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					Discovering the Internet
Complete Concepts and
     Techniques
Chapter 4: Communicating Online
                                  Objectives
1. Describe the components of an e-mail system
   and discuss e-mail etiquette
2. Demonstrate how to use the Outlook Express
   e-mail client to send, receive, and organize
   e-mail messages
3. Demonstrate how to set up a Web-based
   e-mail account and use Web-based e-mail
   services


Chapter 4: Communicating Online                   2
                 Objectives (continued)
4. Describe mailing lists, newsgroups, Web-based
   discussion groups, and text messaging
5. Discuss real-time online communications
   including chat, instant messaging, and virtual
   meetings




Chapter 4: Communicating Online                 3
                          E-Mail Systems
•     E-mail is still the most popular online
      communication tool
     –    Used by individuals
     –    Indispensable for businesses
     –    How many e-mail messages do you receive daily?
•     Volume of daily e-mail exceeds the number of
      pieces of paper mail handled by traditional postal
      systems
     –    Problems include
          •   Unnecessary personal, forwarded mail
          •   Spam



Chapter 4: Communicating Online                            4
          E-Mail Systems (continued)
•     E-mail has several distinct benefits
     –    Speed of delivery
     –    Low cost
     –    Accessibility
     –    Convenience
     –    Ease of management
•     Components of an e-mail system
     – Addresses, clients, servers, protocols



Chapter 4: Communicating Online                 5
          E-Mail Systems (continued)
•     E-Mail Addresses
     – User ID
     – Host name




Chapter 4: Communicating Online        6
          E-Mail Systems (continued)
•     E-Mail Clients, Servers, and Protocols
     – E-mail Clients
          •   Programs used to create, send, receive, and manage e-mail
              messages
          •   Outlook, Outlook Express, Netscape Mail, Eudora
     – E-mail Servers and Protocols
          •   Outgoing messages routed via SMTP servers
          •   Incoming messages stored on POP, IMAP, or HTTP
              servers




Chapter 4: Communicating Online                                       7
             Several types of servers are involved in handling e-mail.




Chapter 4: Communicating Online                                          8
                         E-mail Protocols
• SMTP - Simple Mail Transfer Protocol) The standard
  e-mail protocol on the Internet. It is a TCP/IP protocol
  that defines the message format and the message
  transfer agent (MTA), which stores and forwards the
  mail. SMTP was originally designed for only ASCII text,
  but MIME and other encoding methods enable program
  and multimedia files to be attached to e-mail messages.
• SMTP servers route SMTP messages throughout the
  Internet to a mail server, such as POP3 or IMAP4, which
  provides a message store for incoming mail


Chapter 4: Communicating Online                              9
                        Protocols - contd
• MIME - Multipurpose Internet Mail
  Extensions) The most common method for
  transmitting non-text files via Internet e-mail,
  which was originally designed for only ASCII
  text. MIME encodes the files using one of two
  encoding methods and decodes it back to its
  original format at the receiving end.




Chapter 4: Communicating Online                      10
                        Protocols - contd
• IMAP - (Internet Message Access Protocol) A
  standard mail server expected to be widely used on the
  Internet. It provides a message store that holds
  incoming e-mail until users log on and download it.
  IMAP4 is the latest version.
• IMAP is more sophisticated than the Post Office
  Protocol (POP3) mail server. Messages can be archived
  in folders, mailboxes can be shared, and a user can
  access multiple mail servers. There is also better
  integration with MIME, which is used to attach files. For
  example, users can read only the headers in the
  message without having to automatically accept and wait
  for attached files to download that they don't want.
Chapter 4: Communicating Online                          11
                        Protocols - contd
• POP3 (Post Office Protocol 3) A standard mail
  server commonly used on the Internet. It
  provides a message store that holds incoming e-
  mail until users log on and download it. POP3 is
  a simple system with little selectivity. All
  pending messages and attachments are
  downloaded at the same time




Chapter 4: Communicating Online                  12
          E-Mail Systems (continued)
• Anatomy of an E-Mail Message
     – Most e-mail clients provide the same basic message
       window features
          • To, Cc, Bcc, Subject, and Attach lines
          • Message body
          • Signature file




Chapter 4: Communicating Online                             13
                                  Typical e-mail message



    To line


    Cc line


    Bcc line                                    Subject line



                                                attachment


    message




    signature




Chapter 4: Communicating Online                                14
          E-Mail Systems (continued)
• E-Mail Etiquette
     – Don’t use all caps which indicate SHOUTING
     – Don’t send flaming messages
     – Use emoticons  sparingly
          • Emoticons are rarely appropriate for business e-mail




Chapter 4: Communicating Online                                    15
                Using Outlook Express
• Reviewing the
                                      Folder list




  Outlook Express
  Window
     – Folders Bar and
       Folder list
     – Contacts pane and
       Contacts list
     – Dashboard page

                                  Contacts list     dashboard page




Chapter 4: Communicating Online                                      16
 Using Outlook Express (continued)
• Reviewing the Outlook Express Window
     –   Title bar, menu bar, Toolbar
     –   Messages pane
     –   Preview pane
     –   Folder List
          •   Inbox
          •   Outbox
          •   Sent Items
          •   Deleted Items
          •   Drafts


Chapter 4: Communicating Online          17
                    Outlook Express window with the Inbox folder open
         menu bar
                                                unread message



   Toolbar

open folder



    local                                                                 messages
    mailbox                                                               pane
    folders




                                                                           preview
                                                                           pane




Chapter 4: Communicating Online                         e-mail notification icon     18
 Using Outlook Express (continued)
• Reviewing an Incoming E-mail Message
     – Click the Send/Recv button on the Toolbar to check
       for new messages
     – New Messages appear in the messages pane
          • Closed envelope icon indicates unread message
          • Paper clip icon indicates a file is attached to the message
          • Sender, subject, and date received
     – Selected message’s header and contents appear in
       the preview pane



Chapter 4: Communicating Online                                           19
               Previewing an incoming message in the Preview pane

                      paper clip icon indicating an
                      attachment




                                                                    selected
                                                                    message




                                                                    selected
                                                                    message
                                                                    header and
                                                                    contents in
                                                                    the preview
                                                                    pane




Chapter 4: Communicating Online                                                20
 Using Outlook Express (continued)
• Reviewing an Incoming E-mail Message
     – Replying to an E-Mail Message
          • Click Reply or Reply All buttons on the Toolbar
          • Reply message window opens
               – Recipient’s e-mail address in the To line
               – Subject line contains Re: and original subject text
               – Original message in the message body




Chapter 4: Communicating Online                                        21
                                Replying to an incoming message

                  Send button




      message
      header


     reply text




       original
       message
       text




Chapter 4: Communicating Online                                   22
 Using Outlook Express (continued)
• Reviewing an Incoming E-mail Message
     – Viewing and Saving Attachments
          • View, save, and print attachments by opening the message
            in its own window
          • Using a shortcut menu
     – Never open an attachment from an unknown source
     – Use caution opening attachments even from a trusted
       source




Chapter 4: Communicating Online                                        23
                 Using a shortcut menu to open or save an attachment




                                                 shortcut menu for
                                                 opening, printing, or
                                                 saving an
                                                 attachment


message
in its own
window




Chapter 4: Communicating Online                                          24
 Using Outlook Express (continued)
• Reviewing an Incoming E-mail Message
     – Forwarding an E-Mail Message
          • Click the Forward button on the Toolbar
          • Attachments are also forwarded
     – Printing an E-Mail Message
          • Click the Print button on the Toolbar
          • Set print options
          • Print message              Forward button   Print button




Chapter 4: Communicating Online                                        25
 Using Outlook Express (continued)
• Composing and Sending an E-mail Message
     –   Write a meaningful Subject line
     –   Add a greeting line
     –   Write a brief, clear message
     –   Add a signature file
          • Name, address, e-mail address, phone, or other contact
            information
          • Confidentiality agreement, inspirational text, or any text you
            want to append to the bottom of outgoing messages




Chapter 4: Communicating Online                                              26
                                  A signature file can be added to all
                                  outgoing messages or to selected
                                  messages.




Chapter 4: Communicating Online                                     27
 Using Outlook Express (continued)
• Composing and
  Sending an E-mail
  Message                                  attachment

     – Click the Create Mail
       button and type
       recipient’s e-mail
       address
          • Click the Attach button
            on the message
            window Toolbar to add
                                      reply message
            an attachment
          • Click the Send button

Chapter 4: Communicating Online                         28
 Using Outlook Express (continued)
• Managing Messages
     – Create new folders in which to store incoming
       messages
          • Shortcut menu in Folder List
          • Drag messages to different folders
     – Delete selected messages
          • Click Delete button
          • Press the Delete key
          • Drag message to the Deleted Items folder
     – Flag incoming messages that require further attention
       by clicking in Flag column in messages pane

Chapter 4: Communicating Online                            29
 Using Outlook Express (continued)
• Managing Contacts
     – Creating Contacts
          • Click the Addresses button on the Toolbar and then add a
            new contact and his/her information
     – Using Contacts to send e-mail
          • Double-click contact in the Contacts list
          • Right-click contact in the Contacts list and click
            Send E-Mail
          • Click the To button in the message window and select a
            contact’s e-mail address from the Address Book




Chapter 4: Communicating Online                                        30
 Using Outlook Express (continued)
• Managing Contacts
     – Edit and Delete Contacts
          • Open the Address Book to edit a contact’s properties
          • Select a contact in the Contacts list and click the Delete
            button or press the Delete key
          • Right-click a contact in the Contacts list and click Delete
     – Creating a Distribution List (Group)
          • Group of e-mail addresses with a single name
          • Open the Address Book, create a New Group, and assign e-
            mail addresses to the group
          • Group name appears in the Contacts list


Chapter 4: Communicating Online                                           31
 Using Web-Based E-Mail Services
• A Web-based e-mail service is available to a
  user with an Internet-connected computer and a
  Web browser
     – Can be a public computer
     – Basic services generally free
     – Examples include Yahoo! Mail and MSN Hotmail




Chapter 4: Communicating Online                       32
 Using Web-Based E-Mail Services
           (continued)
• Creating a Yahoo! Mail Account
     – Yahoo! Mail features are similar to using an e-mail
       client to send, receive, and manage e-mail messages
     – Begin by setting up a user ID and password to create
       the account and mailbox
     – Welcome message appears at first log on
     – Log off when finished reading or sending messages




Chapter 4: Communicating Online                           33
 Using Web-Based E-Mail Services
           (continued)
• Sending and
  Receiving Messages
     – Log onto Yahoo! Mail
       with user ID and
       password at any time       student user ID
                                  and password
       and from any Internet-
       connected computer
       with a Web browser




Chapter 4: Communicating Online                     34
 Using Web-Based E-Mail Services
• Sending and
              (continued)
                                       Check Mail and Compose buttons
   Receiving Messages
     – Use buttons and links to
       compose a message,
       attach a file, and send
       the message
     – Use buttons and links to
       check for new mail and
       open folders
     – Use buttons and links to
       open an incoming e-mail
       message and then reply     links to open folders and access features
       to it

Chapter 4: Communicating Online                                               35
 Using Web-Based E-Mail Services
           (continued)                buttons to reply to, forward, or

• Using Other Yahoo!
                                      delete the message


  Mail Features
     – Use buttons to reply,
       forward, delete, and
       move a message




                                  incoming message

                                                   options to move
                                                   message to another
Chapter 4: Communicating Online                    folder          36
 Using Web-Based E-Mail Services
           (continued)
• Using Other Yahoo!
  Mail Features
     – Use links to view a
       printable version of an
       incoming e-mail
       message and then
       print it


                                  printable view




Chapter 4: Communicating Online                    37
 Using Web-Based E-Mail Services
           (continued)
• Using Other Yahoo!
  Mail Features
     – Use links in the
       Folders list to add
       new folders
     – Use Move to folder
       list to move selected
       messages to a new
       folder



Chapter 4: Communicating Online   38
 Using Web-Based E-Mail Services
           (continued)
• Using Other Yahoo! Mail Features
     – Use the Mail Options link to create a signature file or
       set other account options




Chapter 4: Communicating Online                                  39
 Using Web-Based E-Mail Services
           (continued)
• Using Other Yahoo!
  Mail Features
     – Use the Addresses
       button to open the
       Address Book, add or
       delete a contact, or
       create a distribution
       list




Chapter 4: Communicating Online   40
       Online Communities and Text
                Messaging
• Mailing lists, USENET newsgroups, and Web-
  based discussion groups are (like e-mail)
  examples of asynchronous communication
     – Sender and recipient are not required to be online at
       the same time




Chapter 4: Communicating Online                                41
       Online Communities and Text
          Messaging (continued)
• Mailing lists
     – Participants use e-mail to                 e-mail
                                                  subscription
       exchange information,                      request
       opinions, and ideas on a
       specific topic with other
       participants
          • Managed by a list server
            running LISTSERV or
            Majordomo software
          • Participants subscribe to and
                                              subscriber
            unsubscribe from a mailing list                      list
                                              confirms, if
            via e-mail                        necessary          administrator
          • For example – work,                                  responds
            professional association.

Chapter 4: Communicating Online                                         42
                       Mailing lists - contd

• LISTSERV - mailing list management software from L-
  Soft international, Inc., Landover, MD (www.lsoft.com)
  that runs on mainframes, VMS, NT and various Unix
  machines. LISTSERV scans e-mail messages for the
  words "subscribe" and "unsubscribe" to automatically
  update the list. Virus protection is also provided.
• Majordomo – another open-source mailing list manager;
  created by Brent Chapman of Great Circle Associates.
     – Predates web browser (1990s) when users have e-mail accounts
       but no web access.



Chapter 4: Communicating Online                                  43
      E-mail and mailing lists use different methods for sending messages to
      multiple recipients.

                                                           Messages sent to a
                                                           mailing list




         Components: subscriber, list server, moderator or list owner




      Messages sent to a
      distribution list or
      group




Chapter 4: Communicating Online                                                44
       Online Communities and Text
          Messaging (continued)
• Mailing lists
     – Unlike regular e-mail, sender knows only the e-mail
       address of the list itself
     – Subscription to open list is automatically accepted
     – Subscription to closed list must be accepted by
       moderator or list owner




Chapter 4: Communicating Online                              45
                              Newsgroup
                            “Bulletin Board”
• Newsgroups – a message board,
     – USENET is an electronic bulletin board system
          • 1970s; university students
     – Topical hierarchies (.biz (business); .recreation; .comp
       (computing, etc.)
     – Unlike web sites, nobody controls or filters contents (take it with
       a “grain of salt”).
     – Newsgroups are hosted by NNTP servers
          • Host own newsgroups and subscribes to newsgroups hosted on
            other servers
     – Newsgroup postings are read by NNTP clients
          • Configure Outlook Express or Netscape Mail to read newsgroup
            messages
          • Download a newsreader NNTP client

Chapter 4: Communicating Online                                            46
                    News servers host their own newsgroups and
                    subscribe to newsgroups on other servers.

        NNTP (Network News Transfer Protocol) servers poll each other.




     Note: your ISP provides NNTP server access for you.

Chapter 4: Communicating Online                                          47
       Online Communities and Text
          Messaging (continued)
• Newsgroups
     – Each newsgroup has a
       unique name that
       identifies it
          • Names are multilevel,
            each level provides
            more detail about the
            purpose of the
            newsgroup
          • Access newsgroups
            from some Web sites     newsgroups by major category
            such as Google Groups

Chapter 4: Communicating Online                                48
       Online Communities and Text
          Messaging (continued)
• Web-Based Discussion Groups
     – Provide features of both mailing lists and newsgroups
     – Create an account with group’s host and then log in,
       locate a discussion group of interest, set preferences,
       and participate
     – Example: Yahoo, Lycos
          • Are you a member of any web-based discussion group?




Chapter 4: Communicating Online                                   49
          Online communities - contd
• Text Messaging
     – Sending abbreviated text messages to and from cell
       phones using SMS
     – SMS (Short Message Service) A text message
       service that enables short messages of generally no
       more than 140-160 characters in length to be sent
       and transmitted from a cell phone.
          • short messages are stored and forwarded at SMS centers,
            which means you can retrieve your messages later if you are
            not immediately available to receive them.
          • Use abbreviations?
          • Do you have this service on your cell phone?


Chapter 4: Communicating Online                                      50
 Real-Time Online Communications
• Online synchronous communications
     – Parties must be online at the same time
          • Chat
          • Instant messaging (IM)
          • Virtual meetings




Chapter 4: Communicating Online                  51
 Real-Time Online Communications
           (continued)
• Chat
     – Early version is Internet Relay Chat (IRC) that uses special client
          • Users connect to an IRC server
          • Users can chat with anyone on that IRC network
     – ICQ (“I Seek You”). A conferencing program for the Internet from
       Mirabilis, Tel Aviv, Israel (www.mirabilis.com). In 1998, ICQ was
       acquired by AOL.
     – Web-based chat uses Web browser instead of special client
          • Often hosted by general consumer portals such as Yahoo! Chat and
            MSN Chat
          • Used by commercial sites for customer service
     – Newbie?
          •   Lurking – watching quietly, not participating
          •   Flaming – strong language; insults
          •   Privacy
          •   Security
Chapter 4: Communicating Online                                           52
 Real-Time Online Communications
           (continued)
• Instant Messaging
     – Private means of
       exchanging real-time
       messages with others
          • AIM, ICQ, MSN
            Messenger, Yahoo!
            Messenger
          • Trillian provides
            interface for multiple
            dissimilar instant
            messaging tools


Chapter 4: Communicating Online      53
 Real-Time Online Communications
           (continued)
• Virtual Meetings
     – Media-rich online
       communications that
       can include text,
       audio, video, and
       whiteboard
          • Major providers include
            MeetingPlace, Microsoft
            (Office Live Meeting and
            NetMeeting), and WebEx




Chapter 4: Communicating Online        54
             Virtual Reality on the March

• The earliest MUD (Multi-User Dungeon,
  Dimension or Domain) was created in 1978
  based on a role-playing game in a fantasy world
  of mythical characters of Dungeons and
  Dragons. MUD evolved into a viable learning
  tool
• From gaming, the focus switched to a virtual
  world of social interactions of MOO (MUD
  Object-Oriented). Early versions of MOOs are
  LambdaMOO (1989), TinyMOO (1989) and
  MediaMOO (1992).
Chapter 4: Communicating Online                 55
                     Virtual Reality - contd

• MOO is a text-based system where multi-users can
  create objects – people, places, things – and interact
  with each other synchronously or asynchronously
     – supported professional and educational communities … and is a
       very good research platform
• Chat or chat room allows meaningful engagements
  among multi-
• users in an online forum. Chat has many variants which
  include ICQ and IRC. Some versions like Cybertown,
  Active Worlds and The Palace integrate 2D, 3D and
  avatars.

Chapter 4: Communicating Online                                    56
                     Virtual Reality - contd

• Active World and CyberTown have chat
  windows that players used to agree on the time
  and place to meet. Integrated web browser can
  link to resources while users chat and “see” the
  linked billboards
     – users move and interact in simulated 3D space.
     – use of Avatars : Hindu origin; manifestation or
       incarnation of Supreme Being on Earth



Chapter 4: Communicating Online                          57
                     Communications &
                  Electromagnetic Spectrum
• The range of electromagnetic radiation (electromagnetic
  waves) in our known universe, which includes visible
  light. The radio spectrum, which includes both licensed
  and unlicensed frequencies up to 300GHz has been
  defined worldwide
• Let’s look at the spectrum:
     – http://imagine.gsfc.nasa.gov/docs/science/know_l1/emspectrum.
       html
     – http://www.ntia.doc.gov/osmhome/allochrt.pdf
        Can you find the frequencies for TV broadcasting?
     your cell phones? Satellites?


Chapter 4: Communicating Online                                   58
                         Chapter Review
• The components of an e-mail system are e-mail
  addresses, clients, servers, and protocols
• E-mail addresses have a user ID and host name
  separated by the @ symbol
• SMTP servers route e-mail messages across the
  Internet
• POP, IMAP, and HTTP servers store the
  messages until requested by an e-mail client



Chapter 4: Communicating Online              59
          Chapter Review (continued)
• E-mail clients are programs used to create,
  send, receive, and manage e-mail
• Outlook Express, Outlook, Netscape Mail,
  Eudora, and Pine are examples of e-mail clients
• Outlook Express interacts with SMTP, POP,
  IMAP, and HTTP servers to send and receive
  messages



Chapter 4: Communicating Online                 60
          Chapter Review (continued)

  • Outlook Express has several folders in which
    to store messages: Inbox, Outbox, Sent
    Items, Deleted Items, Drafts, and custom
    folders
  • Outlook Express contact information is
    maintained in an Address Book
  • The Outlook Express Toolbar contains
    buttons used to check for e-mail, send e-mail,
    reply to, and forward e-mail

Chapter 4: Communicating Online                      61
          Chapter Review (continued)
• Attachments are electronic files sent with an e-
  mail message
• Web-based e-mail services are very similar to e-
  mail client functions
• Mailing lists, newsgroups, and Web-based
  discussion groups are all asynchronous online
  communication tools
• Real-time online synchronous communication
  tools include chat, instant messaging, and virtual
  meetings

Chapter 4: Communicating Online                    62
                 Chapter 4 Complete




Chapter 4: Communicating Online       63

				
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