COMMUNICATION AND COLLABORATION

Communication is a process of sending and receiving information from one place to another. Communication is a vital process of business life. For effective communication, Internet is the only interface which can connect a number of people on a common network. Internet communication refers to the ways with which people can communicate over the World Wide Web. It includes chat rooms, E-mail, instant messaging, forums, social networking sites, etc.

The most widely used service on the Internet is electronic mail. It is a fast, easy and inexpensive way of communicating with other around the world. It is one of the basic and earliest services of the Internet.

Basics of E-mail

E-mail is a method of sending messages, data, video, voice and graphics over digital communication link, such as the Internet.

What is an E-Mail?

Electronic mail can be defined as a system for sending and receiving messages electronically over a computer network.

Today’s E-mail systems are based on a store-and-forward model. E-mail servers accept, forward, deliver and store messages.

E-mail may be defined as a system of world wide electronic communication in which a computer user can compose a message at one terminal that can be regenerated at the recipient’s terminal when the recipient Login.

E-mails allow users to communicate with each other in less time and at nominal cost as compared to traditional phone or mail services. There are many software platforms available for sending and receiving E-mails.

Advantages and Disadvantages of E-mail

E-mail can be sent anywhere in the world to anyone who has an E-mail address. To save time and money, more and more people are using E-mail.

However, the slight error in the address can deliver the mail to the wrong address. Hence, E-mail comes with its own share of benefits and limitations.

Advantages and Disadvantages of E-mail

AdvantagesDisadvantages
The delivery of messages is very fast, sometimes almost instantaneous, even though the message is sent for overseas or just to friend next door.Viruses attached with an E-mail could seriously affect your computer.
The cost of E-mailing is almost free as it involves negligible amount of telephone and ISP charges.E-mails cannot really be used for official business documents. They may be lost and you cannot find them.
Multiple copies of the same message can be sent to a group of people at the same time and can be sent as easily to a single person.E-mails may be intercepted by hackers. An E-mail, before it is delivered to the recipient, “bounces” between servers located in different parts of the world.
Pictures, documents and other files can also be attached to messages.If an E-mail is too long or not drafted properly by the sender, the reader may lose interest to read the mail till the end.

E-mail Addressing

An E-mail address is composed of two separate parts:

• Your personal identity or account name (user name) on that mail server.

• The domain name of the mail server computer on which you have an E-mail account.

An E-mail address is generally of the form:

usemame@domain name

Some examples of E-mail address are:

(i) arihant@gmail.com

(ii) webmaster@yahoo.com

In an E-mail address, symbol ‘@’ is used as a separator. It separates your account name and the name of the mail server name.

Top level domains which are generally used are: 

.comCommercial organizations
.eduEducational institutions
.milMilitary sites
.govGovernment sites
.orgNon profit organizations
.netGateways and administrative hosts

Configuring E-mail Client on Outlook

Steps followed to configure an E-mail account on Outlook:

(i) Open Outlook 2007.

(ii) Click on Tools Tab.

(iii) Click on Account Settings option.

(iv) Click on New.

(v) Enter the details of your account like name, E-mail address or password etc.

(vi) Click on Next button and wait for the verification of your account.

(vii) On succession of the account, Click on the Finish button.

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