ICT (Computer Studies SS1): COMMUNICATION - Email

Topic: Communication – messages/e-mail/attach files/save contact list


Communication can simply be described as a means of sending or receiving information by speaking, writing, or using other mediums. Letters are the most common means of communication. Other means of communication are telegram, telephone, telex, e-mail, radio, television and newspapers, to mention but a few.
Electronic mail, commonly called email or e-mail, is a method of exchanging digital messages from an author to one or more recipients. Some early email systems required that the author and the recipient both be online at the same time. However, modern email systems are based on a store-and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor the computers are required to be online simultaneously, they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages.


Another major advantage of modern email system over early email system is that apart from computers, androids (blackberry, iPhone etc), windows phone and some Symbian phones like Nokia Asha can effectively send and receive emails. Texts, images and audio/visual contents can also be sent via email. Some common email companies are Yahoo, Gmail and Hotmail. It is important to note that any prospective author of an email message must have an email address, e.g xpino2k@gmail.com


Email services
Email is now just not about sending and receiving emails.

The following are services we get from email companies:
Sending/receiving emails
Chatting: chat networks lets you send and receive instant messages with friends, families and colleagues.
Share updates, photos, links, etc
Task list: Task is a feature designed to help you keep track of the things you need to do. You can create lists of item, set due dates and notes, and even add email messages directly to Tasks.
In addition to sharing voice and video chats with your contacts from computer to computer, you can also place and receive phone call to any landline or mobile phone number.
Sending Messages
We will use Gmail as a sample:
Click the Compose Mail link on any Gmail screen (it’s on the left , under the Gmail logo)
Enter your recipients email address. You can type the address in the ‘To:’ field, or find the address in your Contacts list.
Enter a subject for your message in the ‘Subject:’ field.
Write your message! Just click in the large field and type away.
When you are done composing, click the Send button.


Note:
You can change the formatting, font, and colour of your message text using the tools located above the compose window. You can also attach files.
You can use carbon copy feature to include additional recipients whose responses are welcome but not required. To do this click on Add Cc.
Sending Attached Files
You can attach files like pictures, audios and videos to an email message.


To attach a file to a message you are composing, follow these steps:
Click Attach a file under the subject field.
Browse through your files and click the name of the file you will like to attach.
Click Open.



To attach another file, click Attach another file.
Viewing attachments
To view an attachment in its original format:
Open the message containing an attachment.
Click Download at the bottom of the message.
Choose to Open or Save the file.



How to Save Contact List
Your contacts are the email addresses you have corresponded with. Your contacts are essential to your email. You can store information (not just email addresses, but phone numbers, notes, pictures, etc.) about the people you send email and access it all through the Contacts link on the left-hand side of any Gmail page. Some people are automatically added to your contacts list based on the messages you’ve sent and received.


To add contacts manually you can follow the following steps:
Click Contacts along the left side of any page.
Click the New Contact button in the top-left corner of the Content Manager.
Enter your contact’s information in the appropriate fields.
Click Save to add your contact.



Exercises:
What is email?
What are noticeable differences between the early and modern email systems?
What are two advantages of email?
What is one major advantage of modern email system over early email system?
What are 4 email services?
What are the steps to follow when sending an email?
How can files be attached to an email?
How can attachments be viewed?
What are email contacts?
What procedure should be followed when adding contacts?



Research:
How do you reply to a message?
What is inbox?
What is outbox?
What is data analysis?