INSTITUTE OF BUSINESS ADMINISTRATION

Module 5
COMPREHENDING EMAILS, CONTACTS AND
SCHEDULING

LIVING IN THE
IT ERA
[GE009-IT]

This module is a combination of synchronous & asynchronous learning and will

last for two weeks

ERIKA ROSE A. BALTAZAR Instructor

No part of this
module may be
reproduced in
any form without
 prior permission
in writing from
the Instructor.
COMPREHENDING EMAIL, CONTACTS, &
SCHEDULING

INTRODUCTION

Email communication has become an essential part of daily life, both in

personal and professional settings. This module aims to provide students with
a comprehensive understanding of email usage, contact management, and
scheduling. Learning how to use email effectively can improve communication
skills, enhance productivity, and prevent common mistakes such as
miscommunication or missed deadlines.

With the increasing reliance on digital communication, individuals and

businesses must be proficient in email etiquette, managing contacts, and
scheduling events efficiently. This module will equip students with the
knowledge needed to navigate various email platforms, manage their inboxes
effectively, and use digital calendars for organizing their schedules.

RECOGNIZING VARIOUS EMAIL PROGRAMS

Email services play a crucial role in modern communication, enabling users

to send and receive messages efficiently. Different email platforms offer
various features, security measures, and accessibility options that cater to
personal, academic, and professional needs. Choosing the right email service
depends on factors
such as integration with other applications, security levels, and user
preferences. Below is an in-depth exploration of some of the most
widely used email programs.

1. Gmail - Gmail, developed by Google, is one of the most popular and

widely used email services in the world. It is known for its user-friendly
interface, strong spam filters, and seamless integration with other Google
applications.

Key Features:

o Integration with Google Workspace: Gmail connects

seamlessly with Google Drive, Google Calendar, Google Meet,
and Google Docs, making collaboration easy.
o Strong Spam Protection: Gmail has one of the best spam detection
systems, filtering out unwanted messages effectively.
o Smart Categorization: Emails are automatically sorted into
different tabs such as Primary, Social, and Promotions for better
organization.
o Large Storage Capacity: Offers 15GB of free storage, shared
across Gmail, Google Drive, and Google Photos, with options for
paid upgrades.
o Two-Factor Authentication (2FA): Enhances security by requiring a
 second verification step when logging in.
o Customizable Labels and Filters: Users can create labels and
apply filters to categorize and manage emails efficiently.

Best For:
✓ Personal use
✓ Academic purposes (students and teachers)
✓ Business professionals who use Google Workspace

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2. Microsoft Outlook - Outlook is Microsoft’s email service, commonly used
in corporate and professional settings. It is a part of Microsoft 365 and
integrates well with other Microsoft applications such as Word, Excel, Teams,
and OneDrive.

Key Features:

o Business-Focused Tools: Outlook includes built-in tools for

managing contacts, tasks, and appointments.
o Seamless Integration with Microsoft 365: Works well with Word,
Excel, PowerPoint, and Teams, making it ideal for corporate
environments.
o Advanced Email Organization: Offers folders, rules, and categories
to help users manage emails more efficiently.
o Focused Inbox: Separates important emails from less relevant ones to
improve productivity. o Enhanced Security Features: Includes
encryption options, phishing protection, and enterprise-level security
measures.
o Offline Access: Users can read, compose, and manage emails

even when they are offline. Best For:

✓ Corporate and business environments

✓ Professionals using Microsoft 365
✓ Users who need advanced email organization and scheduling features

3. Yahoo Mail - Yahoo Mail has been around since the 1990s and remains
a reliable email provider. It is known for its large storage capacity and
unique features.

Key Features:

o 1TB of Free Storage: Offers significantly more storage space

compared to other free email services.
o Customizable Themes: Users can personalize their inbox with
different themes and layouts. o Disposable Email Addresses: Allows
 users to create temporary email addresses that can be used for signing up
for services without exposing their primary email.
o Smart Search Feature: Helps users find emails quickly using filters
and keyword searches. o Integration with Third-Party Email
Services: Can be used to access emails from other providers like Gmail
and Outlook.

Best For:
✓ Users who require a large amount of email storage
✓ Individuals who need disposable email addresses for privacy
✓ Those looking for a simple, user-friendly email platform

4. Apple Mail - Apple Mail is the default email client for Apple devices,
including Mac, iPhone, and iPad. It is designed to integrate seamlessly with
iCloud and other Apple services.

Key Features:

o Seamless Syncing with Apple Devices: Emails, contacts, and

calendars sync automatically across iPhones, iPads, and Mac
computers.

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o iCloud l SuppoEmairt: Works best with iCloud email accounts but
also supports Gmail, Outlook, Yahoo Mail, and other third-party
email providers.

o Privacy and Security Features: Apple prioritizes user privacy,

offering encryption and protection against email tracking.
o Smart Mailbox Organization: Helps users filter and sort
messages based on importance and category.
o Offline Access: Users can draft emails and read past messages even without an
internet connection.

Best For:
✓ Apple users who want seamless integration across devices
✓ Individuals who prioritize privacy and security
✓ Users who need a simple, built-in email client without extra setup

CHOOSING THE RIGHT EMAIL SERVICE

Different users have different needs when it comes to email services. Below is
a quick guide to selecting the best email platform based on individual
requirements:
FEATURE GMAIL OUTLOOK YAHOO MAIL APPLE MAIL
 Best for Personal
Use

Best for (Google (Microsoft

Business/Work Workspace) 365)

Storage Capacity 15GB 5GB (free) 1TB 5GB (iCloud)

Security Features Strong Strong Moderate Very Strong

Integration with Google Apps Microsoft 365 Limited Apple/iCloud

Other Apps

Spam Protection Excellent Excellent Good Good

Offline Access

Customization
Options

Privacy & Data Moderate Moderate Low High

Security

2. Understanding the Format of an Email Address

1. Username

The username is the unique part of the email address that

identifies the user within the email provider’s system.

o It can include letters, numbers, periods, and underscores (e.g.,

juandelacruz).
o It cannot contain spaces, underscores (_), or special
characters like "!", "#", or "&". o Some providers allow
periods (e.g., juan.delacruz), but they are ignored in Gmail,
meaning [email protected] and
[email protected] are considered the same.

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2. @ Symbol

The "@" symbol (pronounced "at") is a critical part of an

email address, separating the username from the domain name.

o Every valid email address must contain exactly one "@"

symbol.
o If an email address lacks the "@" symbol or includes
multiple "@" symbols, it will be invalid.
 3. Domain Name

The domain name specifies the email service provider that

manages the email account. It consists of two parts:

o Mail Service Provider (Second-Level Domain):

Identifies the organization or service hosting the email
(e.g., gmail, outlook, yahoo).
o Top-Level Domain (TLD): The last part of the domain, such as
.com, .org, .edu, .gov.

Common Domain Name Examples:

✓ gmail.com (Google Mail)
✓ outlook.com (Microsoft Outlook)
✓ yahoo.com (Yahoo Mail)
✓ icloud.com (Apple iCloud Mail)
✓ companyname.com (Business or corporate emails)

DIFFERENT TYPES OF EMAIL DOMAINS

1. Personal Email Domains:

o Hosted by major providers like Gmail, Yahoo, Outlook, or Apple Mail.

o Free or paid services.
2. Business or Custom Email Domains:

o Used by companies for professional communication (e.g., [email protected]).

o Usually provided through corporate email services like Google
Workspace or Microsoft Exchange. 3. Educational and Government
Email Domains:

o .edu – Used by educational institutions (e.g., [email protected]).

o .gov – Used by government organizations (e.g., [email protected]).
o .org – Often used by non-profit organizations.

UNDERSTANDING CC AND BCC IN EMAILS

When composing an email, you may notice the fields CC (Carbon Copy)
and BCC (Blind Carbon Copy). These fields allow you to send a copy of
your email to additional recipients while maintaining different levels of
visibility. Understanding their functions helps in effective email
communication.

1. What is CC (Carbon Copy)?

The CC field is used when you want to send a copy of your email to
other recipients while allowing everyone to see who else received the
email.

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 Features of CC:
✓ All recipients in the "To" and "CC" fields can see
each other’s email addresses.
✓ Used when you want transparency in email
communication.
✓ Appropriate for group discussions, work updates, and shared information.

Example Use Cases for CC:

o A team leader emails an important update to an employee and
CCs the manager so they are informed.
o A student submits an assignment to a professor and CCs the group
members so they are aware.
O A company sends a proposal to a client and CCs other
stakeholders to keep them in the loop.

When NOT to Use CC:

If you don’t want recipients to see each other’s email addresses.
When sending an email to a large number of people who don’t need to reply.

2. What is BCC (Blind Carbon Copy)?

The BCC field is similar to CC, but with one major difference: recipients in
the BCC field do not see each other’s email addresses.

Features of BCC:

✓ Privacy-focused – BCC recipients remain hidden from all other recipients.

✓ Prevents accidental "Reply All" responses, which can
cause unnecessary email traffic.
✓ Commonly used for mass emails, newsletters, and
confidential communications.

Example Use Cases for BCC:

o A company HR department sends an announcement to all

employees but BCCs everyone to maintain privacy.
o A teacher emails parents about a school event and BCCs the recipients
to keep their emails private.
o A business sends promotional emails to customers and BCCs them to
avoid exposing their contact details.

When NOT to Use BCC:

If recipients need to collaborate or reply to each other.
When transparency in email communication is important.

When to Use "To," "CC," and "BCC" Correctly

• "To" Field: For the primary recipient(s) of the email.

• CC Field: For recipients who should be informed but are not
the main audience. • BCC Field: For recipients who should
receive the email privately without others knowing.

Example Scenario:
A project manager is sending an email to a client regarding a project update.

To: The client (primary recipient).

CC: The internal team (so they are informed).
BCC: The director (who needs to see the email but should remain private).

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COMPREHENDING EMAIL ETIQUETTE

Proper email etiquette ensures clear and professional communication. Key

principles include:

✓ Writing Clear and Concise Emails – Keep messages brief and to

the point while maintaining a polite and professional tone.
✓ Using a Professional Subject Line – The subject line should
summarize the email’s content, making it easy for the recipient to
understand the purpose.
✓ Addressing Recipients Properly – Use appropriate greetings such
as “Dear Mr./Ms.” for formal emails.
✓ Understanding When to Use "Reply" vs. "Reply All" – "Reply" is
used for responding to a single sender, while "Reply All" should be used
carefully to avoid unnecessary group messages.
✓ Avoiding Unnecessary Attachments – Large attachments can clog
inboxes; use cloud storage links when possible.
✓ Proofreading Before Sending – Check for spelling, grammar, and
formatting errors to maintain professionalism.

CREATING AN EMAIL SIGNATURE

An email signature is a personalized sign-off that appears at the bottom of an

email. It typically includes:

o Full name
o Job title (if applicable)
o Company name (if applicable)
o Contact information (phone number, email, website)
o A polite closing message (e.g., "Best regards," or "Sincerely")

Example of a professional email signature:

Juan Dela Cruz

Marketing Specialist | ABC Corporation
[email protected] | (123) 456-7890
www.abccorp.com

Note: Using an email signature saves time and enhances credibility in professional
communication.
DEALING WITH SPAM OR JUNK MAIL

Spam emails are unsolicited messages, often used for advertising,

phishing, or spreading malware. To manage spam effectively:

✓ Use email filters to automatically detect and move

spam emails to the junk folder.
✓ Avoid clicking on links or downloading attachments
from unknown senders.
✓ Report phishing attempts to email providers to prevent future attacks.
✓ Regularly review the spam folder to ensure important emails aren’t
mistakenly marked as spam.

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MANAGING EMAILS FOR DELETION OR ARCHIVING

Managing an email inbox efficiently involves:

• Archiving emails – Moves emails to a separate folder instead of

deleting them, keeping the inbox organized while allowing future
access.

• Deleting emails – Permanently removes unnecessary messages, freeing up

storage space.

• Using labels and folders – Helps categorize emails (e.g., "Work,"

"School," "Personal") for better organization.

SCHEDULING AND MANAGING APPOINTMENTS USING A DIGITAL

CALENDAR

Digital calendars have become essential tools for time management, helping
individuals and organizations plan and organize their schedules efficiently.
Platforms like Google Calendar and Microsoft Outlook Calendar offer
advanced features that streamline scheduling, prevent conflicts, and enhance
productivity.

1. Benefits of Using a Digital Calendar

✓ Easy Scheduling – Create and edit appointments with just a few clicks.
✓ Improved Organization – Keep track of tasks, deadlines, and meetings.
✓ Automatic Reminders – Receive notifications to
avoid missed appointments.
✓ Collaboration Features – Share events with
colleagues, family, or friends.
 ✓ Accessibility – Syncs across multiple devices (phone, tablet, computer).

2. Key Features of Digital Calendars

Creating Single and Recurring Events

o Single Events: Schedule one-time meetings, interviews, or deadlines.

o Recurring Events: Set up daily, weekly, or monthly meetings
to avoid re-entering details manually.

Example: A manager sets a weekly team meeting every Monday at 9

AM using the recurring event feature.

Setting Reminders and Notifications

o Email Alerts: Receive notifications via email before an event.

o Pop-up Reminders: Get a pop-up alert on your device.
o Customizable Timing: Set reminders minutes, hours,

or days before an event. Example: A student sets a

reminder for an exam three days in advance to prepare
early. Adding Event Details

o Title and Description: Clearly define the event’s purpose.

o Location: Add meeting venues or Google Meet/Zoom
links for virtual meetings.
O Attendees: Invite participants and allow them to
RSVP.

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o Attachments: Include necessary files, such as presentations or
agendas.
Example: A project manager attaches a meeting agenda to
a scheduled event for better preparation.

3. Popular Digital Calendars

1. Google Calendar – Best for personal and business use, integrates

with Gmail, Google Meet, and other Google services.
2. Microsoft Outlook Calendar – Ideal for corporate environments,
integrates with Outlook email and Microsoft Teams.
3. Apple Calendar – Built-in on Apple devices, syncs with iCloud and other
services.

4. Best Practices for Effective Calendar Management

✓ Color-Code Events: Assign different colors for personal,

 work, and social events for easy organization.
✓ Use Time Blocking: Allocate specific hours for focused work,
meetings, and breaks. ✓ Share Your Calendar: Allow colleagues or
family members to view or edit events when necessary.
✓ Avoid Overbooking: Check for conflicts before scheduling new
events.
✓ : Ensure your calendar is updated on all devices to avoid
missing appointments.

-- Nothing follows in Module 5 --

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