ICT PRE-FINAL HANDOUTS
LESSION 26: COMMUNICATION SERVICES Your credentials can be used for e-mail and for a variety of other
[ Describing Components of Electronic Communication ]
Electronic communication is the technology that transmits text,
numbers, voice, and video from one computer or device to
another.
User Agent is a software application such as an e-mail, text
messaging, or instant messaging program.
Channel is the media transporting the message. The sender is the
computer sending the message; the receiver is the computer
receiving the message such as radio signal.
Protocols are the rules that govern the transfer of data, and
ensure that information created by one system can be interpreted
and read by another system.
[ Identifying Internet Communication Services ]
1. E-mail (Electronic mail) enables you to combine numerous
media into a single message and then quickly exchange
information in dynamic, two-way communications.
2. Instant messaging allows you to send and receive messages
in real time while you and someone else are both connected
to the Internet.
3. Text messaging enables you to send short messages from
one cell phone to another, or from the Web to a cell phone.
4. Voice over IP (VoIP) is a methodology and group of
technologies that transport voice, data, and video
communication using Internet Protocol (IP) networks such as
the Internet.
5. Online conferencing or video conferencing uses computer
networks to transmit audio and video data so that two or
more participants can conduct a conference at different sites.
6. Chat rooms are Web sites that allow real-time
communication so you can exchange messages with others
through the computer.
7. Social networking sites are Web sites that provide a way to
build online communities of people who share common
interests or activities.
8. A blog (short for Web log) is a type of personal journal
created by one person or by a group.
9. Message boards and newsgroups provide bulletin board
systems that serve as discussion sites; users can post
messages asking for assistance.
[ Using E-Mail Communication ]
E-mail is similar to regular mail. You have a message, an address,
and a carrier that transfers the message from one location to
another.
Some of the Web-based E-mail Services:
 Microsoft Outlook.com
 Windows Live Mail
 Google Gmail
 Yahoo Mail
When you set up an e-mail account, the service provider requires
credentials before you can access the service features.
Credentials are stored on the server of the
e-mail provider and include information to authenticate your
identity, such as a username and a password.
Username is a name that identifies you when you log on to a Web
site or an Internet service.
Password is a word or string of characters that provides access to
the service features.
options such as setting up an online checking account or placing
an online order.
Each user on the Internet must have a unique
e-mail address, which consists of three parts: the user name, the
@ symbol, and a domain name.
Domain name is an address of a computer network connection
that identifies the owner of the address.
[ Managing E-Mail with Microsoft Outlook ]
Microsoft Outlook is a versatile Office application you can use to
manage e-mail, and organize contacts, appointments, and tasks.
As you work with e-mail messages, you can manage other types
of data.
For example, you can add contacts to your address book, schedule
a meeting on your calendar, and add tasks to your to-do list
directly from an incoming e-mail message.
[ Exploring the Outlook Features ]
[ Managing E-Mail Account Folders ]
Outlook allows you to manage multiple e-mail accounts by
organizing the messages in standard folders such as Inbox, Drafts,
Sent Items, and Outbox. You can also add customized folders.
Archiving is the process of backing up your e-mail messages.
Outlook runs an AutoArchive feature every 14 days, and you can
choose settings to control deleting old messages or moving them
to an archive data file.
[ Creating and Saving an E-Mail Message ]
Creating an e-mail involves entering the e-mail address of the
receivers separated by semicolon, adding a subject line and typing
the message
Courtesy copy (Cc) a copy of an email to another person with
visibility to the primary recipients.
Blind Courtesy copy (Bcc) a copy of an email to another person
which is not visible to the primary and Cc recipients.
Outlook and other e-mail programs provide at least two
formatting options:
• HTML (Hypertext Markup Language) supports text
formatting options such as multiple fonts, bold text,
colored headings, graphics, and links to Web sites.
• Plain Text format contains only text.
[ Attaching a File and Sending a Message ]
You can include attachments such as pictures or documents in an
e-mail message. When recipients receive the message, they can
open or save the attached file.
You can add a tag to the message header to indicate if the
message is high or low priority.
1
ICT PRE-FINAL HANDOUTS
Sometimes e-mail messages “bounce back” and are undeliverable.
This can happen if:
• The address is typed incorrectly.
• The server is busy and the process is not completed
within the specified amount of time.
• The recipient has blocked messages from the sender.
• The recipient’s mailbox is full.
• The recipient’s security settings reject attachments or
attachments with executable programs.
[ Receiving and Opening E-Mail Messages ]
When you receive a message, Outlook automatically saves the
message in the Inbox. The message list displays who sent the
message, the subject of the message, and the date and time your
server received it.
A red exclamation point icon indicates the sender considers the
message urgent, or a high priority; a paper clip icon indicates that
the message has an attached.
Spam is unsolicited e-mail, often used to advertise products and
services.
[ Responding and Replying to a Message ]
The easiest way to reply to an e-mail message is to use the Reply
command.
“RE:” - The original message is included along with your reply with
preceding the text in the subject line.
“FWD:” - Indicates that it is a forwarded message.
[ Creating a Signature ]
Signature consists of text or graphics that you create so Outlook
can automatically add it to the end of any outgoing message.
[ Setting Rules for Auto-Responding to Messages ]
You can create an Outlook rule to automatically respond
to some or all received e-mail messages.
Auto-response for messages - You need first to create a template
for the message content, and then you set some rules.
[ Cleaning Up Your Folders ]
Outlook provides a Clean Up Folder feature that automatically
removes redundant messages from conversations.
Another way to clean up folders is to manually delete the
messages.
[ Creating Appropriate Messages ]
1. The fast-paced media used for electronic communication
demands a writing style that is clear and concise without
sacrificing speed.
2. When writing professional communications, the language
should be more formal and the information should be stated
in complete sentences.
3. E-mails create electronic trails that document discussions,
contact information, and access to attached files.
LESSION 27: COMMUNICATION AND COLLABORATION
[Defining Time-Shifting and Real-Time Communication
Methods]
• Social networking, chat rooms, blogs, message groups, and
forums are part of our daily sources of interaction.
• Using collaborative communication tools enables us to share
information with one other person or an unlimited number
of people.
• In addition to sharing text messages, you can engage in other
types of correspondence including live voice, full-motion
video, and interactive desktop sharing.
Time-Shifting Communications
 When you send messages by e-mail, post information on a
bulletin board, or publish a blog, there might be a significant
delay between the transmission and the receipt of the
information.
 This type of communication is referred to as time-shifting
mode because the receiver can choose when he or she wants
to review the information.
 The primary use of a blog (short for Web log) is for individuals
to post a personal diary or journal on a Web site.
 People who respond to the comments in the blogs are
notified when the blog is updated.
 Users attach tags, which are keyword descriptions to identify
images or text, to simplify the search process.
 Blogs are also used for marketing.
 Microsoft hosts blogs to communicate with customers.
2
ICT PRE-FINAL HANDOUTS
• Netiquette refers to good manners and proper
behaviors when communicating through electronic
media.
• Some netiquette rules to follow when blogging:
- Write original content.
- Proofread and check grammar and spelling.
- Respond to those who write comments on your
blog.
- If you are quoting others or sharing their ideas, give
them credit and provide links to those sources.
- Use kind and polite words. Say something
substantial and useful, and avoid negative
comments.
Real-Time Communications
• Real-time communications occur instantly or without
noticeable delay.
• Real-time responses are in the order of milliseconds and
sometimes microseconds, so they make it faster and easier
for people to connect and share information.
• There are a variety of electronic methods available for real-
time communication and collaboration.
• Text Messaging
- Text messaging, often referred to as texting or instant
messaging (IM), is a text-based form of communication
primarily used for conversational text.
- Text messages can be sent from a computer, a cell phone,
or another mobile device.
- Short Messaging Service (SMS) technology, introduced
in 1994, initiated the development and growth of text
messaging.
- SMS uses standardized communications protocols to
allow devices to exchange short text messages up to 160
characters.
- Multimedia Messaging Service (MMS) extends the core
capability of SMS and enables you to send messages that
include multimedia content.
- Today there are several free IM software programs
available that enable users to interact with others using
different IM programs.
- IM technology will continue to change with new features
and capabilities.
- The following are suggested rules for proper use of
texting:
o Do not use text messaging for formal
conversations or to deliver bad news.
o Use simple words and sentences to clearly
convey your message.
o Be careful what you say and always use correct
punctuation and grammar.
o Use standard capitalization.
o Choose appropriate times to text. It is rude to
interrupt a face-to-face conversation by
reading or sending a text message.
o Do not forward spam messages.
o Before you send the message, double check
the address.
• Chatting
- Chatting is talking to other people in real time on the
Internet.
- A chat can be text, sound, or video.
- Chatters exchange comments in a chat room provided
by a network or online service.
- Demonstrate proper netiquette in a chat room:
o Introduce yourself when you enter a chat room.
o Treat people with respect and dignity.
o Stay on topic and use concise sentences.
o Use appropriate language.
o Do not use ALL CAPS or excessive exclamation
points.
o Be patient and allow other chatters time to
respond. Do not interrupt other chatters.
• Audio-Visual Communication
- VoIP (Voice over Internet Protocol) is technology that
enables the delivery of voice communications and
multimedia sessions using Internet Protocol.
- VoIP is widely used to conduct online meetings and
training.
- A podcast is a method of publishing files (primarily audio
files) to the Internet that can be downloaded for
playback on a computer or a mobile device.
- Web conferencing (also referred to as a Webinar) is a
presentation, lecture, workshop, or seminar that is
transmitted over the Web.
- Follow these rules when participating in a Web
conference:
o If you cannot attend the conference, cancel
your reservation in advance.
o Sign in by the scheduled time.
o Use the mute button to eliminate background
noise.
o If provided the opportunity to interact, ask
relevant questions and make positive
comments.
- Video conferencing is using a computer to
transmit audio and video data.
- An interactive whiteboard is a computer program that
allows participants in a video conference to interact and
make changes to a document.
- Guidelines for video conferencing:
o Gather pertinent information in advance and
be prepared.
o Dress appropriately and be properly groomed.
o Silence your mobile phone and other devices.
o Don’t interrupt the conversation. Wait for your
turn to speak.
o When not speaking, use the mute button to
eliminate background noise.
o Remain aware of your facial expressions and
body language.
- The VoIP service Skype enables you to communicate
with friends, family, and colleagues by voice, video, and
instant messaging.
- Guidelines for a video chat:
o Schedule video calls in advance.
o Make sure you and the person you are
contacting are each in an appropriate location.
o Consider the differences in time zones.
o Use statuses (available, invisible, away, busy,
etc.) effectively.
o Remain aware of your facial expressions.
o Look into the camera, maintain eye contact,
and stay motionless.
o Be mindful of background noises.
• Social Media Sites
- Social Media is a term used to describe a variety of Web-
based platforms, applications, and technologies that
enable people to keep in touch with friends, find people
with similar interests, and build relationships online.
- Social media is also used for marketing.
- The information shared on a social network may include
photos, videos, age, gender, interests, contacts, and
geographical location.
- Most social networks offer privacy settings to limit
information access to selected groups, such as friends,
family members, or colleagues.
3
ICT PRE-FINAL HANDOUTS

- Guidelines for social media sites:
o If you wouldn’t say it in public, then don’t say
it online.
o Consider whether you will offend someone
when you post the content.
o Use appropriate language; be polite and
consider tone.
o Don’t post inappropriate pictures or videos.
o Don’t over share.
o Be accountable for your actions.
o Keep private matters in private messages.
o Use statuses (available, away, busy, etc.)
effectively.
o When you pass something on or repost the
content, include the source.
• Most companies, educational institutions, government
agencies, and other businesses and groups have guidelines
for the use of electronic communications.
• Guidelines for using all types of electronic communication:
- Use the appropriate medium for conveying the message.
- Clearly convey your message and use proper grammar
and spelling.
- Respect the privacy of others and honor confidentiality.
- Understand the sensitive nature of data and the rules
related to sending data electronically.
- Back up and archive correspondence on a regular basis.
- Cite sources for intellectual property, and give credit to
others when sharing their ideas.
- Avoid harm to others.
- Do not send unsolicited bulk messages (spamming).

[ Identifying the Advantages and Disadvantages of Collaborative

Electronic Communication ]

Advantages of electronic communication:

• Enables people to connect worldwide

• Is convenient and not restricted to a specific place and
time
• Is available from computers and mobile devices
• Allows users to create and edit documents online while
collaborating in real time with other users
• Allows more than one type of correspondence, including
one-to-one, one-to-many, and many-to-many
• Fosters community building
• Can be minimal in cost or even free
• Can reduce travel time and expenses when used for
business conferences

Disadvantages of electronic communication:

• Can cause misconceptions regarding your

correspondence because it does not allow you to read
body language or facial expressions
• Includes security risks
• Can leave an “electronic trail” of messages
• Can cause a lack of personal interaction that can damage
relationships and reduce overall productivity

[ Creating Effective Communications ]

• Select a communication method that suits the purpose of the

message and the audience.
• Meeting with a person physically or making a phone call
might be the most beneficial means of communication.
• The level of formality and informality is based on the
audience and on the topic.
• When composing a business message, assume that the
reader has limited time and will skim the contents to find the
main idea.
• Personal and social messages can be either formal or
informal.
• Using emoticons is appropriate for some audiences, but not
all.
• Respond to messages promptly; the type of message dictates
the response time.

[ Following Electronic Communication Standards ]

• Statements and information you publish for both private and

public review can harm people in many ways.
• Flaming (bashing) is an intense, online verbal argument.
• Cyberbullying is using Internet technology to intentionally
harass, threaten, embarrass, or target another person.
• Slander (an oral communication) and libel (a written
communication) are untrue statements that can damage a
person’s or a company’s reputation or character.

4
ICT PRE-FINAL HANDOUTS
LESSION 30: TECHNOLOGY AND SOCIETY
[ USES OF COMPUTERS AT WORK, SCHOOL AND HOME ]
Collecting Information - Using internet, you can easily find the
information you need. At home or work, you can find the
telephone number of a local company or even order pizza for
lunch.
Organizing Information - Computer software helps you organize
information. You can use database spreadsheets to organize and
calculate data in a variety of ways.
Evaluating Information - In addition to spreadsheet application to
calculate numeric data, you can also use it to evaluate and
compare data by using features such as statistical and charting
features.
Communicating Information - When computers are connected
through a network, users can exchange message instantaneously.
Technology provides options such as email, instant messaging,
social media and etc.
Collaborating with others and Solving Problems - You can share
the information you have stored on your computer and
collaborate with your co-workers.
Crowdsourcing - combines the collective effort of many people to
complete a task.
Increasing productivity - Access to internet and the web can
increase productivity by providing online access to multiple
resources including communication with experts and specialists.
Facilitating Learning - The internet is an amazing resource for
learning and discovering new facts. You can find supplemental
videos, exercises and activities. E-book can lighten up your load in
you backpack.
Promoting Creativity - Integrating technology into your class work
provides you with an opportunity to demonstrate your
inventiveness, individuality and creativity.
Supporting Critical Thinking - When searching information on the
internet, you need to use critical thinking.
Critical thinking - is the process of analyzing, combining and
evaluating information as a guide to making judgments.
Automated Teller Machine (ATM) - Many people with bank
accounts take advantage of the convenience of the ATM to
deposit or withdraw money.
Credit and Debit Cards - Many people no longer carry large
amount of money while travelling. They prefer to use credit or
debit card.
Point of Sale System (POS) - It is a terminal used for electronic
processing of payment transactions in a retail outlet.
Weather Predicting and Reporting System - Several weather-
prediction software are available. Numerical weather-prediction
applications are used by most professional meteorologist.
Global Positioning System (GPS) - A GPS combined with cellphone
technology can provide location information and directions.
Embedded Computers in Appliances and Equipment - Embedded
computers play an important role in your daily life. It is a special
computer integrated in your devices such as appliances.
Security System - Many cars today have a remote keyless ignition
system. Pressing a button opens or locks the door while pressing
another button starts the car.
[USING TECHNOLOGY TO TRANSFORM TRADITIONAL
PROCESSES]
Electronic Commerce (E-Commerce) - Means conducting business
on the internet. It primarily refers to purchasing and selling
products on the internet or through other computer networks. E-
commerce is changing the way the world does business.
Business Connections
 Business-to-business (B2B) - describes e-commerce
transactions between businesses such as between a
company and a supplier.
 Business-to-consumer (B2C) - describes online transactions
between business and consumers.
 Business-to-Government (B2G) - which describes online
transactions between businesses and government agencies.
Media - In the past, the distribution of media was primarily
through newspapers, magazines, television and radio. Media such
as music, video, audio, pictures and text can all be distributed
through internet.
Online Learning - For some time, people have been able to obtain
their education via distance learning methods. Learning
management system programs help teachers deliver online
courses.
Robotics - They are used mostly in assembly plants, often
completing dangerous or repetitive task. The use of computerized
robots on assembly lines and in other industrial processes has
expanded production capabilities in the manufacturing world.
Telecommuting - Many employers allow their employees to work
home. This arrangement is called telecommuting. For the
employee, it saves travelling time and commuting expenses, and
it allows them to work at a time that fits their schedule.
Online Communities - Online communities, also known as social
networks or virtual communities, enable groups of people to
interact online rather than face-to-face.
Disaster Recovery - Hurricanes, tornadoes and other recent
disasters have increased awareness of the need for disaster
recovery planning for communities, cities and states.
Assistive Technologies - Are software and devices used to
maintain, increase or improve the functional capabilities of
individuals with disabilities.