BSBITU203 Communicate Electronically
Every lesson set up your workstation to meet Ergonomic Standards
This competency is an elective and as such is not assessed in the HSC examination. However, many of the principles within this competency are also present in Deliver a Service to Customers and Work Effectively in a Business Environment which are both assessed in the HSC. Click on BSBITU203 above and download the criteria for this competency.
By the end of this competency you should be able to demonstrate the following performance criteria;
Evidence of the ability to:
By the end of this competency you should be able to demonstrate the following performance criteria;
Evidence of the ability to:
- follow organisational and service provider requirements when communicating electronically
- follow organisational policy and procedures when managing all aspects of electronic communication
- comply with netiquette
- collaborate in accordance with agreed parameters for electronic communication
- identify most appropriate software applications.
- identify different methods of electronic communication
- outline key provisions of relevant legislation that affect aspects of business operations
- outline relevant organisation policies and procedures
Send and Receive Electronic Mail
Task 1: In a Google Doc answer the following questions;
Email has quickly become the preferred way to send and receive many types of business correspondence. Email offers organisations advantages such as;
Remember when working on emails you MUST set up your workstation to meet the ergonomic standards of working in an office. Review the Ergonomic standards before commencing the following tasks.
- Why have most businesses moved away from traditional paper based methods of communication?
- What are the advantages of email?
- What are the disadvantages of email?
Email has quickly become the preferred way to send and receive many types of business correspondence. Email offers organisations advantages such as;
- low cost
- can be in a different geographic location
- almost instantaneous
- can add attachments
- can be retrieved 24/7
- sent to a large number of receivers simultaneously
- can include hyperlinks or videos
Remember when working on emails you MUST set up your workstation to meet the ergonomic standards of working in an office. Review the Ergonomic standards before commencing the following tasks.
There are many different types of electronic mail systems (email). The one we use at school is gmail but many businesses use Microsoft Outlook or some other email. For our purposes we will concentrate mainly on gmail. Email addresses are usually related to the business in some way and most companies have their own domain which will identify the organisation e.g. ww.catholic.edu.au. Email addresses usually look like this [email protected].
Task 2: In a Google Doc, create a table with the headings user name, domain, organisation type, and country of origin. Identify each for the following email addresses.
It is important that any emails be checked for accuracy before being sent and that any attachments are prepared in accordance with organisational and service provider requirements. To do this the email should be proof read.
- User name - usually the persons name
- Domain name is the computer address and is usually the company or organisation name
- Type of organisation;
- .com = commercial organisation
- .org = non - commercial organisation
- .edu = educational institution
- .gov = government department or agency
- au = Australia
- se = Sweden
- uk = United Kingdom
- de = Germany
- nz = New Zealand
- The United States does not have a country code
Task 2: In a Google Doc, create a table with the headings user name, domain, organisation type, and country of origin. Identify each for the following email addresses.
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
- [email protected]
It is important that any emails be checked for accuracy before being sent and that any attachments are prepared in accordance with organisational and service provider requirements. To do this the email should be proof read.
Task 3: In your gmail account create a label called VET Business. When you have completed this take a screenshot and paste it into a Google Doc called Communicate Electronically with the heading Task 3.
Task 4: In Gmail, Create a filter to filter all emails from your instructor into the VET Business folder you created in Task 3. Take a screenshot of the filter page and save it in the Communicate Electronically Google Doc with the heading Task 4.
Task 5: Create an email signature with the following information.
Organisations often need to send documents via email for clients and will need to attach these to an outgoing email. To do this;
Task 6: Send an email to your instructor with your Google doc as an attachment with the subject 'Communicate Electronically Task 6'.
It is also important that any attachments received are saved and stored in accordance with organisational requirements. To do this you must first click on and open the attachment. The attachment can be saved directly in to Drive by selecting the Drive symbol or you may need to download the attachment and save it into a folder or thumb drive located on your computer.
Task 7: Select the email received from your instructor that has an attachment, save the attachment to your Google drive folder and download and save onto your Business Services folder on your computer.
Email spam is often used to carry out fraud. Consumer scams are crimes of dishonesty such as forgery, counterfeiting, online deception and theft that are targeted at people who seek to purchase goods and services. Potential victims include anyone who uses phones, mobiles, computers or the internet. It pays to be suspicious of any offer that sounds too good to be true- it probably is.
Task 8: Using the internet, do a search for tips on how to avoid email scams and fraud. Review the information and send an email to your instructor with the subject "Communicate: SPAM" and list at least 4 steps to prevent spam.
- Your name
- Your year
- Your school
Organisations often need to send documents via email for clients and will need to attach these to an outgoing email. To do this;
- write the email as normal and address as normal
- At the bottom of the email you will notice a safety pin symbol. This is the symbol to add an attachment. Click on this symbol and select an attachment from your computer files or select the drive symbol to attach a drive document to the email.
Task 6: Send an email to your instructor with your Google doc as an attachment with the subject 'Communicate Electronically Task 6'.
It is also important that any attachments received are saved and stored in accordance with organisational requirements. To do this you must first click on and open the attachment. The attachment can be saved directly in to Drive by selecting the Drive symbol or you may need to download the attachment and save it into a folder or thumb drive located on your computer.
Task 7: Select the email received from your instructor that has an attachment, save the attachment to your Google drive folder and download and save onto your Business Services folder on your computer.
Email spam is often used to carry out fraud. Consumer scams are crimes of dishonesty such as forgery, counterfeiting, online deception and theft that are targeted at people who seek to purchase goods and services. Potential victims include anyone who uses phones, mobiles, computers or the internet. It pays to be suspicious of any offer that sounds too good to be true- it probably is.
Task 8: Using the internet, do a search for tips on how to avoid email scams and fraud. Review the information and send an email to your instructor with the subject "Communicate: SPAM" and list at least 4 steps to prevent spam.
Read the information about the FAQ for the SPAM act. Most email software has a spam inbox which allows you to delete spam without reading and without the spam clogging your inbox.
Task 9: Review the Fact Sheet from the Australian Government and send an email to your instructor explaining your definition of the Spam Act.
There are many reasons why emails might bounce. Read the article 'Bounced email? Deal with It!' to get an idea of why emails may bounce and what to do about it. The common reason is because the email address is incorrect.
Task 10: Read the above article and send an email to your instructor listing at least 4 reasons why an email might bounce.
Junk email can strain networks, clog email servers and fill mailboxes with inane and often highly offensive messages and images. Most email software helps you control unwanted and unsolicited messages by moving them into a junk inbox.
Task 11: Using the internet, research ways in which email software manages junk emails. Send and email to your instructor briefly outlining how gmail manages junk mail.
Task 9: Review the Fact Sheet from the Australian Government and send an email to your instructor explaining your definition of the Spam Act.
There are many reasons why emails might bounce. Read the article 'Bounced email? Deal with It!' to get an idea of why emails may bounce and what to do about it. The common reason is because the email address is incorrect.
Task 10: Read the above article and send an email to your instructor listing at least 4 reasons why an email might bounce.
Junk email can strain networks, clog email servers and fill mailboxes with inane and often highly offensive messages and images. Most email software helps you control unwanted and unsolicited messages by moving them into a junk inbox.
Task 11: Using the internet, research ways in which email software manages junk emails. Send and email to your instructor briefly outlining how gmail manages junk mail.
Privacy and Confidentiality
Most organisations today offer their staff and customers access to the internet and online communication tools however, there are privacy, confidentiality and ethical principles that need to be considered. the CSO has developed specific standards for the acceptable use of the internet and collaboration and communication tools as set out in the CSO Handbook. The document below is an extract from this handbook.
Task 12: Read the above document. In an email to your instructor Explain why it is important for an organisation to have a policy that covers the use of the internet and social media. Use a PEEL paragraph and give the email the subject heading 'ICT Policy task 12'.
Creating contact in email makes sending emails to the same people easier. Creating a group contact list for a group of individuals will make sending the group an email much easier as you only need to select the group details instead of all the individual emails.
Task 13: Using your email software, create the following new contacts:
Name Company Email
Timothy Edwards Teacher Training [email protected]
Amanda Jones VET Teaching [email protected]
Sean Hugo Simulated Office [email protected]
Mel Tran NTISS [email protected]
Take a Screenshot and add it to your Communicate Electronically Google Doc.
Task 14: Creating a Distribution list
cc: your instructors email
Subject Line: Next Committee Meeting
Message:
The next VET Delivery Meeting is scheduled for 12 April. Could you please ensure to bring the minutes from the last meeting.
Before sending the email take a screenshot and add it to your Communicate Electronically Google Doc.
One of the best things you can do to make sure you're happy with your contributions to the online world is to follow the rules of internet etiquette or 'netiquette'.
Netiquette can guide us on what's generally considered okay to do and say on the internet, and what might be inappropriate. The main thing to remember is to treat other people the way you'd like to be treated and don't say anything online that you wouldn't say in real life. Go to this government site and watch the video on Netiquette and read the notes.
Task 15: Read the article by David Tuffley from Griffith University. Find the answers to the following questions and copy and paste them into a new Google Doc with the heading NETIQUETTE:
Format the document professionally, removing any hyperlinks and including your name in footer. Save the document as Netiquette on your Drive. Compose and send an email to your instructor with an appropriate subject heading and attach the file Netiquette.
Task 13: Using your email software, create the following new contacts:
Name Company Email
Timothy Edwards Teacher Training [email protected]
Amanda Jones VET Teaching [email protected]
Sean Hugo Simulated Office [email protected]
Mel Tran NTISS [email protected]
Take a Screenshot and add it to your Communicate Electronically Google Doc.
Task 14: Creating a Distribution list
- Create a distribution list using the new contacts created in Task 13. Name the distribution list 'VET Contacts'.
- With this distribution list on your screen take a screenshot.
- Paste this Screenshot into your Communicate Electronically Google Doc
- Create a new email to send to the VET Contacts distribution list with the following information:
cc: your instructors email
Subject Line: Next Committee Meeting
Message:
The next VET Delivery Meeting is scheduled for 12 April. Could you please ensure to bring the minutes from the last meeting.
Before sending the email take a screenshot and add it to your Communicate Electronically Google Doc.
One of the best things you can do to make sure you're happy with your contributions to the online world is to follow the rules of internet etiquette or 'netiquette'.
Netiquette can guide us on what's generally considered okay to do and say on the internet, and what might be inappropriate. The main thing to remember is to treat other people the way you'd like to be treated and don't say anything online that you wouldn't say in real life. Go to this government site and watch the video on Netiquette and read the notes.
Task 15: Read the article by David Tuffley from Griffith University. Find the answers to the following questions and copy and paste them into a new Google Doc with the heading NETIQUETTE:
- If an email makes you feel angry, how should you approach your reply?
- Is email confidential?
- What are some activities involving emailing that are illegal?
- What are the guidelines for using acronyms, emoticons and abbreviations?
- When would you use bcc field?
Format the document professionally, removing any hyperlinks and including your name in footer. Save the document as Netiquette on your Drive. Compose and send an email to your instructor with an appropriate subject heading and attach the file Netiquette.