information technology

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The Uses Of Email Information Technology Essay

Electronic mail, better know as e-mail, is the transmission of messages and files via a computer network. E-mail has become a very important way of exchanging messages and files between coworkers, students and teachers, friends and family. People all over the world are using e-mail. It's fast and best of all its cheap! In this paper I will discuss differences between traditional mail and electronic mail. We will explore some of the ways businesses use email in the workplace. I will also discuss how teachers are integrating email into the classroom. Lastly, I will discuss a few electronic mail securities issues that everyone needs to be aware of.

Email In The Work Place

Over the years, people, especially businesses, have adopted email as their general form of day to day communication mostly because of its speed. Email communication has almost instant feedback. This makes email much more conversational than traditional paper mail or snail mail as it is commonly know today. With snail mail, writers and recipients are forced to wait days to complete communication. Yes, we have fax machines and telephones to speed up the process, but who wants the hassle when you can use email!

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Distribution List. Distribution lists are popular because it allows you to send a large group of people the same information at one time. Group distribution lists also helps cut down on the use of paper. Below are the steps to setup a distribution list in Microsoft Outlook.

Open your email account



Next click "DISTRIBUTION LIST". Then "OK"

Give the list a name

Click "SELECT MEMBERS". Then add the people your would like

If name is not in address book, Click "ADD MEMBER" to create a new contact.


Organize Schedules & Appointments. Whether you are a COE of a major company or the president of an extracurricular activity group in school, you can use your email calendar to schedule and managing appointments, and meetings. Using Email calendar, managers can schedule meetings and appointments, and assign tasks for the other members of the group. Email calendars help keep everything organized in one place.

File Attachments. In some situations, a simple email message is not sufficient to get the required information to the recipient. In these cases, you may want to attach a file to your email message. Email allows you to attach almost any kind if file to your message. You may need to send a Word document, an Excel worksheet, a picture, or any number of file types. Email lets you do it all.


Keypals. Keypals is the electronic version of old fashioned Penpals. With penpals, we where able to communicate with different people around the United States and sometimes the world by hand writing the letter and sending it through the mail. Now with email we are able to do the same thing with half the effort. Keypals and Penpals are both great ways to connect with students in another part of the country, or even the world. However, having a Keypal, let you communicate back and forth almost instantly! Having a Keypal also helps you practice your writing skills, typing skills, and it also gives you the opportunity to make new friends.

Web Mentors. Web mentors are people who are experts in their field. They willingly volunteer to help students learn about their profession. Web mentors usually don't come to the class room. They communicate through things like Podcasts, videos, and blogs. They also use programs like Skype to have live talks with children.

Homework Assignments. Sending homework through email would be a great convenience, but you would have to look out for the children who don't own a computer. If your students do have access to e-mail, you can send out homework assignments or bonus questions using e-mail. Students can also email their teachers if they have questions. If you plan to use email to distribute assignments and questions, here are some tips to remember:

Inform the parents; especially if they are in elementary school.

Make a few lessons to discuses email basics in class.

Give your students and parents a schedule telling the time and day that you will send the assignment so they know to check their mail.

Make sure the students have clear instructions


SPAM or Junk Mail. SPAM is the sending of unsolicited messages. Most people hate getting junk mail. Nevertheless, businesses have found that junk mail is an easy and inexpensive way to send promotional material. Don't send unwanted email

Flaming. Flaming is when someone uses all capital letters in a message. This usually means that the sender is yelling or angry. This can be very offensive. Remember, once you send an email message, you can not erase it or take it back. Messages may be saved, read by others, or even forward to others with out your knowledge.

Internet Hoaxes & Virus Myths. Don't be fooled by internet hoaxes and computer virus myths. Before you send your so called virus alert check with your IT department to see if it's real. Don't open an attachment or click on a link in an email from some one you don't know. Even if the message is from someone that you do know, if the If the content looks suspicious, don't open until you check with the sender first. It may be infected with a virus.


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In conclusion, Email is a wonderful way to communicate with others. Email has become a very important way to communicate and share files with coworkers, students, friends, and family. Hopefully you have found some new and interesting ways to use email in the workplace, and in school. Also don't forget to use proper email etiquette and watch out for internet hoaxes when sending messages.

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