E-Correspondence – Business Management Ethics and Entrepreneurship Notes

Introduction:

  • System of interlinked hypertext documents accessed via the internet is called World Wide Web (WWW).
  • World Wide Web and internet are two separate but related things.
  • The letters were written by one party to another, and the answers thereto. make what is called the correspondence of the parties.
  • Such correspondence is done through electronic signals via internet is called E-Correspondence.
  • With a web browser, one can view web pages that contain text, video, multimedia etc.

Web:

  • WWW or web is way of accessing information over the medium of internet
  • Protocol used by Web is HTTP (HyperText Transfer Protocol).
  • Web also utilises web browsers such as Internet Explorer, Mozilla, Google Chrome to access web pages that are linked to each other via links to form web documents.
  • It contains graphics, sounds, text and video.
  • Web is just a part of internet, the true term are not synonyms and should not be confused.

Internet:

  • It is a network of networking infrastructure.
  • Information travels in internet through a variety of languages known as protocols.
  • It is a global connection of people/computers linked together by telephone lines.
  • it is a collection of textual documents and other resources.
  • It can be called as an application riinning on the internet.

Uses of Internet:

  • Sending e-mail
  • Publicity and Advertisement
  • Teleconferencing
  • E-commerce.

E- Correspondence:

  • It is also known as “e-mail correspondence” or “electronic correspondence”.
  • It is a method of providing information through e-mail.

E-mail:

  • E-mail is also known as electronic mail.
  • It involves sending messages through telecommunication links.
  • E-mail refers to exchange of text messages and computer files over a communication network.
  • It can be sent simultaneously to a large number of people.
  • Today it is a central component of business communication.

History of E-mail:

  1. By 1974, email in its improved form was being used by the US military.
  2. 2. By 1975, efforts to organize the email bore fruits.
  3. A general operating area known as email Account was created for user who wanted to avail the email services,
  4. Access controlling was done by giving the user a secret password which only he/she would know.
  5. E-mail services were being offered in commercial packages and per-minute charges were applicable to those using their services.
  6. By the early 11 90s free and user-friendly email providers had taken the industry by storm.
  7. Player like yahoo’ and ‘Hotmail were competing for the market share.
  8. Today there are more than 600 million email users across the globe, with newer players like Google (Gmail) and Rediff entering.
  • In 1965, the Massachusetts Institute of Technology was first to demonstrate the use of first e-mail system, known as “MAILBOX”.
  • Tomlinson is called the “Father of e-mail” and is credited with its invention.
  • He provided the symbol “@” as an addressing standard.
  • In 1972, FTP (File Transfer Protocol) was used but it resulted in various problems. For every recipient a new mail was created which required a huge memory space.
  • Nowadays,
    SMTP is used to send e-mails
    POP is used to receive e-mails.

Notes:
SMTP (Simple Mail Transfer Protocol):
SMTP is an Internet standard for electronic mail transmission across internet protocol (IP) networks.

POP (Post Office Protocol):
It is an application-layer internet standard protocol used by local e-mail clients to retrieve e-mails from a remote server over a TCP/IP connection.

Features of E-mail

  • E-mail is an electronic mode of message transmission. Messages are sent using HTML (HyperText Markup Language)
  • E-mail has become one of the cost-effective modes of fast communication
  • Packages like Messenger’ and Outlook’ helps to compose new mails and forwarding emails to the people whose e-mas addrésses are stored in the “Address Box” Packages also allow us to format the content changing its size, font and colour.
  • An interlace between e-mail programs and word processing programs allows us to perform various functions.

Electronic Mail System:

  • Some standards of professionalism should be adopted while using e-mail.
  • Separate personal, as well as professional mail accounts, should be maintained.
  • Limiting or monitoring the size of distribution list for proper management.
  • Various establishment policies for sending or receiving. attachment should be followed.
  • Responding promptly to e-mail messages.
  • Ensuring day to day viewing of e-mails.
  • Pay attention towards the work performed by professionals through e-mails.

2. Optimizing personal E-mail use:

  • Expert and managers can take several steps to maximize the efficiency of their company’s email system.
  • These tips extend from pattern of personal email use to serve as a guideline for company-wide email policies.
  • User of electronic mail are encouraged to adopt the same standard of professionalism that dictate the tone and appearance of postal correspondence.
  • Separate the personal mail account from professional one.
  • Monitor size of distribution List to keep them manageable.
  • Establish policies for receiving attachments.
  • Augment your email address to ensure accurate identification.
  • Promptly respond to E-mail messages of any significance.
  • Establish efficient daily e-mail practices.
  • Pay Attention.

3. Proper use of E-correspondence:

  • We deal with different type of email correspondence whether it be for business, for personal use, or for school, we all need to know proper way of sending email to other.
  • E-mail correspondence comes in various colours and designs and it is creative as the sender making it words used in email are like.
  • Small hit match, they can be useful to mend fragile relationships, warm the heart and high the way, or they can ignite whole forest a frame that could cause hence and destruction.

E-mail Etiquette:

  • Basic rules should be kept in mind while addressing people through e-mail.
  • It is very difficult to express the tone in writing. Tone here refers to accent used while writing an e-mail.
  • Be concise while writing an e-mail.
  • A person should stay away from writing abbreviations. A person should be professional while writing an e-mail.
  • Proper grammar and spelling should be used.
  • Before entering the e-mail address, the e-mail should be checked twice.

Advantages of E-mail:

  • Managing e-mails is very easy task.
  • E-mails are delivered very fast from any part of the world.
  • Compared to other modes of communication e-mails are less expensive.
  • E-mail can be filtered easily by the subject line present in e-mail.
  • The level of security and reliability in transmission of e-mail is very high.

Disadvantages of E-mail:

  • Sometimes, sending a mail is time-consuming because organizing and reading of information through e-mail can consume more time and may also act as a hindrance on workers’ productivity.
  • Sensitive information can be send through mail anywhere in the world. It does not matter that mail is sent accidentally or deliberately. This may harm any organisation from security point of view.
  • Sometimes, the meaning conveyed by sender is different from the meaning understood by receiver due to impersonal communication.
  • Sometimes, understanding the e-mails in wrong way i.e. misunderstanding is due to differences in communication.
  • It takes time to destroy hard copy or printed copy but by a simple hard drive crash, all mails can be lost.

Note :

  • E-mail is not the confidential mode of communication. E-mail cannot be replaced by direct as well as face to face communication.
  • E-mails cannot be relied in case of emergency.
  • E-mail is dependent upon internet. Sometimes networks get disturbed and system loses connectivity.

Intranet:

  • The word intra means within or internal.
  • The intranet is a type of information system that facilitates communication within the organisation among widely dispersed departments, division and regional locations.
  • External people cannot access the internet, thus secured.
  • Intranet connects people to gather with internet technologies using web browsers, web servers arid data warehouses in a single view.
  • With a web browser, one can view web pages that contain text, video, other multimedia etc.

Benefits of Intranet:

  • Intranet helps the user to locate and view information easily and faster.
  • It also help to use application relevant to their roles and responsibilities.
  • Intranet allow organisation to distribute information within time so that employees may get link to relevant information at their convenience.
  • Intranet act as a powerful tool for communication within an organisation by both the ways, horizontally as well as vertically.
  • Web publishing helps to understand and access corporate information which is complex and not easily available.
  • Intranet acts as a platform for development of applications to manage business operations and management.
  • Intranet is cost-effective as it saves time, money as well as natural resources.
  • Easy accessibility of information by all authorized users.
  • Each person has an ability to view same information within the intranet, thus promoting common corporate culture.
  • People are updated by latest laws and specifications with the help of intranet.

Purposes of internet:

  1. InternaI communication.
  2. To deliver tools and applications, thus advancing productivity.
  3. Used as a corporate culture-change platform.
  4. Send private messages.

Nature of Management and its Process MCQ Questions

1. The letter written by one party to another, and the answers thereto, make what is called the correspondence of parties such correspondence It done through electronic signals via internet is called …………………………..
(a) Intranet
(b) E-mail
(c) E-correspondence
(d) None of the above.
Answer:
(c) E-correspondence.

2. Full form of HTTP
(a) Hypertext transfer protocol
(b) Hyper transfer text protocol
(c) Hypertext transfer plan
(d) None of the above.
Answer:
(a) Hypertext transfer protocol.

3. ………………………………….. is a networking infrastructure.
(a) Internet
(b) Intranet
(c) Extranet
(d) E-mail
Answer:
(a) Internet.

4. What is the other name for e-corresponclence7
(a) E-mail – correspondence
(b) Electronic -correspondence
(c) Both (a) & (b)
(d) None of the above.
Answer:
(c) Both (a) & (b).

5. Full form of URL is:
(a) Uniform Reachable Locator
(b) Uniform Resource Locator
(c) Uniform Research Locator
(d) Uniform Readable Locator
Answer:
(b) Uniform Resource Locator.

6. First e-mail system was known as:
(a) MALE BOX
(b) MAILBOX
(c) EMAIL BOX
(d) None of the above.
Answer:
(b) MAILBOX.

7. When was FTP (File Transfer Protocol) put in use ……………………….. .
(a) 1952
(b) 1962
(c) 1972
(d) 1982
Answer:
(c) 1972.

8. Which protocol is used to receive mail?
(a) SMTP
(b) POP
(c) HTTP
(d) FTP
Answer:
(b) POP.

9. Which of the following is not the feature of E-mail?
(a) Spam
(b) Search
(c) Signature
(d) Settlement
Answer:
(d) Settlement.

10. Which is not an E-mail etiquette?
(a) Be concise
(b) Be Realistic
(c) Be Professional
(d) Watch your tone.
Answer:
(b) Be Realistic.

11. Which protocol is used by web?
(a) HTTP
(b) SMTP
(c) FTP
(d) POP
Answer:
(a) HTTP.

12. Unsolicited or junk mails are filtered through the option of
(a) Delete
(b) Trash
(c) Spam
(d) None of the above.
Answer:
(c) Spam.

13. WWW stands for
(a) World web-wide
(b) Wide world web
(c) World wide web
(d) None of the above.
Answer:
(c) World wide web

14. Who s called as the “father of E-mail”?
(a) Merrian
(b) Aristotle
(c) Tomlinson
(d) None of the above.
Answer:
(c) Tomlinson.

15. This began as an American experiment in computer communication technology during the cold war and has revolutionised the world.
(a) Fax
(b) SMS
(c) Telegram
(d) Email
Answer:
(d) Email.

16. …………………………. allows a central communication area for the entire company.
(a) Intranet
(b) Internet
(c) Extranet
(d) None of the above.
Answer:
(a) Intranet.

17. ……………………………….. is used in place for paper to communicate.
(a) Internet
(b) Intranet
(c) Email
(d) All of the above.
Answer:
(d) All of the above.

18. Full form of IMAP:
(a) Internet Message Access Plan
(b) Internet Message Access Protocol
(c) Intranet Message Access Protocol
(d) None of the above.
Answer:
(b) Internet Message Access Protocol.

19. Full form of POP:
(a) Post office plan
(b) Point office protocol
(c) Post office protocol
(d) Point office plan.
Answer:
(c) Post office protocol.

20. Which year was watershed year in e-mail marketing?
(a) 1946
(b) 1956
(c) 1966
(d) 1976
Answer:
(d) 1976.

21. Uses of Internet:
(a) Sending e-mail
(b) Teleconferencing
(c) E-commerce
(d) All of the above
Answer:
(d) All of the above.

22. It is an electronic, cost-effective and fastest mode of communication as of today.
(a) Internet
(b) E-mail
(c) E- Correspondence
(d) None of the above
Answer:
(a) Internet.

23. In year the MIT was the first to demonstrate the use of the first e-mail system, known as MAIL Box.
(a) 1965
(b) 1974
(c) 1976
(d) 1968
Answer:
(a) 1965.

24. Full form of FTP is
(a) Full-time protocol
(b) File transfer program
(c) Fun time program
(d) File transfer protocol
Answer:
(d) File transfer protocol.

25. The ……………….. option allows us to share documents, worksheets, presentations, pictures and videos along with the mails
(a) Spam
(b) Interface
(c) Attachments
(d) None of the above
Answer:
(c) Attachments.

26. Which of this is not an advantage of EMAIL?
(a) Managing E-mail is easy
(b) E-mail is fast
(c) E-mail is Inexpensive
(d) Security
Answer:
(d) Security.

27. Purposes of Intranet:
(a) Internet Communication
(b) Send private messages
(c) Used as a corporate culture -change platform
(d) All of the above.
Answer:
(d) All of the above.

28. Full form of HTML is:
(a) Hypertext mail language
(b) Hyper transfer markup language
(c) Hypertext markup language
(d) High time markup language
Answer:
(c) Hypertext markup language.

29. With reference to e-mail, BCC stands for ……………………………. .
(a) Blind carbon copy
(b) Before carbon copy
(c) Before copy carbon
(d) Blind copy carbon
Answer:
(a) Blind carbon copy:
With respect to e-mail, BCC Stands for Blind Carbon Copy. It is used or chosen to send a group or list of people the same message using BCC, which is kindest and least obvious way to send mail short of encryption.

30. Which one of the following is a system of interlinked documents accessed via internet?
(a) Intranet
(b) Extranet
(c) World wide web
(d) Local area network.
Answer:
(c) World wide web:
World Wide Web is a system of interlinked documents accessed via internet. The worldwide web is way of accessing information over the medium of the internet.

31. Which one of the following protocols is generally used in internet
(a) HTTP
(b) HPPT
(c) TTPH
(d) TPTH
Answer:
(a) HTTP:
Protocol generally used in Internet is HTTP. (HyperText Transfer Protocol)

32. ………………….. option forbids unwanted e-mails to enter into the Inbox.
(a) Interface
(b) Spam
(c) Protocols
(d) Jargon.
Answer:
(b) Spam:
Unsolicited or Junk mails can be tittered by using the Spam’ option which forbids unwanted mails to enter your inbox.

33. In which year does US Military Started using improved form of email?
(a) 1965
(b) 1974
(c) 1975
(d) 1972
Answer:
(b) 1974:
It was the year 1974 in which US military started using improved form of email.

34. Who is the founder of E-mail?
(a) Merrian
(b) Tomlinson
(c) Aristotle
(d) None
Answer:
(b) Tomlinson:
Tomlinson is called the “father of e-mail and is credited with its invention.

35. What is the watershed year in the history of e-mail mailoeting?
(a) 1976
(b) 1974
(c) 1972
(d) 1970
Answer:
(a) 1976 :
Year 1976 was a waters head year in the history of e-mail marketing. E-mail services was being offered in the commercial packages and per-minute changes were applicable to those using these services.

36. What is the full form of HTTP?
(a) Hydro Text Transfer Protocol
(b) Hyper Text Transfer Protocol
(c) Hyper Text Transfer Process
(d) None of these.
Answer:
(b) Hyper Text Transfer Protocol:
HTTP refers to as HyperText Transfer Protocol

37. Which of the following is the full form of the abbreviation www?
(a) World wide web
(b) World work web
(c) Wide world web
(d) Web worldwide.
Answer:
(a) World wide web:
The abbreviation ‘www’ stands for World Wide Web which is a system of interlinked hypertext documents accessed via the internet. With a web browser, one can view web pages that may contain text, images, videos and other multimedia and navigate between them via hyperlinks.

38. Choose the correct statement:
(a) Messenger and outlook express are a part of web browsers
(b) The specialists prefer programmes like Eudora
(c) E-mail packages help us to compose and forward messages
(d) All the stated options are correct.
Answer:
(c) E-mail packages help us to compose and forward messages:
Option C is the correct statement i.e. E-mail packages helps us to compose and forward messages through the computer.

39. Choose the incorrect option about e-mail services:
(a) E-mail is a replacement of Teleconferencing
(b) E-mail depends on internet connectivity
(c) E-mail cannot be considered a confidential mode of communication
(d) E-mails are not expensive.
Answer:
(a) E-mail is a replacement of Teleconferencing:
Features of E-mail:
E-mail is an electronic mode of message transmission.
⇒ It has become one of the cost-effective modes of fast communication.
⇒ E-mails are delivered very fast from any part of the world.

Note:

  • E-mail is not the confidential mode of communication
  • It cannot be replaced by teleconferencing
  • It cannot be relied in case of emergency
  • it is dependent upon internet.

So, option A is not correct statement regarding E-mail. i.e. E-mail Is a replacement of teleconferencing.

40. Unsolicited or junk mails are filtered through the option of:
(a) Packages
(b) Spam
(c) Inbox
(d) Attachments.
Answer:
(b) Spam:
Spam: Unsolicited or Junk mails can be filtered by using the ‘spam’ option which forbids unwanted mails to enter your inbox.

41. Who is the founder of E-mail:
(a) Tomlinson
(b) Aristotle
(c) Meridian
(d) None of the above
Answer:
(a) Tomlinson:
Tomlinson is the founder of E-mail and Is credited with its invention.

42. What is the other name of E – correspondence?
(a) Electronic – correspondence
(b) Email correspondence
(c) Both (a) and (b)
(d) None of the above
Answer:
(c) Both (a) and (b):
E-correspondence is also called electronic correspondence and E-mail correspondence. Thus options (a) & (b) are correct.

43. Who is called the ‘Father of E-mail’ and is credited with the invention?
(a) Tomlinson
(b) Merriam
(c) Morse
(d) Aristotle.
Answer:
(a) Tomlinson:
Tomlinson is called the ‘father of email’ and is credited with its invention because he chose the ‘@’ symbol to provide an addressing standard in the form of “user@host”, which is in use till date.

44. Choose the incorrect option about E-mail services?
(a) E-mail is a replacement for Tele-conferencing
(b) E-mail can be considered a confidential mode of communication
(c) E-mails are not expensive
(d) E-mails depend on internet connectivity.
Answer:
(b) Service information system:
E-mail can be considered a confidential mode of communication. This statement is incorrect as sensitive information can be easily shared and distributed within a business. An email can be intercepted by a hacker or go on an incorrect e-mail address and wind up in someone’s else inbox.

45. Which of the following is incorrect about the language of an e-mail?
(a) One should not use jargon unless writing to people of one’s own profession
(b) One may freely use abbreviations
(c) One should use words with positive connotations.
(d) Salutation is not necessary.
Answer:
(b) One may freely use abbreviations:
The language of E-mail:

  • Write short, crisp and focused paragraphs.
  • Use concrete words with positive connotations.
  • Do not use abbreviations and acronyms
  • Don’t use jargon or slang. It can be used if you are communicating with people of same profession.
  • Use short and simple sentences.

46. What is the full form of the abbreviation SIS with respect to communication?
(a) Senior information supervisor
(b) Service information system
(c) Strategic important system
(d) Strategic information system.
Answer:
(d) Strategic information system:
Abbreviation SIS w.r.t. Communication is Security and Intelligence. ServIces SIS are developed in response to corporate business initiative, lise of such communication systems provide business competitive advantage on their competitors as they see provide a good or service in a way that is better than that of their peer.

47. E-mail etiquettes include:
(a) Going into unnecessary details
(b) Watching your tone
(c) Display whatever you have
(d) Being unprofessional.
Answer:
(b) Watching your tone
E-mail etiquettes Include:
→ Mind your manners
→ Watch your tone
→ Be concise
→ Be professional
→ Use correct spelling and proper grammar
→ Wait to fill in the ‘TO’ email address.

48. Which of the following is/are an advantage/advantages of e-mail?
(a) It is cheaper than a letter
(b) It is faster than a letter
(c) Locations do not prove any obstacle in its path
(d) All the stated options are correct.
Answer:
(d) All the stated options are correct.
“Electronic mail” or “e-mail” as it is commonly called the process of sending or receiving a computer file or message by computer modem over telephone wires to a pre-selected “mailbox” or “address” on another computer. E-mail can also be sent automatically to a large number of electronic addresses via mailing lists (through ‘mail-merge option). E-mail messages can range from the simplest correspondence to business presentations, engineering blueprints, book chapters, or detailed contracts. Hence it is cheaper, faster than a letter and location do not create any obstacle.

49. Which of the following protocol is used by the web?
(a) TTPH
(b) TPTH
(c) HTTP
(d) HTPT.
Answer:
(c) HTTP:
The World Wide Web, or simply Web, is a way of accessing information over the medium of the internet. It is an information-sharing model that is built on top of the Internet. The Web uses the HTTP protocol (one of the languages spoken over the Internet) to transmit data. Web services, which use HTTP to allow applications to communicate in order to exchange business logic, use the Web to share information.

50. Which of the following is incorrect about the language of an email?
(a) One should not use Jagran unless writing to people of one’s own profession.
(b) One should use words with positive connotations
(c) Salutation is not necessary
(d) One may freely use abbreviations
Answer:
(d) One may freely use abbreviations:
The use of abbreviations in the Email shall be avoided as far as possible. The statement d is incorrect as freely use of abbreviations should be avoided.

51. Which of the following is a system of interlinked hypertext documents accessed via the internet?
(a) World wide web
(b) Internet
(c) Emails
(d) Extranet
Answer:
(a) World wide web:
World Wide Web is a system of interlinked hypertext documents accessed via the internet.

52. Which of the following is not an advantage of e-mail?
(a) It lacks the personal touch of traditional method of correspondence in business
(b) It is easy to filter
(c) E-mail packages allow us to out, copy and park
(d) In email communication differences in location do not prove to be an obstacle
Answer:
(a) It lacks the personal touch of traditional method of correspondence in business:
Lack of personal touch of traditional method of correspondence is a disadvantage.

53. Advantage of E-mail
(a) Easy to manage
(b) Email is expensive
(c) Can be treated as valuable evidence
(d) Both (a) and (c)
Answer:
(d) Both (a) and (c)
Advantages of an E-mail:

  • Easy to manage
  • Is Inexpensive
  • Easy to filter
  • Transmission is secure and reliable.

54. …………….. option forbids unwanted e.mails to enter into the Inbox
(a) Interstate
(b) Spam
(c) Protocols
(d) Jargon
Answer:
(b) Spam: Spam option forbids unwanted e-mails to enter into the Inbox.

55. This began as a American experiment in computer communication technology during cold war and has revolutionized the world?
(a) Fax
(b) Telegram
(c) Internet
(d) Radar
Answer:
(d) Radar: Radar began as a American experiment in computer communication technology during cold war and has revolutionized the world.

56. Causes unnecessary delays file backups storage problem:
(a) Virus
(b) Spam
(c) Attachments
(d) Emotions
Answer:
(a) Virus
These viruses cause unnecessary delay, storage problems, file backups etc. Ineffective consumer search:
A close look at the e-commerce market.

CS Foundation Business Management Ethics and Entrepreneurship Notes