Lecture # 02

Mastering Digital Skills for Studies

Email and
online communication
Soumia Benkrid
OBJECTIVES
To learn about online communication
1. Understanding Online Communication
2. Understanding Email communication

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UNDERSTANDING ONLINE
COMMUNICATION
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 WHAT IS ONLINE COMMUNICATION?
• Online communication has become an integral part of modern life and is used for
various purposes, it is any type of verbal, written, or any other visualized interaction
between people that happens on the Internet.

• Online communication is the exchange of information, ideas, messages, or data

using digital technologies and the internet as the primary medium

• Online communication encompasses a wide range of communication methods and

tools that enable people to connect and interact with one another, regardless of
geographical distances.

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 TYPES OF ONLINE COMMUNICATION
• Online communication encompasses various types, each serving specific purposes and
preferences. Here are some common types of online communication:

Email Instant Chat rooms Text Social

messaging messaging media

Video Online Online Virtual Augmented

conferencing forums games reality (VR) reality (AR)

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 TYPES OF ONLINE COMMUNICATION
1. Electronic mail (Email) is one of the oldest and most widely used forms of online
communication. It involves sending messages, files, and documents via email clients
like Gmail, Outlook, or Yahoo Mail.

2. Instant messaging: IM platforms allow real-time text-based conversations between

individuals or groups. Examples include WhatsApp, Facebook Messenger, Skype,
and Slack.

3. Video Conferencing: Video conferencing tools enable face-to-face meetings,

presentations, and conferences over the internet with video and audio capabilities.
Video conferencing platforms such as Zoom and Google Meet are very popular
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 TYPES OF ONLINE COMMUNICATION
4. Voice over IP (VoIP): VoIP services such as Skype, WhatsApp Calls, and Viber
enable individuals to engage in voice conversations via the internet, frequently
offering cost-effective alternatives to conventional telephone calls.
5. Online Forums and Communities: Online forums, discussion boards, and social
media groups provide spaces for people with shared interests to discuss topics, ask
questions, and share information. For example, social media platforms such as
Facebook, Twitter, and Instagram facilitate online interactions through posts,
comments, likes, shares, and direct messaging.
6. Virtual Learning Communities: Students join virtual learning communities on
platforms like Reddit or specialized forums to seek help and share knowledge
related to their studies.
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TYPES OF ONLINE COMMUNICATION
Tool Purpose of Use in Studies
• Real-time collaboration in study groups
Instant Messaging
• Quick questions and answers
• Formal communication with professors
Electronic Mail (Email)
• Assignment submissions
• Virtual classes and lectures
Video Conferencing
• Group discussions and projects
• Voice and video calls for study group meetings
Voice over IP (VoIP)
• Remote tutoring
• Discussion and resource sharing on course topics,
Online Forums & Communities
Q&A and help
• Subject-specific discussions and knowledge sharing
Virtual Learning Communities
• Peer support
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 Type of Real-time Share Large Common
Communication Interaction Content Groups Uses
Communication with individuals
TYPES OF ONLINE COMMUNICATION
•
Instant Messaging Synchronous Yes Yes Limited • sharing files
• collaboration on projects
• Communication with individuals
Email Asynchronous No Yes Yes • sharing files
• creating a record of communication

• Communication with individuals

Video Conferencing Synchronous Yes Yes Yes
• presentations, lectures, meetings

• Communication with individuals,

Voice over IP (VoIP) Synchronous Yes Limited Yes
• meetings, conferences

Online Forums and • Discussion, collaboration, sharing

Asynchronous Yes Yes Yes
Communities information

• Providing students with access to

Virtual Learning Synchronous
Yes Yes Yes learning resources, activities, and
Communities Asynchronous
communication tools
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 ESSENTIALS FOR EFFECTIVE ONLINE
COMMUNICATION
• Clarity: Ensure your messages are clear and easily understood by avoiding jargon or
ambiguity.
• Respect: Treat others with courtesy and professionalism, even in informal online
interactions.
• Active Listening: Pay attention to others' messages and respond thoughtfully to
demonstrate understanding.
• Timeliness: Respond promptly to messages and be punctual for online appointments or
meetings.
• Privacy and Security: Safeguard your personal information and practice cybersecurity to
protect your online identity.

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 ESSENTIALS FOR EFFECTIVE ONLINE
COMMUNICATION
• Use clear and concise language. Avoid using jargon or slang that your audience may
not understand. State your message clearly and concisely.
• Convey Appropriate Tone: Ensure that your messages convey the intended tone,
maintaining professionalism and courtesy.
• Offer Comprehensive Responses. Provide thorough and complete responses to address
inquiries or topics effectively.
• Build a favorable online persona. Be respectful of others and avoid posting anything
that is offensive or harmful. Present yourself in a positive light and contribute to online
communities in a meaningful way.
• Observe Netiquette: Adhere to online etiquette guidelines, just as you would follow
unwritten rules when meeting someone in person for the first time.

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 NETIQUETTE OF ONLINE COMMUNICATION

Be Respectful Use Proper Mind Your Tone Think Before Respect

Language You Post Privacy

Use Descriptive Stay on Topic Use Emoticons Be Patient Cite Sources

Subject Lines Thoughtfully

Use Private Respect Forum Avoid Overuse Acknowledge Be Mindful of

Messaging for Rules of Capital Responses Timing
Private Matters Letters

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EMAIL COMMUNICATION?
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 WHAT IS AN EMAIL?
• An Email, e-mail (the abbreviation of electronic mail) or courriel is a communication
tool

• Email is a popular and effective way to communicate for business purposes. It is

inexpensive, easy to use, and allows for the easy archiving and retrieval of
information. Anyone with an internet connection and a computer or mobile device can
send and receive emails, making it a widely accessible form of communication.

• Emails can be used to communicate information in a well-presented, easy to

read, and professionally appropriate way. However, some people treat email like
text messaging, leading to emails that are informal or unprofessional. Additionally,
many people cite lack of time as a reason for sending low-quality emails.
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 WHAT IS AN EMAIL?
• An Email is like a postal letter, but in digital form. It has an envelope with the recipient's
address, a body with the message text, and attachments for files such as text documents,
photos, audio, and video. The subject line is used to summarize the main topic of the
email.

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 EMAIL ADDRESS
• An email address , also known as electronic mail address, is a unique identifier for an
email inbox. It is made up of two parts separated by an at (@) sign:
• Local-part or Username: This is the part before the "@" symbol. It identifies the
individual or entity that owns the email account.
• Domain: This is the part after the "@" symbol and usually represents the email
service provider or organization hosting the email account.

nom-de-l'utilisateur@nom-de-domaine
• For example, in the email address “s_benkrid@esi.dz," "s_benkrid" is the username and
“esi.dz" is the domain.
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 WHEN EMAIL IS RECOMMENDED?
• Email communication is an effective choice in situations where:
• It's challenging to reach the recipient via phone.
• The shared information doesn't require immediate attention.
• There is a need for electronic file sharing, like documents for a course, data-filled
spreadsheets, or drafts.
• Immediate distribution of information to a broad audience, such as sending a memo
to the entire office staff, is preferred.
• A written record of the communication is necessary or beneficial.

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 WHEN EMAIL IS NOT RECOMMENDED?
• Email communication is not an effective choice in situations where:
• The message is complicated and extended, or it demands an in-person discussion for
better clarity.
• The information is of utmost confidentiality, and it's crucial to remember that email is
never completely private.
• The message carries strong emotions or a tone that might be easily misunderstood.

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 ELEMENTS OF AN EMAIL
• The elements of an email typically include:
• From: This is the email address of the person who is sending the email.
• To: This is the email address of the person or people who are receiving the email.
• Cc: This is the email address of any additional people who are receiving the email
as a copy.
• Bcc: This is the email address of any additional people who are receiving the email
as a blind copy. Their email addresses will be hidden from the other recipients.
• Subject: This is a brief description of what the email is about.
• Body: This is the main content of the email.
• Signature: This is a brief closing that typically includes the sender's name, job title,
and contact information.

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 ELEMENTS OF AN EMAIL
• In addition to these essential elements, emails may also include:
• Attachments: These are files that are attached to the email message.
• Images: These are images that are embedded in the body of the email message.
• Links: These are hyperlinks that lead to other websites or web pages.

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ELEMENTS OF AN EMAIL

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 EMAIL FOLDERS
• Email folders are digital containers within an email account used for organizing and
categorizing emails based on specific criteria or topics. These folders help users
manage their email messages more efficiently and keep their inbox organized. Here
are some common types of email folders:
• Inbox: The default folder where incoming emails are received and initially
stored.
• Sent: This folder contains copies of the emails you have sent. It helps you maintain
a record of your outgoing messages.
• Drafts: Emails that you've started composing but haven't sent yet are saved in the
"Drafts" folder. You can continue editing them before sending.

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 EMAIL FOLDERS
• Trash or Deleted Items: Deleted emails are moved to this folder before they are
permanently removed from your email account. You can often recover emails from
the trash if needed.
• Spam: Emails identified as spam are automatically moved to this folder by your
email provider's spam filter.
• Custom Folders: Users can create custom folders to categorize emails based on
specific criteria, such as projects, clients, personal matters, or any other topic. These
folders are often named by the user.

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 ACTION ON AN EMAIL
• Some actions you can perform on an email:
• Reply: Respond to the sender of the email.
• Reply all: Respond to the sender and all recipients of the email.
• Forward: Send the email to someone else.
• Archive: Move the email to an archive folder.
• Delete: Permanently delete the email.
• Mark as read: Mark the email as read.
• Mark as unread: Mark the email as unread.
• Flag: Mark the email as important or requiring follow-up.
• Move to folder: Move the email to a different folder.
• Print: Print the email.

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 EMAIL SIGNATURE
• An email signature is a must-have for online communication and email,
• An email signature is a block of text, often located at the end of an email message,
that includes the sender's name, contact information, and sometimes additional details
such as job title, company name, or a personal quote.
• Email signatures serve several purposes:
• They make your emails look more professional.
• They provide recipients with your contact information, so they can easily get in touch
with you.
• They can help to promote your social media or brand or business.
• They can help to build trust and credibility with recipients.

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 TYPES OF EMAILS
• There are three main types of emails:
• formal,
• informal,
• and semi-formal.

• The type of email you write will depend on

• the relationship you have with the recipient,
• the purpose of the email,
• and the context in which you are writing.

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 FORMAL EMAILS
• Formal emails are used for professional communication, such as email for academic or
study-related purposes. Here are some tips for writing a formal email effectively:

 Use a Professional Email Address  Use Bullet Points or Numbered Lists

 Choose an Appropriate Subject Line  Include a Polite Closing
 Start with a Proper Greeting  Signature
 Maintain a Formal Tone  Attachments
 Be Concise and Clear  Respect Privacy
 Use Proper Grammar and Spelling  Reply Promptly
 Provide Context  Proofread Before Sending

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 INFORMAL EMAILS
• Informal emails Informal emails are less structured and more relaxed in tone. They are
often used for personal communication, such as when writing to friends, family, or close
colleagues, Here are some tips for writing an effective informal email:

 Start with a Friendly Greeting  Respond Promptly

 Use a Conversational Tone  Signature
 Personalize Your Message  Proofread for Clarity
 Keep it Concise  Respect Boundaries
 Emojis and Emoticons  Use Paragraph
 Ask Questions  Attachments and Links
 Share Updates  Express Gratitude and Politeness
 Use Abbreviations and Informal Language
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 SEMI-FORMAL EMAILS
• Semi-formal emails are used for communication that is somewhere between formal and
informal. Semi-formal emails might be used to communicate with colleagues you have a
professional relationship with but aren't extremely formal. Here are some tips for writing
an effective semi-formal email:
 Appropriate Salutation  Polite Requests
 Clear and Concise Subject Line  Use Proper Grammar and Spelling
 Start with a polite and friendly  Attachments and Links
introduction  Express Gratitude
 Maintain a Respectful Tone  Use a closing phrase Include a brief
 State the Purpose Clearly professional signature
 Provide Necessary Context  Proofread Before Sending
 Ask Questions Directly  Respect Response Time
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