Enterprise Communication Tools
Enterprise communication tools help in sharing documents, files, and messages electronically with others. These include electronic mail, faxing, voice mail, instant messaging, web publishing, Internet phone and paging systems, and the Usenet. Through these tools, one can send data files, text, voice messages, or multimedia to others through computer networks.
Electronic Mail
Electronic Mail, popularly known as e-mail, was developed in 1965. E-mail is the most widely used service of the Internet and helps users exchange messages electronically. E-mail refers to both the use of Simple Mail Transfer Protocol (SMTP) for transferring mails between computers connected to the Internet or to an intranet. The intranet systems within an organization allow the users to mail each other. Using e-mail, one can also send data files, software, and multimedia messages and documents as attachments.
File Transfer Protocol (FTP) is a protocol developed to exchange files over the Internet. FTP is similar to the Hypertext Transfer Protocol (HTTP) and Simple Mail Transfer Protocol (SMTP), which are used to transfer web pages and e-mail, respectively. FTP is the most commonly used medium to download programs and other files to the computer from other servers. The user can use FTP to copy, move, rename, and delete files from a server. It can also be used to upload files to a server. Any type of file - whether text, graphic, video, or audio, can be copied/uploaded using this tool.
The other protocols used on the Internet are POP and IMAP, which are used for reading mails. POP is an acronym for Post Office Protocol. It is used for retrieving e-mails from a mail server. POP2 and POP3 are the two versions of POP. POP2 requires SMTP for sending messages while POP3 can be used with or without SMTP.
IMAP is an acronym for Internet Message Access Protocol. It was developed in 1986 at Stanford University[7] and is also used for retrieving e-mails. IMAP is like a remote file server that allows the users to retain the mails on the server and organize them in folders. In IMAP4 version, one can search and choose the e-mails based on keywords while they are located on the mail server and can then download these messages.
Internet Fax
Facsimile or fax is a device that scans text or graphic images and converts the scanned data into electrical impulses. These impulses can be transmitted to a compatible facsimile device over a telephone or communications network. To send a fax, the user needs to have an Internet connection and an account with an Internet fax service provider. The user can send a fax through the Internet to the service provider from either a fax machine or a computer. The service provider automatically routes the fax to the destination through the Internet.
Voice Mail
Voice mail is a communication tool in which telephone messages are stored and managed centrally for a large group of people. A voice mail functions in a way similar to an answering machine. It digitizes and stores unanswered telephone messages and plays back the messages to the receiver through a voice messaging computer. However, the scope of functioning of voice mail is much wider than that of answering machines. Voice mail can be used to answer many phones at the same time and to store the voice messages in personalized mail boxes along with the sender's phone number. It also allows the users to forward received messages to another mailbox, etc.
Instant Messaging
Instant messaging is an online or real time communication tool that is used by two or more people to communicate through a network such as the Internet. The people communicating using this tool, type or enter textual messages in their respective computers and send the message to the other person/s through the Internet.
Web Publishing
Web publishing is an effective method of communicating among teams and workgroups in an organization. It involves creating a website and placing it on the web server for access by users. A website refers to a collection of HTML (Hyper Text Markup Language) pages. If the site has to be accessed, the HTML pages and the essential graphic elements should first be copied onto the server into the appropriate directories. In web publishing, a team member can post a report or other linked documents in HTML directly to the web server of an intranet or extranet for access by the other team members. Any news or messages pertaining to the project can be transmitted to the mailboxes or screens of the team members.
Internet Phone and Paging
An Internet phone can be used over the Internet with the help of a Voice over Internet Protocol (VoIP) terminal. By using the Internet telephony service, telephone calls can be made to another user through the Internet. If the users have a Web camera, they can converse through real-time videoconferencing. However, the quality of this service is not as good as a direct telephone connection. CoolTalk, NetMeeting, etc., are some of the popular Internet telephony products that are packed along with web browsers like Internet Explorer, Opera, Netscape Navigator, and Mozilla Firefox. Skype has popularized Internet telephony by providing options for people to interact either using computers at either end, or by using a computer at one end and a regular telephone at the other end.
Usenet
The Usenet is a collection of user-submitted notes or messages on various subjects that are posted to servers on a worldwide network. The name Usenet is an abridged form of the User Network. The Usenet, developed in 1979 by the students of Duke University, allows users to send and receive messages or articles as in electronic mails. Users send messages to a particular server. These messages are then forwarded to other servers through the ‘store and forward method'.
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