ICT at Work: A Quick Survival Course

1
ICT at WorkA Quick Survival Course

• Module 1 Communication

2
Introduction

• Purpose of the course and expected outcomes
• Organization
• How to get reference material
• Using Blackboard
• Course Contents
• Module 1 Communication
• Module 2 Search Engines
• Module 3 Photoshop
• Module 4 Web Design

3
Module 1 Communication

• 1.1. Email Essentials
• Essentials of Email Communication
• Email Architecture
• Email Protocols
• Reading Email and Protecting from Viruses
• 1.2. Using Ms-Outlook

4
1.1. Email at Work

• Email is commonly used nowadays in the work
  environment for communications.
• You send a message anytime, anywhere and the
  recipient can read it at his convenience. Doesnt
  have to be there to receive the message
• Same message to several people at the same time.
• Forward information without retyping it.
• Save time. E-mail is fast, takes not more than
  few minutes to be received.
• E-mail electronic documents. Recipients can then
  edit and return revised versions. Speeds
  workflows.
• Send messages around the world.

5
How Email Works?

• E-mail is sent and received through electronic
  "post offices" known as email servers.
• To read your e-mail, you must retrieve it from
  the email server.
• Once you enter the address of the recipient,
  compose your message, and click Send, your e-mail
  software handles the delivery.
• Email protocols help in sending and receiving
  messages

6
Email Protocols

• What is a protocol
• Common language between two ends
• Definition and reference
• Required by networking applications and email is
  one of these applications
• Famous email protocols
• SMTP Simple Mail Transfer Protocol
• POP Post Office Protocol

7
Email Architecture

• The use of email servers
• Users connect to email servers to send or
  download emails.
• Example We will see in Outlook
• Or use a web browser (Webmail) to access email
• Addressing is required by email servers to locate
  each other Email Address Structure
• A user ID will identify the message recipient on
  a server

8
Parts Of An E-mail Address
9
Correct and Wrong Email addresses

• Correct
• Ahmed.ali_at_qp.com.qa
• Mohamed_zaki_at_ad1.qa
• It is Ok to use dot, _, -
• AHMED.ALI_at_QP.COM.QA
• Email address is case insensitive

• Wrong
• Ahmed ali_at_qp.com.qa
• ? NO SPACES
• Ahmed.ali.qp.com.qa
• ? The _at_ sign should be used

10
Netiquette Email Etiquette

• Use accurate description in the subject line
• Be brief
• Respect privacy and confidentially
• Keep business email for business
• Limit the use of upper cases DONT SHOUT
• Use only common abbreviations
• Address the email and sign it
• Read more at Wikipedia IETF

11
E-Mail Programs

• Access through an email program Outlook
• Use Web mail, URL is ?http//mail.qu.edu.qa/

12
A
B
C
D
E
F
G
Click on Compose to write EMail
A Name of user account B Folders name C
Current folder D Button to get the mail E
Button to create new email F Button to delete
the mail G Sender email address.
13
List of email addresses
To include file(s) with emails
To send email
Recipients email addressees)
C.c.-Email address of people you want to send a
copy of the same message
Subject of your message
Bcc (Blind Carbon Copy) Other recipients cant
see the email address here.
Text Area
14
Cautions on Reading Emails

• What is SPAM?
• Viruses spread through email
• How and Examples
• How to protect yourself from viruses spread by
  email?
• Discussion

15
Interesting Links

• How email works at http//www.learnthenet.com/eng
  lish/section/email.html
• Email Netiquette
• At www.wikipedia.org
• IETF RFC 1855, http//tools.ietf.org/html/rfc1855
  

16
Using Ms-Outlook

• Practical
• Touring Outlook
• Mail, Calendar, Contacts, Tasks, Notes, Folders
• Setting Outlook
• Organizing email folders
• Reading emails.
• Constructing emails
• Using the calendar
• Using the tasks module (creating a task and
  setting reminders, sending and receiving a task
  assignment)

17
Exploring Outlook
Navigation Pane
View Pane
Splitter bar you can minimize
Buttons
Journal
Icon
18
Outlook- Mail View
Folder Banner
Summary
19
Short Cut Module - Events
20
Create Short cut group
1.
2.
3. Move Calendar inside
You May add appointment to your shortcut from
New-gt Appointment
21
The Contact Module
Electronic Address Book (choose New-gt Contact)
Save Close
22
Categorizing your contact list
Right click and choose Categorize
23
Creating Distribution List
24
Creating your own Signature
Tools-gtOptions -gt Mail Format
Select Stationary Also choose picker and font
Choose account
Apply Signature
25
Creating New Message
New -gt Mail Message
26
Creating New Message- Address Book
Click 0n To to get Address Book
27
Sending email with attachment
Follow Up
28
Delivery Options
Select Options Set Importance, Voting
tracking and Delivery Options
29
Customize View Filter Option
View -gt Arrange by -gt Customize
Messages Or More Choices
30
Flagging Messages
Right click any message and flag it, add reminder
(date time)
31
Search Finding Mail
Click Button Find for toolbar Standard or click
option Advance
Select Folder
Enter Search
32
Set your Calendar
Tools -gt Options -gt Calendar Options
33
Set Working days, Holidays color Back ground
34
Setting Appointment
You can drag to another time
35
Recurring Appointment
Choose same day from calendar (Monday) -gt Action
-gtnew recurring appointment
36
Enter Event
Click day from date navigator then right click
anywhere and choose all day event
37
Scheduling meeting
Select date-gt New -gtMeeting Request
Add Att.