Unit 207- Use Electronic Message Systems
Unit 207 Theory: Use Electronic Message Systems
1.1 Describe the main types of electronic messages
The main types are answering machines/phones. This is what we use primarily. There is also instant messaging such as digital conferences, email, text messages that can be delivered to our office phone and email.
On an answering machine, the customer calls the number, and upon not being able to get through to the number, they leave a message, which can be replayed later, pending a call back from us when we are free to do so.
A digital conference is a form of electronic face to face communication. This is done through a computer and a webcam, so the communicating parties can see each other and any objects of discussion.
Text messages are electronic messages composed of solely text. They are quick, cheap, but they are not as direct as just calling someone on the phone.
Email is Electronic Mail, sent from one computer to another. Email is a useful tool in the office as it provides us with important service alterations, updates, announcements, and keeps us informed of any incidents on the tracks.
1.2 Describe the different features of electronic message systems:
· fast, instant, (providing the other party has read or seen the message)
· Instant messaging chat pops up on the computer screen when you receive a message.
· Emails come direct to your computer and are easily accessible.
1.3 Explain the purpose of keeping an electronic message system up to date
Old emails take up space and should be deleted after so long, in order to free up space. Under the data protection act, we should only keep customer information for as long as it is needed. Likewise, we also have a shredder to get rid of printed bookings with sensitive information.
1.4 Describe how to use an electronic message system to check and delete or discard messages
At our workplace, we use the northern rail email system. When we log into the computer, once
1.1 Describe the main types of electronic messages
The main types are answering machines/phones. This is what we use primarily. There is also instant messaging such as digital conferences, email, text messages that can be delivered to our office phone and email.
On an answering machine, the customer calls the number, and upon not being able to get through to the number, they leave a message, which can be replayed later, pending a call back from us when we are free to do so.
A digital conference is a form of electronic face to face communication. This is done through a computer and a webcam, so the communicating parties can see each other and any objects of discussion.
Text messages are electronic messages composed of solely text. They are quick, cheap, but they are not as direct as just calling someone on the phone.
Email is Electronic Mail, sent from one computer to another. Email is a useful tool in the office as it provides us with important service alterations, updates, announcements, and keeps us informed of any incidents on the tracks.
1.2 Describe the different features of electronic message systems:
· fast, instant, (providing the other party has read or seen the message)
· Instant messaging chat pops up on the computer screen when you receive a message.
· Emails come direct to your computer and are easily accessible.
1.3 Explain the purpose of keeping an electronic message system up to date
Old emails take up space and should be deleted after so long, in order to free up space. Under the data protection act, we should only keep customer information for as long as it is needed. Likewise, we also have a shredder to get rid of printed bookings with sensitive information.
1.4 Describe how to use an electronic message system to check and delete or discard messages
At our workplace, we use the northern rail email system. When we log into the computer, once