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Friday, 29 June 2012

Malware


E-mail attachments who carry malware can harm the computer. Malware or malicious software plays crucial role on internet. Malware can slow down the speed of computer and  consumes bandwidth.
 It includes computer viruses, macro,worms, Trojan horses, spyware, adware and other malicious programs. In law, malware is sometimes known as a computer contaminant.Some computers have at least some anti-malware software that is already installed, such as an anti-virus program. Make sure the program’s anti-virus database is updated before starting. Some malware programs are disguised as anti-spyware, so use a program recommended and hosted by a well-established sites such as PCWorld, MajorGeeks etc.

Malware Remover:
All users must download the software, run a scan and then instruct the software to remove the offending trackers and other forms of malware found on the hard drive. Today it is not unusual to find system clean-up tools that conduct malware removal along with spyware removal and computer virus removal at the same time.
Many anti-virus programs now add protection against it, but people commonly use anti-virus program with a separate malware cleaner to detect, remove and prevent these threats.


The above video tell us about symptoms of Malware which can help us to understand how to avoid Malware. 
Discussion/ your views
what is difference between Macro and Worm??

The link below give you more information about Malware, check out this to know more. 
http://en.wikipedia.org/wiki/Malware
http://en.wikipedia.org/wiki/Malware

E-mail Bugs


A web bug is an object that is attached in a web page or email and it is invisible to the user. It allows checking that a user has viewed the page or email. The web bugs that are embedded in emails have greater privacy rather than web pages.
Web bugs are used in spamming as a way of determining which spam recipients before deleting it.
How to disable web bugs:
1. To avoid web bugs by turning off HTML display or display only text.
2. Turn off display of images while still using HTML because it may still allow other techniques to be used.
Uses:
Web bugs are used by email marketers, spammers and some other to verify that email addresses are valid. Then email is actually viewed by users.
It requires the email software to fetch the content they have never been able to accurately count read rates for email campaigns


Discussion/ your view
What you think about Web bugs? Do these bugs harm Data?


Give a look to link which is below. It will give you more information about web bugs.
http://en.wikipedia.org/wiki/Web_bug

E-mail Marketing

E-mail Marketing is defined as a market for introducing new products or brands to people using e-mails. A marketing channel allows a brand to engage with a customer or subscribed list. The main aims of e-mail marketing are increasing brand strength, loyalty and ultimately sales. E-mail marketing volume is continuously growing because of the social media phenomena.
In 2008, e-mail made 23% of Digital Marketing Budget and 13 billion marketing e-mails were sent in 2009.
Types of E-mail Marketing:


  • E-mail Newsletters
  • Transactional E-mails
  • Direct E-mails
E-mail Newsletters: These are direct mails which are sent out on a regular basis to customers  and a list of subscribers. The main purpose of these newsletters is to build relations to customers.


Transactional E-mails: These emails are based on customer's action. These includes purchase, or order confirmation, dropped basket messages etc..


Direct E-mails: These e-mails are used to send directly promotional messages to customers. Companies usually collects a list of customers and send them promotional messages directly.





Discussion/ your view
Which type of E-mail marketing you think is more effective?
if you want to know more about E-Marketing then this link will definitely help you.
http://search.proquest.com.library.sheridanc.on.ca/docview/228248387
http://search.proquest.com.library.sheridanc.on.ca/docview/228273373
http://en.wikipedia.org/wiki/Email_marketing#Comparison_to_traditional_mail

Thursday, 28 June 2012

Netiquette

Netiquette or Network Etiquette is defined as a proper way of communication and interaction with people using e-mail over the internet. As e-mail is a mew channel for communication, so there are number of rules of polite conversation are emerging. The rules are as followings:

  • Do not send blank copies
  • Do not send spam
  • Add labels to Subject line like Action, FYI, Re and REQ
  • Use less attachments
  • Check Grammar
  • Follow Threads
  • Do not use Instant Messaging for long messages
  • Use proper format for reply
  • Double space between paragraphs
  • Talk about one subject per e-mail
  • Think twice before Forwarding
  • Do let people know their e-mail has been received 
  • Be careful with Irony in e-mails
  • Avoid CAPS
  • Avoid embarrassing e-mails
  • End e-mails with Salutation( Best regards, Thank you, etc..)
  • Compress files before sending
  • Give full contact information



Discussion/ your view
Do Netiquette work to write an effective e-mail?


Guffey, M.E., Rhodes, K., & Rogin, P. (2011). Business communication:  Process and product (6th Canadian ed.). 

The database from Sheridan library is also helpful to know more about Netiquette. The link below described the rules for Netiquette.

E-mail Spam

E-mail Spam is defined as an unsolicited bulk mail (UBM) or junk e-mail. In other words it is an unwanted messages with commercial content. Spam e-mail promotes things like adult websites, financial deals and get-rich quick schemes. People who send spam are known as Spammers. For many users of internet, junk e-mail is becoming a big problem that existing laws do not prevent but regulations will soon be introduced to make it more difficult for people to send. Recipients of spam are also turning to self-help remedies. These include 'mail bombing' spammers, there by tying up the spammer's site and/or 'Flaming' spammers on news-boards and sites. The flood of unwanted and annoying e-mail sent by spammers costs corporate organizations by both lowering productivity and consuming expensive information technology resources, and it presents a potential legal liability.
E-mail Spam today is sent by "zombie network", networks of virus or worm-infected personal computers in homes and offices in the globe.



Check out the below video. The person is telling about hilarious spam mails which he got.


Discussion/ your view
What you think about Spam?
The links below explains more about Spam. Give a look to these links to know more.
http://www.sciencedirect.com.library.sheridanc.on.ca/science/article/pii/S1361372300010198
http://en.wikipedia.org/wiki/Spam_(electronic)

Tuesday, 26 June 2012

Content, Tone, and Correctness

E-mails are not similar as a telephone call, it produces a permanent record so be careful about writing.  To write an e-mail, there are some points to consider like write only informative data and be concise. No one wants to read long e-mails so try to avoid long e-mails. Organise all the ideas tightly and think carefully about what to say and how to say. E-mails create a permanent record so do not send sensitive, inflammatory, or potentially embarrassing messages. Do not use e-mails to give bad news to someone as it will hurt them more. For example, it's improper to fire a person by using e-mail. It is also not a good channel for dealing with conflict. People sometimes make mistakes in spelling and send sloppy e-mail which create problems for readers. Correctness and Tone are very important to write a message. Message words and writing style affect the reader so avoid negative and domineering words. Humour in e-mail messages can easily be misunderstood so avoid it



Guffey, M.E., Rhodes, K., & Rogin, P. (2011). Business communication:  Process and product (6th Canadian ed.). 

Examples of Good and Bad E-mail


Bad E-mail Subject                               Good E-mail Subject
To: Manvir                                                 To: Manvir                  
From: Hina                                                 From: Hina
Subject: Need Help!                                  Subject: Need Help
                                                               in Writing Job  Placement Ad

Bad E-mail Response                          Good E-mail Response
To: Manvir                                                  To: Manvir
From: Hina                                                 From: Hina
Subject: Re: Re: Re: Advertising             Subject: Re: Re: Re: 
Our Job Opening                                        Advertising Our Job 
 Yes, I agree totally!                                             Opening
                                                                Yes, I agree totally that
                                                               our  first choice should be
                                                                   an on-line listing at 
                                                                        Monster.com

Bad use of Bcc                                            Good E-mails
To: Manvir                                                     To: Manvir
From: Hina                                                     From: Hina
Subject: Conference Thursday                    Subject: Conference     
at 2 p.m.                                                         Thursday at 2 p.m.
Bcc: Aman                                                   To: Aman
Please attend the conference                           From: Hina      tomorrow(Thursday) at 2 p.m.           Subject: Reserve Conference 
                                                                     Room Thursday at  2 p.m.
                                                                  Please reserve the             
                                                                    conference room
                                                                 for Manvir and me tomorrow 
                                                                      (Thursday) at 2 p.m.


Discussion/ your view
what is difference between and bad e-mail?

Guffey, M.E., Rhodes, K., & Rogin, P. (2011). Business communication:  Process and product (6th Canadian ed.). 


A Bad E-mail


Email is an important tool of communication in business. These are legal documents and need a proper care to write and manage. Today, 90% of business communication depends on e-mail messages. Sometimes people send bad e-mails to others unintentionally which destroy their reputation. An e-mail tends to be bad if it is long and time consuming. Sometimes sender do inaccurate writing, grammar mistakes and use angry words. This can effects customer/ clients, suppliers, staff, co-workers and organization. A bad e-mail may have following problems:

  • May not includes greetings
  • Subject line may not be informative
  • Opening do not reveals the main idea
  • May not provide context to reader and includes bad response
  • May not reflects any action to take
  • Less visibility and transparency
  • No complimentary closing
  • Bad use of BCC


Guffey, M.E., Rhodes, K., & Rogin, P. (2011). Business communication:  Process and product (6th Canadian ed.). 

A Good E-mail


E-mail messages are standard forms of communication. A good e-mail must have following parts:

  • a subject line that summarizes the message
  • an opening that reveals main idea
  • a body that explains the main idea
  • a closing that presents action information, summarizes the message, or offers a closing thought.


Subject line: In a good email, it is mandatory. It highlights the purpose of e-mail. Some people who do not have time to read the whole e-mail they just give a glance at a subject line and decide whether to read the message.

Opening: Begin by front-loading, opening must reveals the main idea. Even though subject line summarises the main idea, that purpose should be restated and amplified in the first sentence.

Body: The body provides more information about the reason for writing. Body explains and discusses the subject logically. Design the data in easy comprehension by using numbered lists, headings, tables, and other graphical techniques.

Closing: In closing, e-mail ends with an action information, dates or deadlines; a summary of message; or a closing thought.



How e-mail works?


There are two servers on a single machine, one send e-mails and other receives. One is Called Simple Mail Transfer Protocol which handles outgoing messages. The other is Called POP3 where POP stands for post office protocol which handles incoming messages.When an e-mail is sent, e-mail client interacts with  SMTP to handle the sending. The SMTP server on host side may have conversations with other SMTP servers to deliver an e-mail.


The video below is really interesting.This video shows how an E-mail works. Check out this to learn more.


Writing process of E-mail

Developing skills in writing e-mails messages brings two important benefits. First, well written documents achieve their goals easily. These type of documents create goodwill by being cautions, caring and clear. Second, it helps to enhance the image of people within an organization. As e-mail is powerful channel of communication so it requires a special attention to compose the message. An e-mail follows a 3*3 writing process:


Analysis, Anticipation, and Adaptation: This step includes various questions which are as follows:
  • Do I really need to write this e-mail?
  • Should I send an e-mail or hard copy memo?
  • Why am I writing?
  • How will reader react?
  • How can I save reader's time?
Research, Organization, and Composition: In this step, sender gathers files, documents and organize it into an outline. After this, sender compose the message, and revise it for clarity, correctness and feedback.

Revision, Proofreading, and Evaluation: It involves the final touch on the message. The sender viewed the e-mail from the receiver's prospective.

Sunday, 24 June 2012

E-mail Header and Body



The header of e-mail is consist of fields such as To, From, CC, BCC, Subject and Date and other information.
From: It contains the e-mail address of sender or author. 

To : It includes the e-mail address of receiver. It also give option to include multiple recipients.
CC : It stands for Carbon Copy. It is used to send a copy of e-mail to many recipients. The addresses in this field written in CC are visible to all recipients.

BCC : It stands for Blind Carbon Copy. It is similar to CC but not visible to other recipients.

Subject : It includes a brief summary for the purpose of the message in abbreviated form.

The Body of e-mail consists of information or text, attachments and a signature block similar to letters. The opening of an e-mail should include a greeting. After the greeting, explain the reason behind the e-mail and give details. There should be double space between the paragraphs. The information in the e-mail should be error free and take care over spelling, grammar. Attachments are used to attach files, pictures and videos.




http://www.google.ca/imgres?hl=en&sa=X&tbm=isch&prmd=imvns&tbnid=ABjY7EcF7Z9zbM:&imgrefurl=http://help.yahoo.com/tutorials/mmail/mmail/mm_compose1.html&docid=iYuP0NrtlxhKrM&imgurl=http://help.yahoo.com/cpp/images/mmail/ml_composepg_yp_4.gif&w=660&h=585&ei=NoznT5DQLufl0QHO6djuCQ&zoom=1&iact=hc&vpx=756&vpy=343&dur=12985&hovh=211&hovw=238&tx=108&ty=163&sig=114447704316664421665&page=1&tbnh=135&tbnw=152&start=0&ndsp=18&ved=1t:429,r:3,s:0,i:80&biw=1366&bih=624

Saturday, 2 June 2012

what is an E-mail?


E-mail is known as Electronic mail. It is a method of exchanging digital information between sender and receiver. E-mail is most popular form of asynchronous communication. An e-mail message has three parts: the message envelope, the message header, and the message body. It is an effective and efficient means of mass distribution. Now- a- days, most businesses rely on e-mail for many internal communication needs. In businesses, people use e-mails to exchange, collect and store information about products and services. It has changed the way of interaction with people. In the past, e-mail system was based on File Transfer Protocol (FTP) but today e-mail system use Simple Mail Transfer Protocol (SMTP).Today, the model of e-mail is a store and forward model which enables the computer server to accept, send and store messages. World Wide Web (WWW) enables us to send e-mails.




Discussion/ your view
What you think about FTP and SMTP? How these work?

References:


Guffey, M.E., Rhodes, K., & Rogin, P. (2011). Business communication:  Process and product (6th Canadian ed.). 

http://en.wikipedia.org/wiki/Email