Email Tasks
1. What information about a user's email, the origin of a message, and the path it took, can you glean from an email message?
An email message reveals:
- the sender's username and after the @ symbol the domain (set of computers) is also shown. This is sometimes (but not always) followed by the country where the domain is situated, for example: xero.j@optusnet.com.au [.au indicates Australia]. The country of origin can be deceptive because web based email addresses such as the example above and yahoo addresses. The email address could have been originally set up in a particular country (such as UK) and then the emails can be sent from any country in the world so that the receiver does not know where the email originates [even though the email address may end in .au]
- Date and time the email was sent. This is in the local time of the person sending the email.
- The 'subject line' or 'header' - this should give the recipient an idea of what the email is about or contains. However, less experienced email users may use the subject line less efficiently.
- The body of the email should give the recipient the message.
- Additional information may be other recipients who have been 'cc'd into the email.
- The email also shows whether the email was sent as a forwarded copy to the recipient.
Concepts: Senders of email should not complicate the process (especially advanced internet users) because of the hugely different levels of internet knowledge of individuals which exist. One should not automatically assume that the recipients have unlimited broadband internet access and a new high speed computer.
As mentioned before surface metadata such as the header and the country of origin [of email address] cannot always be relied on as being accurate. The recipient of the email must then use the implied metadata to find out further information. Naturally implied metadata is not always accurate or even exists!
2. In what cases would you find it useful to use the 'cc', 'bcc' and 'reply all functions of email?
It is useful to 'cc' or copy in other recipients when you are replying to an email from a particular person but feel that it is necessary for others to also know that information, but not necessarily act on it.
'bcc' can be used to copy in other recipients without the original sender knowing. This can protect the privacy of people's email addresses.
'reply all' is useful when you want to keep all the original senders and people copied in. Using 'reply all' ensures that no one is accidently left out and then does not receive the emails.
Concepts: It is important to fully understand the asynchronous communication nature of emails. Emails are sent through almost instantly through to the recipient's computer or server and senders should not assume that everyone is always sitting at the computer online. Some internet users are still on dial-up systems and will only log on to check their emails once a day or only several times a week. Even if the email is received instantly, personal time schedules and constraints prevents the recipient from replying or acting on the email instantly.
All users of the internet should be familiar with 'Netiquette'. An excellent example of which can be found excerpted from the book Netiquette by Virginia Shea on the website http://www.albion.com/netiquette/corerules.html
Experienced users of the internet should use good communication practice on the Internet. This practice helps to set guidelines and good examples to other users. All users, new and experienced have a responsibility to use, and continue to use, good netiquette
Companies should have clear policies regarding email use.
3. In what ways can you ensure that an attachment you send will be easily opened by the receiver?
If an attachment is sent in 'plain text' [ASCII format] then the receiver will be able to open the file. However, this is not always suitable because there will be no formatting and this could make the attachment hard to read or not suitable for the purpose.
Another way would be to first email the recipient and check that they have the required software and version, eg Word 2000 or MS Publisher and when this is established then the attachment can be safely sent.
Concepts: One should not assume that the receiver already has the correct software/version to open an attachment or use the header line for unrelated comments or words.
As users become more familiar with their own equipment it is easy to assume that everyone else has access to the same equipment and has the same level of knowledge. It would be better to always assume there are differences rather than similarities.
4. What sorts of filters or rules do you have set up, and for what purpose?
I have rules set up for automatically deleting emails which I already know to be spam. I set this up in Outlook Express by clicking on Tools>Message Rules>Mail>New>Click on "Where the from line contains people">Click on "people" and add the email address which I know to be spam> Click on "Delete it" as the rule and then click OK.
Concepts: The reason for this is so that I do not have to read that email, if I don't want to. However it is still saved in the deleted items and I can read it if I want to, at a later date. This automates the process of reducing the amount of spam in my email inbox. I regularly review the filtered email addresses so that I can allow them at a later date, if I wish.
5. How have you organised the folder structure of your email and why?
My work (presently in an payroll/accounting position) means that I liaise with Super Funds, the ATO and with individuals regarding their timesheets and pays.
I have a folder under my Inbox named Super Funds. Under that I also have a folder for each Super Fund. I find this useful because, even though I can filter the messages by Senders, I find it easier and quicker to look in the individual fund's folder and immediately find the information I am looking for. Each email to the individual funds is unrelated to the other funds and therefore I feel that the individual folder is justified.
I also have a folder for mail from the ATO and one which contains all other emails. These are easily by filtering by sender to find an email from a particular sender.
I also have a policy of keeping emails in the Inbox and using different coloured 'flags' that have not been attended to. As soon as the information in the email has been attended to, I drag it to the relevant folder and consider this 'filed'. I do not browse these folders unless I need to refer back for a special reason.
List Tasks
Question: What are the pros and cons of email lists versus discussion boards?
Subscribing to an email list is useful for people who want to receive regular updated information on a particular topic. It is not interactive. The email is a one way communication. This can be andvantage to people who want to receive information and not necessary act on it or even be obliged to read it! The recipients do not have to acknowledge receipt of the email. However, a disadvantage can be when a recipient wansts to discuss the information or asked questions, they can't. Also depending on the source, the information contained in the email may not be reliable. The other disadvantage is that it can clog up your inbox with numerous emails from the email list.
Whereas discussion boards (db) enable interaction between all the subcribers but again depending on the particular db the information may not be reliable or accurate.
The advantage of the db is being able to discuss certain topics which are of interest to evryone in the group. Eg: The WebCT db enables students to discuss particular problems they may be having with a Module and find that ohter students have already had the same problem.
Another disadvantage is that people post irrelevant posts and that can waste a lot of time reading through those posts. In addition to this people don't post messages correctly under the relevant thread and this can make reading the posts difficult and time consuming.
Question: Are there certain kinds of communication or purposes more suited to one than the other?
The answer to this question is definitely, "yes". Email lists serve the excellent purpose of sending information or news out to people on the email list informing them of events, date, etc. These communications do not require an acknowledgement to the sender or any discussion. In fact the sender usually does not want any feedback. This is an example of asynchronous communication.
Newsgroups Tasks
I went to Yahoo website and browsed through the available groups. I did not find one appealing. I decided to browse through google groups and found a group called MYOB Accounting Users Support Group. I needed to apply to the group to become a member by writing an email explaining why I wanted to join. I am employed in an accounting role and so was accepted after 2 days.
I also had a look at another group which I thought may have been interesting, but soon discovered that it was definitely not what I was interested in! I learned that you have to look carefully at the groups because there is a lot of spam posted and also unsuitable adult material.
I posted a message to the support group but did not receive a reply. I think that many of the subscribers are based in Canada, however the workings of MYOB are the same, but of course the tax questions are completely different.
I went to the Topica website and found this a better place to search for groups than Yahoo.
Chat Tasks
I searched for ICQ using google and then downloaded ICQ Version 6. I read the 'help' on using ICQ.
I then added many of the students who posted their ICQ nos. I need authorisation from the other students to add them. When they were on-line I was 'accepted'.
I also added 'Advanced Netstudies 257-853-416. This contact was authorised automatically. In the 'about' section of the profile this was what was witten:
"This is the ICQ Identity I used just for my 'advanced internet use' students!"
I spoke to a fellow student Steven McCormack and discussed the use of ICQ and MSN. They are both very similar, but with different interfaces.
I also joined in the general chat room for NET11 students on the WebCT. I found this a great way to communicate with other students. The chat is light hearted and you can gain some insight to other people's personalities, ie sense of humour, etc.
I also found it easy to talk to other people and ask questions about the Modules, because if someone misunderstands, then the question or answer can immediately be re-phrased. I feel more relaxed about using chat than the Discussion Board. I feel a little nervous about the Discussion Board because it is very public and you cannot delete the post if you are not happy with it! Also the answers are not immediate on the DB.
Text based real-time chat gives the ability to communicate with several different people around the country or world, receiving immediate responses to conversations.
Most people would feel that there are some similarities to having a verbal conversation, however, people can think about what they are going to say and can take more time to response. The idea that their conversation ephemeral appeals to people. Of course users of msn should remember that conversation histories can be saved and may be read again, at a later date.
