Office Secretaryship - E-Mail Services | 11th Office Management and Secretaryship : Chapter 8 : Secretarial Correspondence

Chapter: 11th Office Management and Secretaryship : Chapter 8 : Secretarial Correspondence

E-Mail Services

Follow up action of email is very important because it is concerned with keeping track of mail.

E-Mail Services:


Post Information Follow Up e Mail:


Follow up action of email is very important because it is concerned with keeping track of mail. This makes an enquiry whether the letter is replied or not.

There are four primary objectives for a follow up e mail:

1.           Need Information: Post Information follow up mail is sent to have a status update on a deal, or determines whether the job is assigned or not.

2.           Request a meeting: A request for meeting can be forwarded to have discussion with the receiver of the mail.

3.           Just to catch up: This mail is sent to get clear cut idea about the thoughts of the receiver or to receive feedback.

4.           Say Thank you: This follow up message can be mailed to a particular person when he does favour to the company.


Live Video Call- Live Chat:


A video conference is a live, visual connection between two or more people residing in separate locations for the purpose of communication. Video conferencing provides transmission of static images, text, full motion video images and high-quality audio between multiple locations.

Consumer services-like Apple’s Face Time, Google’s Hang outs and Microsoft’s Skype have made video conferencing ubiquitous on desktops and mobile devices that have an embedded camera. In the business world desktop video conferencing is a core component of unified communications applications and web conferencing services, while cloud based Virtual meeting room services enable organizations to deploy video conferencing with minimal infrastructure investment.


Video Chat:


Video chat is an online face to face, visual communication performed with other Internet users by using a web cam and dedicated software.

The term stemmed from programmer that evolved from text based chats to incorporate two way video interactions. Video chat is usually used when Video based communication is incorporated. Video Chat is also known as Video Conferencing and Video Calling.

Although video chat mainly refers to point-to-point interaction, as with the case of Face Time and Skype, it can also be used for multi-point (one-to-many) interactions; one typical example is Google Hang outs.


Benefits of Video Calling (Conferencing):


For business the tangible benefits of Video Conferencing include lower travel costs especially for employee training – and shortened project times as a result of improved communications among team members.

The intangible benefits of video conferencing include more efficient meetings with the exchange of non-verbal communications and a stronger sense of community among business contacts, both within and between companies, as well as with customers. On a personal level, the face-to-face connection adds non-verbal communication to the exchange and allows participants to develop a strange sense of familiarity with individuals they may never actually meet in person.


Auto Call Back Up:


In telecommunication, an automatic callback is a computer telephony calling feature that permits a user, when encountering a busy condition or other condition where the called individual is unavailable, to instruct the system to retain the called number and to establish the call when there is an available line or when the called number is no longer busy. Automatic call back may be implemented in the terminal, in the telephone exchange, or shared between them. To activate the call back service, a call should be made to the local access number, let the phone ring once, and then hand up. This is a signal to the call back computer to call the speakers back and give them a dial tone on their local phone network.




A website is a collection of related web pages, including multimedia content, typically identified with a common domain name and published on atleast one web server. A website may be accessible via a public Internet Protocol (IP) network such as the internet, or a private local area network (LAN), by referencing a Uniform Resource Locator (URL) that identifies the site.

Websites can have many functions and can be used in various fashions; a website can be a personal website, a commercial website for a company, a Government website or a net profit organization website. Websites are typically dedicated to a particular topic or purpose, ranging from entertainment and social networking to provide news and education. All publicly accessible websites collectively constitute the worldwide web, while private websites such as a company’s websites for its employees, and are typically a part of an internet.

Web pages, which are the building blocks of websites, are documents, typically composed in plain text interspersed with formatting instructions of Hypertext Markup Language (HTML, X HTML). They may incorporate elements from other websites with suitable markup anchors. Web pages are accessed and transported with the Hypertext Transfer Protocol (HTTP), which may optionally employ encryption (HTTP secure, HTTPs) to provide security and privacy for the user. The user’s application, after a web browser, renders the page content according to its HTML, Markup instructions on to a display terminal.

Hyper linking between web pages conveys to the reader the site structure and guides the navigation of the site, which often starts with a home page containing a directory of the site web content. Some websites require user registration or subscription to access content. Examples of subscription websites include many business sites, news websites, academic journal websites, gaming websites, file sharing websites, message boards, web based e mail, social networking websites, websites providing real-time stock market data, as well as sites providing various other services. As of 2017, end users can access websites on a range of devices, including desktop and laptop computers, tablet computers, smart phones and smart TVs.


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