Email and Online Communication – SS1 Digital Technologies Lesson Note (Second Term)

Online communication is the exchange of messages over the internet using tools such as email, instant messaging and video conferencing.

• Email: sends text, photos and files to anyone with an email address.
• Instant messaging: allows quick, real-time chats.
• Video conferencing: lets people in different places see and hear each other live.
• Choice of tool: each one suits a different situation.

Behavioural objectives

By the end of the lesson, students should be able to:

1. name the three parts of an email address;
2. explain key email terms such as inbox, subject line, attachment, CC and BCC;
3. state the rules of good email etiquette;
4. describe instant messaging and video conferencing, including safety and good manners when using them;
5. choose the right tool (email, instant messaging or video conferencing) for a given situation.

What is email?

Email (electronic mail) is a way of sending text, photos and files over the internet to anyone with an email address.

• Before email: a message to another country went by paper letter, which could take days or weeks.
• With email: the message arrives within seconds.
• Common providers: Gmail, Yahoo Mail and Outlook.

What are the advantages and disadvantages of email?

• Speed: messages arrive almost at once.
• Low cost: sending an email needs only data or Wi-Fi, with no stamp.
• Attachments: documents and photos travel with the message.
• Record keeping: sent and received emails stay in your account.
• Needs internet: you cannot send or read emails without a connection.
• Spam and scams: unwanted and false emails can reach your inbox.

What are the parts of an email address?

An email address has three parts: the username, the @ symbol and the domain.

Take studentname@gmail.com as an example:

1. Username: studentname (this identifies you).
2. The @ symbol: this separates you from the service provider.
3. Domain/Provider: gmail.com (the company hosting your mailbox).

What are the key email terms?

Key email terms are the words used for the parts and actions of an email account.

• Inbox: where your new messages arrive.
• Subject line: a short title telling the receiver what the email is about.
• Attachment: a file (like a homework assignment or photo) sent along with the email.
• CC (Carbon Copy): sends a copy to someone else, and all receivers can see who got it.
• BCC (Blind Carbon Copy): sends a copy to someone whose address is hidden from the other receivers.
• Reply: sends an answer back to the person who wrote to you.
• Forward: sends a message you received on to another person.
• Draft: an unsent message saved so you can finish it later.
• Spam: unwanted email, often advertising or scams.

How do you send an email?

You send an email by composing a message, addressing it and clicking Send.

1. Log in to your email account.
2. Click Compose (or New message).
3. Type the receiver’s address in the To box.
4. Add CC or BCC addresses if they are needed.
5. Write a short subject line.
6. Type the message, with a greeting and a sign-off.
7. Attach any file, such as an assignment.
8. Check the address, spelling and attachment, then click Send.

What is email etiquette?

Email etiquette is the set of good manners used when writing emails.

The reader cannot see your face or hear your voice, so choose your words with care.

1. Always include a subject: never leave it blank. It helps the receiver know if the email is urgent.
2. Start with a greeting: use “Dear Sir/Ma,” “Good morning,” or “Hello [Name].” Jumping straight into the message can seem rude.
3. Do not use ALL CAPS: writing in all capitals feels like SHOUTING online.
4. Check your spelling: use a spell-checker. Mistakes make you look unprofessional.
5. Keep it brief: most people are busy, so get straight to the point.
6. Sign off: end with “Best regards,” “Thank you,” or “Sincerely,” followed by your name.

How do you stay safe when using email?

• Password: keep it private and never share it.
• Unknown attachments: do not open files or links from senders you do not know.
• Fake messages: be careful with emails that ask for passwords, bank details or money.

What is instant messaging?

Instant messaging (IM) is a way of sending short messages that the receiver can read and answer straight away.

• Email: works like a letter.
• Instant messaging: works like a chat.
• Popular apps: WhatsApp, Telegram, Facebook Messenger and iMessage.

What are the features of instant messaging?

• Status updates: tell people if you are busy or online.
• Group chats: connect many people at once.
• Voice/video notes: send short audio or video clips instead of typing.

How do you stay safe in instant messaging?

• Privacy settings: do not let strangers see your “Last Seen” or profile picture.
• Blocked list: if someone bothers you or sends inappropriate things, use the block button at once.
• Verifying information: do not forward “broadcast” messages unless you are 100% sure they are true.
• Personal details: do not give your address or passwords to people you do not know.

What is video conferencing?

Video conferencing (a virtual meeting) lets people in different locations see and hear each other in real time.

• Comparison: it is like a school assembly or business meeting held through a screen.
• Needs: a device with a camera, a microphone and an internet connection.

What are the popular video conferencing tools?

• Zoom: great for large classes.
• Google Meet: easy to use directly from your browser.
• Microsoft Teams: often used in offices and big organisations.

What are the manners for video conferencing?

• Mute your mic: if you are not talking, turn off your microphone so noise in your house does not disturb everyone.
• Background: sit against a plain wall so people are not distracted by what is behind you.
• Look at the camera: when you talk, look at the camera lens, not just the screen. It feels like eye contact.
• Be on time: join the meeting before it starts.

How do email, instant messaging and video conferencing compare?

The three tools differ in speed, formality and best use.

• Email: a formal written message that may wait for a reply.
• Instant messaging: a casual, quick chat in real time.
• Video conferencing: a live meeting where people see and hear each other.

Which tool should you use?

• Job application: use email, because it is formal and can carry your CV.
• Asking a friend about homework: use instant messaging, because it is quick and casual.
• Online class or meeting: use video conferencing, because everyone can see and hear each other.

Evaluation

1. Name the three parts of the email address studentname@gmail.com.
2. State the difference between CC and BCC.
3. Discussion: why is it rude to use BCC to secretly copy someone into a private conversation?
4. If you want to send a formal job application, should you use WhatsApp or email? Give a reason.
5. State two safety rules for instant messaging.

Assignment

Draft an email: write a short email to your Principal asking for permission to start a “Coding Club.” Use proper etiquette: a subject line, a greeting and a sign-off.