Email and Online Communication - SSS 1 Note

Email and Online Communication

Subject: Digital Technologies

Class: SSS 1

Term: Second Term

Week: 3

Duration: 80 minutes (Double Period)

Learning Objectives

By the end of the lesson, students should be able to:

• explain the meaning of electronic mail (email);
• identify the main parts of an email message and describe how to send and receive emails;
• state and apply basic email etiquette;
• explain instant messaging and give examples of its uses;
• describe online conferencing and identify its benefits and requirements; and
• communicate online safely, respectfully and responsibly.

1. Meaning of Electronic Mail (Email)

Electronic mail (email) is a digital service used to send and receive messages over the internet. Messages may contain text, documents, pictures and other files.

Email is useful for personal communication, schoolwork, applications and official business. Unlike a paper letter, an email can usually reach its recipient within seconds when internet and email services are available.

Examples of email services

• Gmail
• Microsoft Outlook
• Yahoo Mail
• Proton Mail

An email address usually has a username, the @ symbol and a domain name. For example, student@example.com. This is an example address, not a real student's account.

Main parts of an email message

Part	Meaning / use
To	The email address of the main recipient.
CC	Carbon copy: sends a copy to additional recipients, whose addresses are normally visible to other recipients.
BCC	Blind carbon copy: sends a copy to recipients whose addresses are hidden from the other recipients.
Subject	A short description of what the message is about.
Body	The main content of the message.
Attachment	A file sent with the email, such as a document, image or PDF.
Signature	The sender's name or other appropriate contact details at the end.

How to send an email

1. Connect to the internet and open an email service or app.
2. Sign in to your own account.
3. Select Compose or New message.
4. Enter the recipient's correct email address in the To field.
5. Write a clear subject.
6. Type the message in the body and attach any required file.
7. Check the recipient, message and attachment before selecting Send.

To read an incoming email, open the inbox and select the message. You can reply to the sender, forward it when appropriate, or delete it if it is no longer needed.

2. Email Etiquette

Email etiquette means the accepted rules of polite, clear and responsible behaviour when writing and sending email messages.

Good email etiquette helps people understand messages and maintain respectful communication.

Rules of good email etiquette

1. Use a meaningful subject: make it brief and related to the message.
2. Use a suitable greeting: for example, “Dear Sir” or “Good afternoon, Mrs Okafor.”
3. Be polite and respectful: avoid insults, threats and offensive language.
4. Write clearly: use proper sentences, spelling and punctuation.
5. Avoid typing everything in capital letters: it can appear as shouting.
6. Keep the message relevant: be concise and organise longer messages into paragraphs.
7. Check before sending: confirm the recipient, facts, tone and attachments.
8. Protect privacy: use BCC when appropriate for a group and do not share other people's private information without permission.
9. Reply appropriately: respond within a reasonable time when a response is needed.
10. Do not send spam: avoid unwanted bulk messages and suspicious links.

Example of a well-written school email

To: teacher@example.com

Subject: Request for clarification on Digital Technologies assignment

Dear Sir,

Please, I would like clarification on question three of the Digital Technologies assignment. Should we submit the work as a document or write it in our notebooks?

Thank you for your assistance.

Yours faithfully,
Chika

This is a sample message using example addresses and names.

3. Instant Messaging

Instant messaging (IM) is a form of online communication that allows people to exchange text messages quickly, often with images, voice notes, files, emojis and other media.

Examples of instant messaging platforms

• WhatsApp
• Telegram
• Facebook Messenger
• Signal
• Microsoft Teams chat

Uses and benefits of instant messaging

• quick communication between individuals and groups;
• sharing announcements, files, pictures and links;
• collaborating on school projects;
• asking questions and receiving quick responses; and
• maintaining contact with family, friends and colleagues.

Responsible use of instant messaging

• Ask permission before adding people to groups where possible.
• Do not forward rumours or unverified information.
• Respect other people's time; repeated messages can be disturbing.
• Do not share passwords, private images or sensitive information in group chats.
• Block and report abusive accounts, and tell a trusted adult or appropriate authority if threatened.
• Check links and files before opening them, especially when sent by unknown people.

4. Online Conferencing

Online conferencing is a form of communication in which people in different places meet through the internet using audio, video, text chat or screen sharing.

Examples of online conferencing tools

• Zoom
• Google Meet
• Microsoft Teams
• Cisco Webex

Common features

• Audio: allows participants to speak and listen.
• Video: allows participants to see one another when cameras are enabled.
• Screen sharing: allows a participant to display a presentation or document.
• Chat: allows participants to type messages or questions.
• Recording: may save a meeting for later use when permitted and appropriate.
• Participant controls: may allow a host to mute microphones or manage entry.

Requirements for an online conference

• a phone, tablet or computer;
• a reliable internet connection;
• an appropriate conferencing app or web browser;
• a microphone and speaker or headset; and
• a camera if video participation is required.

Benefits and challenges

Benefits	Challenges
People can meet without travelling.	Poor internet can interrupt communication.
Supports online lessons, meetings and teamwork.	Devices, data and electricity may cost money.
Documents and screens can be shared quickly.	Background noise can distract participants.
Participants may join from different locations.	Privacy risks arise if meeting links or recordings are shared carelessly.

Good online meeting behaviour

• Join on time and use your real or recognised name.
• Mute your microphone when you are not speaking, especially in a large meeting.
• Listen carefully and avoid interrupting others.
• Use chat appropriately and follow the meeting organiser's instructions.
• Do not record or share a meeting without the required permission.
• Choose a suitable environment and avoid displaying private information on screen.

5. Staying Safe and Responsible Online

Remember: Messages can be copied, forwarded or captured in screenshots. Think carefully before sending anything online.

• Use strong, unique passwords and never share them with friends.
• Enable two-step verification when available.
• Be cautious of messages asking for passwords, money or urgent action.
• Do not open unexpected attachments or links from unknown senders.
• Verify a request through a trusted, separate channel if it seems suspicious.
• Keep personal information private and report cyberbullying or threats.

Classroom Activity

Activity 1: In pairs, draft a polite email to a teacher asking for information about a class assignment. Include a suitable recipient, subject, greeting, message and closing. Do not send it to a real address unless your teacher instructs you to.

Activity 2: Discuss how instant messaging differs from email and online conferencing. Give one suitable use for each.

Activity 3: Identify three rules that help students behave safely during an online class meeting.

Summary

• Email is used to send and receive digital messages and attachments.
• The main parts of an email include the recipient, subject, body and optional attachment, CC, BCC and signature.
• Email etiquette promotes clear, polite and responsible communication.
• Instant messaging supports quick exchanges of messages and media.
• Online conferencing allows people to meet through audio, video, chat and screen sharing.
• Privacy, respectful behaviour and caution with suspicious links are important in all forms of online communication.

Evaluation Questions

1. What is electronic mail?
2. List four parts or fields commonly found in an email message.
3. Explain the difference between CC and BCC.
4. State five rules of good email etiquette.
5. What is instant messaging? Give two examples of platforms.
6. Define online conferencing and name three tools used for it.
7. State three requirements for joining an online conference.
8. Mention two benefits and two challenges of online conferencing.
9. List three ways to stay safe when communicating online.

Assignment

1. Write a sample email to your teacher requesting permission to submit an assignment one day late. Include a suitable subject, greeting, body and closing.
2. Make a table comparing email, instant messaging and online conferencing by purpose, examples and one good practice for using each.

Revision Quiz

Choose one answer for each question, then select “Check Answers”.

1. What is email mainly used for?

A. Repairing computer hardware B. Sending and receiving digital messages C. Printing books only D. Increasing screen brightness

2. Which email field hides the listed recipients from other recipients?

A. Subject B. To C. CC D. BCC

3. Which is an example of good email etiquette?

A. Writing a clear subject and polite message B. Sending messages without checking the recipient C. Typing every message in capital letters D. Forwarding every rumour

4. Which of these is an instant messaging platform?

A. A printer B. A spreadsheet cell C. WhatsApp D. A computer keyboard

5. Which tool is commonly used for online video meetings?

A. Notepad B. Zoom C. Calculator D. File Explorer

6. What should you normally do with your microphone in a large online meeting when you are not speaking?

A. Shout into it B. Disconnect the internet C. Share your password D. Mute it

7. A file sent with an email is called a/an:

A. Attachment B. Subject C. Greeting D. Inbox

8. Which action is safest when an unexpected message asks you to reveal your password?

A. Reply with the password immediately B. Forward it to everyone C. Do not share the password; verify or report the message D. Post the message publicly with your details

9. Which feature lets an online meeting participant show a document to others?

A. Email signature B. Screen sharing C. BCC D. Inbox

10. Before sending an email with a file, you should:

A. Leave the subject blank every time B. Send it without reviewing it C. Include unrelated people automatically D. Check the recipient, message and attachment

Show answer key

1. B · 2. D · 3. A · 4. C · 5. B · 6. D · 7. A · 8. C · 9. B · 10. D

CMPNOTE — Digital Technologies Learning Resources