Module 3 – Online Essentials

Lesson 4 – Online Communication and Email Basics

Online communication includes email, instant messaging, video calls, forums and social platforms.
Email is one of the most widely used communication tools at home, school and work. This lesson explains
how email works, how to use it safely and how to follow good communication practices.

1. Types of online communication

Common online communication tools include:

• Email – formal communication for sending messages and attachments.
• Instant messaging – real-time chat tools such as WhatsApp, Teams, Slack, Messenger.
• Video calls – online meetings using Zoom, Teams, Google Meet.
• Forums – discussion boards and support communities.
• Social networks – platforms such as Facebook, LinkedIn, Instagram.

Email is best for formal messages, sending documents and keeping a record of communication.

2. Understanding email accounts

An email address looks like: username@example.com

It contains:

• Username – the name chosen by the user.
• @ – separates the username and the provider.
• Domain – the email service (for example, gmail.com, outlook.com, yahoo.com).

Common email providers:

• Gmail
• Outlook
• Yahoo Mail
• ProtonMail

Email can be used through:

• Webmail – using a browser (for example, mail.google.com).
• Email client – a dedicated programme (for example, Outlook desktop, Apple Mail).

3. Email interface

Most email applications include:

• Inbox – received messages.
• Sent – messages you have sent.
• Drafts – saved messages not yet sent.
• Trash / Deleted – removed messages.
• Spam / Junk – suspected unwanted messages.
• Folders / Labels – for organising messages.
• Search – find messages by name, date or keywords.

Address book / contacts:

• Store names and email addresses.
• Make it easier to send messages to the correct people.
• Can be used to create contact groups (for example, a class group).

4. Writing and sending an email

A new email message includes:

• To: main recipient.
• Cc: copy to other people (all recipients can see who is Cc’d).
• Bcc: hidden copy to others (other recipients cannot see Bcc addresses).
• Subject: brief summary of the email.
• Message body: the main text.

Reply options:

• Reply – respond only to the sender.
• Reply all – respond to the sender and all recipients (use carefully).
• Forward – send a copy of the email to someone else.

Tips for writing effective emails:

• Use a clear and meaningful subject line.
• Keep messages brief, polite and to the point.
• Use paragraphs for readability.
• Check spelling and grammar before sending.
• Avoid using ALL CAPITALS (it can look like shouting).
• End with your name or an email signature.

5. Attachments

You can attach files such as:

• Documents (for example, PDF, Word).
• Images.
• Spreadsheets.
• Presentations.

Safety tips:

• Only open attachments from trusted senders.
• Be careful with unexpected attachments, even from people you know.
• Scan attachments with antivirus software.
• Check file size limits (many email services limit attachments to around 25 MB).

6. Spam and junk mail

Spam includes unwanted or suspicious emails such as:

• Fake offers or sales messages.
• Prize or lottery scams.
• Phishing emails pretending to be from banks or services.
• Unwanted advertisements.

Actions to take:

• Mark suspicious emails as spam or junk.
• Do not click unknown links in suspicious emails.
• Do not reply to spam messages.
• Block or report suspicious senders.

7. Safe email practices

• Check the sender’s address carefully (watch for small spelling changes).
• Do not share passwords or bank details via email.
• Use strong, unique passwords for your email account.
• Enable two-factor authentication (2FA) where available.
• Be careful when emailing sensitive information – consider encryption if needed.
• Avoid using public Wi-Fi for accessing email, or use a VPN.
• Always log out of email on shared or public computers.

8. Organising emails

To stay organised:

• Create folders or labels (for example: Work, School, Personal).
• Move important emails into appropriate folders.
• Archive messages you may need later instead of deleting immediately.
• Delete clearly unwanted messages to keep the inbox tidy.
• Use the search function to find emails quickly by sender, subject or keyword.

9. Practical Activity

• Create a new email and send it to yourself.
• Practise using the To, Cc and Bcc fields.
• Attach a file to an email and send it.
• Mark a spam email as “Report Spam” or “Junk”.
• Create one folder/label and move an email into it.
• Add a new contact to your address book.