Introduction to

Submitted by:
Ayesha Waqar : 2023-bte-006
Eisha Riaz : 2023-bte-023
Eman Waseem : 2023-bte-030
Fiza Zahir : 2023-bte-032
Ayesha Muzaffar : 2023-bte-049
Contents
EMAIL SETUP............................................................................................................................................0
1. Choose an Email Provider:........................................................................................................0
2. Create an Email Account:..........................................................................................................0
3. Set Up Your Email Client (Optional):.......................................................................................0
4. Secure Your Account:................................................................................................................0
Sending or receiving emails......................................................................................................................0
Sending emails....................................................................................................................................0
Receiving emails..................................................................................................................................0
Email Organization...................................................................................................................................0
2. Use of Labels and Tags:.................................................................................................................0
3. Archiving Old Email:.....................................................................................................................0
4. Unsubscribing from Unwanted Newsletters:................................................................................0
5. Email Filters and Rules:.............................................................................................................0
6. Regular Maintenance.................................................................................................................0
7. Using Seacrh Function................................................................................................................0
CHATS/VIDEO CALLS.................................................................................................................................0
AUDIO AND VIDEO CALLS...........................................................................................................0
Benefits of Audio and Video Calls in Email......................................................................................0
LIMITATIONS............................................................................................................................................0
Collaboration............................................................................................................................................0
Importance of Collaboration in Modern Workplaces Definition:..................................................0
Why does it matters:...........................................................................................................................0
Role of Technology:............................................................................................................................0
Email as a Collaboration Tool...................................................................................................................0
Key Features:......................................................................................................................................0
Limitations:.........................................................................................................................................0
Advanced Communication Tools for Collaboration........................................................................0
Member 1
EMAIL SETUP

Here are some email setup point:

1. Choose an Email Provider:
Popular Options:
Gmail: Free, user-friendly, and offers a range of features.
Outlook: Part of the Microsoft suite, known for its professional features.
Yahoo: A classic choice with a simple interface.
Zoho: A comprehensive suite of productivity tools, including email.
2. Create an Email Account:
Follow the provider's instructions.
Choose a username and password:
Username: Your unique identifier.
Password: Strong, unique, and difficult to guess.
 3. Set Up Your Email Client (Optional):
• If you prefer to use a desktop or mobile app to manage your email, you'll need to
configure it:
• Popular Email Clients:
– Microsoft Outlook: Powerful, versatile, and widely used.
– Mozilla Thunderbird: Open-source and customizable. – Apple Mail: Built-
in for Mac users.
• Configuration Steps:
– Add Account: Enter your email address and password.
– Incoming Server Settings:
• IMAP: Synchronizes emails across devices.
• POP3: Downloads emails to your device. – Outgoing Server Settings:
• SMTP: Used to send emails.
4. Secure Your Account:
• Strong Password: Use a combination of uppercase and lowercase letters, numbers, and
symbols.
• Two-Factor Authentication (2FA): Adds an extra layer of security.
• Regular Password Changes: Update your password periodically.
• Be Cautious of Phishing Attempts:Avoid clicking on suspicious
links or downloading attachments from unknown senders.
• Additional Tips:
• Organize Your Inbox: Use labels or folders to categorize your emails.
• Check Your Email Regularly: Stay on top of important messages.
• Use Email Filters:Automate the sorting of incoming emails.
• Backup Your Emails: Regularly back up your email data to prevent loss.

Member 02
 Sending or receiving emails

Sending and receiving emails is a crucial part of communication in the digital

age. This presentation will cover the fundamental aspects of email, including
the process of sending and receiving emails, email etiquette, and security
considerations.
Sending emails
The process of sending an email begins with composing the message. Users typically access
their email client or web-based email service, such as Gmail, Outlook, or Yahoo Mail. After
logging in, the user clicks on the "Compose" button to create a new email.

.Entering Recipient Information: In the "To" field, the sender enters the
recipient's email address. It's important to double-check the address for
accuracy to ensure the email is delivered correctly.

• Writing the Subject Line: The subject line should be clear and concise, summarizing the
email's content. A well-written subject line helps the recipient understand the email's
purpose and prioritize their responses.
• Composing the Body: The body of the email is where the main message is written. It
should be organized and free of excessive jargon. Using paragraphs to separate ideas
helps improve readability.

• Adding Attachments: If necessary, users can attach files by clicking on the "Attach"
button and selecting the desired files from their device. It's essential to ensure that the
attachments are relevant and that the file size is manageable.

• Reviewing and Sending: Before sending, it's a good practice to proofread the email for
spelling and grammatical errors. Once satisfied, the sender clicks the "Send" button.
The email is then transmitted through the internet, often passing through multiple
servers before reaching the recipient's inbox.
Receiving emails
Receiving emails is a straightforward process. Recipients can access their email accounts
through various devices, including computers, smartphones, and tablets.

1.Accessing the Inbox: Upon logging in, the recipient can view their inbox, which displays a
list of received emails, including the sender's name, subject line, and the time the email was
received.

2. Opening Emails: By clicking on an email, the recipient can read the message and view
any attachments. It's important to check the sender's address to verify the email's legitimacy,
especially for unsolicited messages.

3. Responding to Emails: Recipients can respond to emails by clicking the "Reply" button,
which allows them to write a response directly related to the original message. They can also
choose to forward the email to other contacts if needed.
4. Managing Emails: Recipients can organize their inbox by creating folders, marking
emails as important, or archiving messages that are no longer needed. This helps maintain a
clutterfree inbox and improves productivity.
Member 03
Email Organization

Here are some email organization tips in points.

1. Folder Structure: It is important to create a logical folder structure to categorize
emails by projects, clients or topics. This helps in quickly locating specific emails.

2. Use of Labels and Tags: Labels and tags can be used to prioritize emails, making it
easier to identify urgent messages or those that require follow-up.
3. Archiving Old Email: There are many benefits of archiving old emails instead of
deleting them. This keeps the inbox clean while retaining important information for future
reference.
4. Unsubscribing from Unwanted Newsletters: It is important to regularly unsubscribe
from newsletters or promotional emails that are no longer relevant, reducing inbox clutter.
When you receive newsletter that no longer interest you, they can clutter your inbox and
make it difficult to find important messages. To unsubscribe find and unsubscribe link
typically found at the bottom of email.

5. Email Filters and Rules: Introducing the concept of setting up filters or rules to
automatically sort incoming emails into designated folders based on criteria like sender
or subject.
 6. Regular Maintenance: There is a need for regular maintenance of the inbox, such as
dedicating time each week to delete or organize. Email regular maintenance is essential
for ensuring that your inbox remains organized and efficient. Regularly checking your
email helps you stay on top of important messages and reduces the risk of missing
critical communications.
7. Using Seacrh Function: Utilizing the seacrh function in email clients can save time
when looking for specific emails, especially in a crowded inbox.

8. Email Etiquette: Email Etiquette are very crucial , such as they clear subject lines and
concise messages, which can also aid in organization.
Member 04

CHATS/VIDEO CALLS

• Email provides convenience, time efficiency, and a permanent record of

communication, making it essential in business communication. It allows for
professional exchanges and quick information sharing. Overall, email is a versatile
communication tool that benefits both individuals and organizations. The most
common types of chat include instant messaging, Internet Relay Chat (IRC), ICQ,
voice chatting, and video chatting.
• An Inbox holds the messages received into e-mail. The messages are displayed
according to the date they were received in the mail, which is the default order (with
the ability to re-arrange them - sorting - according to another format, such as messages
that you have not read, or according to preferences). The number in front of the word
Inbox (3) indicates the number of unread messages, and when you place the mouse
cursor over a message, the message content appears.
• People use email for chats for a variety of reasons, including:
• Familiarity: People may use email for chats because they are already familiar with
the email interface.
• Speed: Email can be faster than switching to a separate chat application.
• Cost-effectiveness: Many email services are free.
• Flexibility: Email allows users to send responses when it's convenient for them.
• Easy access: Email can be accessed from anywhere with internet access.
• Archiving: Emails allow users to easily archive previous messages, threads, and
attachments.
• Mass delivery: Emails allow users to send a single message to a large number of
people.
• Message filtering: Emails allow users to filter and categorize their messages.
• Conversation threads: Email conversation threads simplify communication by
making it easy to refer to previous messages.
AUDIO AND VIDEO CALLS
You can use email to make video calls using Google Meet or the Gmail app:

• Google Meet: A video conferencing tool that can be used on a computer, mobile
phone, or tablet. You can start a video call from Gmail by:

1. Opening Gmail

2. Clicking Join a meeting

3. Entering the 10-letter meeting code

4. Clicking Join

5. Clicking Join now to enter the call

6. Clicking End call when you're done

 7. You can also start a video call from Chat by opening a direct message and
clicking Start video call.

• Gmail app: You can make video calls using the Gmail app on Android or iOS
devices. You can use the app to:

1. Call mobile phones

2. Call landlines

3. Call VoIP numbers

4. Receive voice and video calls

• To make an audio call, you can:

1. Tap the phone icon at the top of the contact screen

2. Tap the red phone icon to hang up
• Google Meet offers a variety of features, including:

Up to 4k video quality, Studio lighting, Live captions, Noise cancellation, Interactive

features, and Safety measures.

Key features using video calls are:

1. Screen sharing
2. Remote control
3. In call messages
4. Unlimited recording
5. HD video

Benefits of Audio and Video Calls in

Email
1. Convenience:
Users can manage both asynchronous (email) and synchronous (real-time)
communication from a single platform.
2. Collaboration:
Sharing documents, links, or other information during a call becomes seamless when
everything is integrated with the email ecosystem.
3. Enhanced Communication:
Adding audio and video to traditional email correspondence reduces the chances of
misinterpretation, fostering better understanding and collaboration.
 4. Document and Resource Sharing During Calls

Email systems often integrate file storage (like Google Drive or OneDrive). This allows users
to access and share email attachments or cloud documents directly during audio or video calls.

5. Global Accessibility

• Audio and video call integrations in email break down geographic barriers, enabling
individuals and teams across time zones to connect instantly.

6. Time and Cost Efficiency

• Free or low-cost integrated calling tools reduce the need for additional software purchases.
Combined with scheduling tools, this eliminates back-and-forth coordination, saving time.

LIMITATIONS

While integrating chat and video call features into email platforms offers numerous benefits,
there are also several limitations to consider:

1. Limited by Internet Connectivity

• Both chats and video calls require a stable and fast internet connection. Poor connectivity
can result in disruptions, such as lagging video, dropped calls, or delayed messages.

2. Increased Complexity

• Adding real-time communication features to email platforms can make the interface
cluttered or complicated, especially for users who primarily prefer traditional email
functionality.

3. Privacy and Security Concerns

• Integrating real-time features like video calls into email systems increases the risk of:
• Data breaches: Call links or chat records stored in emails could be accessed if the
account is hacked.
• Phishing attacks: Malicious actors may exploit call invitations or chat links.
4. Dependency on External Tools

• Many email systems rely on third-party platforms (e.g., Zoom, Google Meet, Microsoft
Teams) for chat and video call functionalities. This dependency can lead to compatibility
issues or require users to manage additional accounts.

5. Lack of Focused Features for Professionals

• Standalone tools like Slack, Zoom, or Microsoft Teams are often better optimized for
professional chats and calls. Email platforms may lack advanced features such as:
• Threaded chat conversations.
• Breakout rooms for video calls.
• Advanced meeting analytics or real-time collaboration on documents.
Member 05:
Collaboration

Importance of Collaboration in Modern Workplaces Definition:

Collaboration involves teamwork where individuals use communication tools to achieve
shared goals.

Why does it matters:

1.Encourages innovation and problem-solving.

2.Enchances productivity by reducing miscommunication.

Role of Technology:
Tools like emails, chat apps and project management platforms simplify remote and in-office
collaboration.
Email as a Collaboration Tool

Key Features:
1.Enables structured communication with subject lines, attachments, and formatting
.
2.Allows group communication through CC, BCC, and mailing lists.

3.Records all exchanges for future reference.

Limitations:
1. Not ideal for real-time discussions.
2. Can become overwhelming due to excessive messages.
Advanced Communication Tools for Collaboration
Tools Beyond Email:

1. Slack: Real-time messaging, file sharing, and integration with other apps.

2. Microsoft Teams: Combines chat, video calls, and task management.

3. Google Workspace: Collaboration on documents, sheets, and presentations in real time.

Advantages Over Email:

1.Instant responses.

2. Centralized platforms for diverse activities.

3. Enhanced team engagement with visuals and interactive features.