. b. When your recipients cannot view text formatting. c. When including the address for a colleague or customer. d. When you are sending messages from a web-based server. e. Any of the previous f. a or c CCI Learning Solutions Inc. 72

73 Review Questions 7. What does spam refer to? a. Unsolicited messages that promote products, services or political/religious topics. b. Messages from companies where you signed up to receive their newsletters. c. Pictures in messages from friends. d. A virus in a message. 8. What does it mean to archive your messages? a. Outlook will move messages received prior to a specific date into the Deleted Items folder. b. Outlook will move messages received prior to a specific date into a separate data file. c. Outlook makes a backup of the Outlook data file and stores it in another location automatically. d. Outlook tracks every action taken with a message in a summary file every 60 days. CCI Learning Solutions Inc. 73

74 Review Questions 9. Why might you want to create a signature? a. So you don t need to create a picture of your handwritten signature each time you send a message. b. To create a new message automatically every time you start Outlook. c. To include standard information such as your contact information on every new message. d. To automatically copy yourself whenever you send a message. 10. Why should you set up a notification that you will be out of the office for a period of time? a. Business courtesy. b. Allows people to know who to contact during your absence. c. It s good business practice. d. Any of the previous e. a or c f. b or c CCI Learning Solutions Inc. 74