ELECTRONIC DOCUMENT PREPARATION MANAGEMENT

TOPIC: ELECTRONIC COMMUNICATION

Name: Malikah Wildman

Grade:115
Pool: 4
Date: March 3, 2025
Teacher Name: Ms Henry

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TABLE OF CONTENTS

Contents Page #

Introduction........................................................................................................3
What are Electronic Communications?.............................................................4
World Wide Web Tools......................................................................................5
Fax…………………………………………………………………………….6
Short Message Service………………………………………………………..7
Teleconferencing……………………………………………………………...8
Videoconferencing …………………………………………………………...9
Electronic Mail……………………………………………………………….10
3 Advantages And 3 Disadvantages Of An Email……………………………11
The Factors That Should Be Considered
When Selecting Communication Media………...............................................12
Feature Of A Email...........................................................................................13
The New and Emerging Communication Technologies..................................15
Bibliography.....................................................................................................16

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INTRODUCTION

In today's interconnected world, electronic communication plays a pivotal role in how

individuals, businesses, and governments exchange information. Spanning a broad range of
technologies—including email, social media, instant messaging, video conferencing, and more—
electronic communication has transformed the speed, efficiency, and reach of human interaction.
It allows for instant connectivity across vast distances, facilitating global collaboration, remote
work, e-commerce, and social networking. However, with its numerous advantages come
challenges such as privacy concerns, digital etiquette, and the potential for information overload.
Understanding the dynamics, tools, and impacts of electronic communication is crucial for
navigating both professional and personal environments effectively. This introduction sets the
stage for exploring the evolution, methods, benefits, and considerations of electronic
communication in the digital age.

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WHAT ARE ELECTRONIC COMMUNICATIONS?

Electronic communications mean any information sent between particular parties over a phone
line or internet connection. This includes phone calls, faxes, text messages, video messages,
emails and internet messaging.

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WORLD WIDE WEB TOOLS

Also known as a web-based tool or online tool, refers to a software application or program that is
accessed and used through a web browser over the internet.

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FAX

A fax -- short for facsimile and sometimes called telecopying -- is the telephonic transmission of
scanned-in printed material, including text or images. Faxes are usually sent to a telephone
number associated with a printer, fax machine or other output device.

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SHORT MESSAGE SERVICES

SMS stands for Short Message Service. It is a text messaging service that allows the exchange of
short text messages between mobile devices. SMS messages typically have a maximum length of
160 characters and can be sent and received on various mobile networks.

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TELECONFERENCE

Teleconferencing is essentially a live, interactive audio or audio-visual meeting that ensues

between geographically dispersed participants.

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VIDEOCONFERENCING

Video conferencing is live, visual connection between two or more remote parties over the
internet that simulates a face-to-face meeting. Video conferencing is important because it joins
people who would not normally be able to form a face-to-face connection.

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ELECTRONIC MAIL

Electronic mail, commonly shortened to “email,” is a communication method that uses electronic
devices to deliver messages across computer networks. "Email" refers to both the delivery
system and individual messages that are sent and received.

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3 ADVANTAGES AND 3 DISADVANTAGES OF AN EMAIL

Advantages of E-mail :

1. E-mails provides faster and easy mean of communication. One can send message to any
person at any place of world by just clicking mouse.
2. Various folders and sub-folders can be created within inbox of mail, so it provide
management of messages.
3. It is effective and cheap means of communication because single message can be send to
multiple people at same time.

Disadvantages of E-mail :

1. It is source of viruses. It is capable to harm one’s computer and read out user’s e-mail
address book and send themselves to number of people around the world.
2. It can be source of various spams. These spam mails can fill up inbox and to deletion of
these mail consumes lot of time.
3. It is informal method of communication. The documents those require signatures are not
managed by e-mail.

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THE FACTORS THAT SHOULD BE CONSIDERED WHEN SELECTING
COMMUNICATION MEDIA

Audience Preferences
One of the first factors to consider is what your audience prefers and expects. Different groups of
people may have different habits, preferences, and access to communication channels. For
example, some may prefer to receive information via email, while others may prefer social
media, phone calls, or face-to-face meetings. Some may be more comfortable with formal or
informal language, visual or textual formats, or interactive or passive modes of communication.
You should research your audience's preferences and expectations, and tailor your
communication channels accordingly.

Message Content
Another factor to consider is the content and purpose of your message. Different communication
channels have different strengths and limitations in terms of conveying information, emotion,
urgency, and feedback. For example, written channels such as reports, newsletters, or websites
can convey detailed and complex information, but may lack emotional appeal or immediacy.
Oral channels such as speeches, podcasts, or interviews can convey emotion and urgency, but
may lack clarity or accuracy. Visual channels such as videos, infographics, or photos can convey
attention-grabbing and memorable images, but may lack context or depth.

Channel Characteristics
A third factor to consider is the characteristics and features of each communication channel.
Different communication channels have different advantages and disadvantages in terms of cost,
speed, reach, frequency, and feedback. For example, print media such as newspapers, magazines,
or flyers can be low-cost, high-reach, and high-frequency, but may be slow, outdated, or ignored.
Electronic media such as email, social media, or websites can be fast, up-to-date, and interactive,
but may be costly, overloaded, or unreliable.

Environmental Factors
A fourth factor to consider is the environmental factors that may affect your communication
channels. Environmental factors include the political, social, cultural, legal, ethical, and
technological factors that may influence or constrain your communication choices. For example,
political factors such as regulations, policies, or public opinion may affect what you can or
cannot say, or how you can or cannot say it. Social factors such as norms, values, or trends may
affect how your audience perceives or receives your message.

Evaluation Criteria
A fifth factor to consider is the evaluation criteria that you will use to measure the success of
your communication channels. Evaluation criteria are the standards and indicators that you will
use to assess how well your communication channels have achieved your communication goals
and objectives. For example, you may use criteria such as reach, frequency, quality, quantity,
timeliness, accuracy, relevance, clarity, impact, or feedback. You should choose communication
channels that provide reliable and valid data and evidence to evaluate your communication
performance and outcomes.

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THE FEATURES OF AN EMAIL

Inbox
The inbox is where you'll view and manage emails you receive. Emails are listed with the name
of the sender, the subject of the message, and the date received.

Message pane
When you select an email in the inbox, it will open in the Message pane. From here, you
can read the message and choose how to respond with a variety of commands.

Compose pane
You can click the Compose or New button from your inbox to open the Compose pane to
create your own email message. From here, you'll need to enter the recipient's email
address and a subject. You'll also have the option to upload files (photos, documents, etc.)
as attachments and add formatting to the message.

A Compose pane will also appear when you select Reply or Forward. The text from the original
message will be copied into the Compose pane.
Common email terms and actions
All email applications use certain terms and commands you will need to understand before using
email. The examples below use Gmail's Compose pane and Message pane to introduce basic
email terms, but these will still be applicable for Yahoo! and Outlook.

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Click the buttons in the interactive below to learn more about the Compose pane.

Click the buttons in the interactive below to learn more about the Message pane.

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THE NEW AND EMERGING COMMUNICATION TECHNOLOGIES

Emerging communication technologies can range from the obvious, such as smartphones and
social media, to less commonplace or invisible examples like drones or voice recognition
software. Though improving quickly, most bring up a number of ethical issues upon their release
to the general public.

Artificial Intelligence
Artificial intelligence (AI) is the ability of machines or software to perform tasks that normally
require human intelligence, such as understanding language, recognizing images, making
decisions and learning from data. AI can vastly improve corporate communication by automating
repetitive or mundane tasks, such as scheduling meetings, sending reminders and summarizing
data. It can also personalize messages by tailoring content, tone and style to different audiences
and contexts.

Augmented Reality and Virtual Reality

Augmented reality (AR) and virtual reality (VR) are technologies that create immersive and
interactive experiences by overlaying digital elements on the real world (AR) or simulating a
virtual environment (VR). These technologies can have a transformative effect on corporate
communication, from enhancing storytelling to improving training and learning. Not only that,
but they also facilitate collaboration and connection among remote and distributed teams, as well
as increase engagement and participation with stakeholders. AR and VR can enable organizations
to showcase their vision, values, achievements, products, services, and initiatives in captivating
and memorable ways.

Chatbots and Voice Assistants

Chatbots and voice assistants are software applications that use natural language processing
(NLP) and speech recognition to communicate with users via text or voice. These applications
can revolutionize corporate communication by providing instant access to information,
streamlining workflows and processes, enhancing customer service and satisfaction, and building
rapport and trust. For example, chatbots and voice assistants can answer FAQs, provide updates,
offer guidance and support, automate requests, bookings, orders, confirmations, and feedback,
resolve issues, address complaints, offer suggestions and recommendations, and use humor,
empathy and personality to create a positive and human-like interaction

Social Media and Content Platforms

Social media and content platforms are online channels that provide users with a platform to
create, share, and consume various types of content, such as text, images, videos, podcasts,
blogs, webinars and live streams. These platforms can be utilized to transform corporate
communication by expanding reach and visibility, increasing influence and credibility, fostering
engagement and loyalty, and driving action and conversion. As such, these technologies and tools
can be adopted and adapted to meet communication needs and objectives in order to leverage
their benefits. However, it is important to remember that technology is only a means to an end;
the key to effective corporate communication is still the human element: the message, the
purpose, and the audience.

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THE FEATURES OF AN EMAIL

Inbox
The inbox is where you'll view and manage emails you receive. Emails are listed with the name
of the sender, the subject of the message, and the date received.

Message pane
When you select an email in the inbox, it will open in the Message pane. From here, you
can read the message and choose how to respond with a variety of commands.

Compose pane
You can click the Compose or New button from your inbox to open the Compose pane to create
your own email message. From here, you'll need to enter the recipient's email address and
a subject. You'll also have the option to upload files (photos, documents, etc.)
as attachments and add formatting to the message.

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BIBLIOGRAHPY

Amazon Web Services. What is SMS? Retrieved March 4, 2025, from

https://aws.amazon.com/what-is/sms
Cloudflare. What is email? Retrieved March 4, 2025, from
https://www.cloudflare.com/learning/email-security/what-is-email/
GCFGlobal. Contacts and calendars. Retrieved March 4, 2025, from
https://edu.gcfglobal.org/en/email101/contacts-and-calendars/1/
GeeksforGeeks. Advantages and disadvantages of e-mail. Retrieved March 4, 2025, from
https://www.geeksforgeeks.org/advantages-and-disadvantages-of-e-mail/
IGI Global. Web application. Retrieved March 4, 2025, from
https://www.igi-global.com/dictionary/reinventing-progressive-learning-and-teaching-processes-
through-gamification/119199
LinkedIn. What factors should you consider when choosing communication channels?
Retrieved March 4, 2025, from https://www.linkedin.com/advice/0/what-factors-should-you-
consider-when-choosing-rzoff
LinkedIn. What emerging technologies and tools are transforming communication?
Retrieved March 4, 2025, from https://www.linkedin.com/advice/3/what-emerging-technologies-
tools-transforming
Mitel. Teleconferencing. Retrieved March 4, 2025, from https://www.mitel.com/features-
benefits/teleconferencing
TechTarget. Fax. Retrieved March 4, 2025, from
https://www.techtarget.com/searchnetworking/definition/fax
TechTarget. Video conferencing. Retrieved March 4, 2025, from
https://www.techtarget.com/searchunifiedcommunications/definition/video-conference

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THE FEATURES OF AN EMAIL

Inbox
The inbox is where you'll view and manage emails you receive. Emails are
listed with the name of the sender, the subject of the message, and the date
received.

Message pane
When you select an email in the inbox, it will open in the Message pane. From
here, you can read the message and choose how to respond with a variety of
commands.

Compose pane
You can click the Compose or New button from your inbox to open
the Compose pane to create your own email message. From here, you'll need
to enter the recipient's email address and a subject. You'll also have the option
to upload files (photos, documents, etc.) as attachments and add formatting to
the message.

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Common email terms and actions
All email applications use certain terms and commands you will need to
understand before using email. The examples below use Gmail's Compose
pane and Message pane to introduce basic email terms, but these will still be
applicable for Yahoo! and Outlook.
Click the buttons in the interactive below to learn more about the Compose
pane.

Click the buttons in the interactive below to learn more about the Message
pane.

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