Using online communication tools effectively

How have online tools changed the way we communicate?

Years ago, if we wanted to communicate with others, we had a few options. We could see people face-to-face. Pick up the phone and speak with them. Or maybe sit down and write them a letter.

These days, it seems like there are so many different online tools to help us connect with others. But each tool helps us do exactly the same as we used to, just in a slightly different way.

We can:

What tools are available?

There are many different apps, websites and tools to help us keep in touch with others. Some are just for communication while others offer other features too. Let's look at some - which of these do you know, or use?

Some of the main forms of online communication tools include:

• Email: Gmail, Hotmail, Outlook and others.
• Online chat in games and on websites.
• Texts and instant messaging: WhatsApp, Facebook Messenger and others.
• Voice calls.
• Video chat: Zoom, Skype, FaceTime and others.
• Social media: Facebook, X, TikTok and others.
• Work-based communication tools: LinkedIn, Microsoft 365, Google Workspace and others.

Which tools should I use?

In the next chapters, we'll look at the different types of tools, and talk a little about some examples. It's good to explore these to see how they work. This can help you decide which ones you think are going to be useful and easiest for you.

We'll cover four types of tools:

What are they?

These tools let us type messages and send them to others. For instance, email, texting or using instant messaging (IM), and online chat.

We can send and receive text-based messages using any of these. But they each work in a slightly different way and are useful in different situations.

In this chapter, we'll compare the three main types.

Email

Think of emails as writing a letter online. They're great for longer or more formal conversations, compared with IM or online chat. You can add a file or document (known as an attachment). Email is useful when you want to formally 'put it in writing' or write to a large group of people.

Don't expect an instant reply to your email. It's not as quick as texting or IM. Plus, people tend to spend more time writing their emails. You won't automatically know when your email has been read. Bear in mind that it is less secure than using IM tools, so think carefully about what you type in your email.

Email platforms include:

• Gmail
• Hotmail
• Outlook (the Microsoft email tool)
• iCloud Mail (for Apple devices)
  
  

You can use these tools on your phone, tablet, laptop or PC. Most phones and tablets have a built-in Mail app - look for the envelope icon. Often, PCs and laptops have email as part of an initial software package. So laptops that use Windows as an operating system might have Microsoft Office installed, which includes Outlook.

You can add other email tools. For mobile devices like phones and tablets, you can find them on the App Store (for iPhones and iPads) or Google Play Store (for Android devices). For laptops and PCs, go into your internet browser and search for the program you want, then download for free.

Texting and instant messaging (IM)

Texting and instant messaging let you send a short text to other people, who receive it (and can reply) straight away. You can add photos, images, emojis or even leave voice messages. These options work well for short chats with friends and family.

Online chat

Sometimes when we visit an online shop, a little 'chat' box appears, asking if we need any help. This is online chat; sometimes it's called 'live chat'.

Think of these 'chat bots' as the digital equivalent of the shop assistant asking if they can help us. If you don't want to chat, just close down this box (usually there's a little X in the top-right corner to do this). But when we are trying to find or use something online, having an instant helper can be useful.

People also use online chat while they are gaming. If you play online games like Roblox and Minecraft, you can chat with other players if you want to. These chats are checked by moderators - people who are responsible for keeping everyone safe while gaming. Chatting to others while you are playing together can be fun, and gives you the chance to make friends with other players.

What is it?

Social media sites and apps help us connect with others in lots of different ways. We can post photos or videos, share text-based thoughts and ideas, and some site offer voice and video calling too.

Tools available in the workplce

Professional IM tools

You can use dedicated work-based IM tools like Slack to send instant messages at work. They work like the social IM apps, so we can have quick chats and exchanges with our work mates. MS Teams and Zoom also include IM. Most companies have a preferred IM tool, so when you start working somewhere new, it's good to find out the one they'd like you to use.

Professional networking tools

Apps like LinkedIn are professional (rather than social) networking sites. People use them to connect with others in their industry to share ideas and join discussions. You can see and apply for jobs advertised here, too. If you are job-hunting or looking for new clients, this type of site can be very helpful.

Digital workspaces

Digital workspace platforms like Microsoft 365 and Google Workspace combine lots of different tools to help you share your work and ideas with others in your team. They've got a range of tools to create, manage, share and store documents and files all in one place. You can use them for video calls, email and instant messaging.

Depending on the setup of your company's digital workspace, you may be able to connect with others and access files from different devices, wherever you are. So if you are 'hot-desking', working from home or elsewhere, you still have access to all your work.