APPLICATIONS OF INFORMATION AND COMMUNICATION

TECHNOLOGIES
Basic ICT Productivity Tools
COURSE CODE: CS101
SEMESTER: 1ST (FALL 2024)
Lecture 5

Prepared By

Safeer Khan, Lecturer Computer Science

GPGC, Kohat
[email protected]
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 Topic
• ICT productivity tools
• Formal communication tools and etiquettes
• Microsoft office suites ( word, Excel, Powerpoint)
• Google Workspace (Goolge docs, sheets, slides)
• Cloud Storage and file sharing (Dropbox, Google Drive, Microsoft OneDrive)
• Note taking and organization tools (EverNoteand OneNote)
• Video Conferencing (Google Meet, Microsoft Teams etc.)
• Social Media applications (LinkedIn, Facebook, instagrametc)

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 Introduction to Information and
Communication Technology Productivity (ICT) Tools
• ICT productivity tools are essential resources that enable individuals and
organizations to optimize their efficiency and effectiveness in various
tasks.

• These tools encompass a wide range of software and applications designed

to streamline workflows, facilitate collaboration, and enhance productivity
across different domains.

• ICT productivity tools play a vital role in modern work environments.

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 Definition of Productivity Tools
• Productivity tools are software applications or platforms that assist
individuals and teams in carrying out tasks efficiently, with an emphasis
on saving time and automating repetitive processes.

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 Formal Communication Tools and etiquettes
• Formal communication tools are essential for professional correspondence.
• They enable individuals and organizations to convey information in a structured,
clear, and respectful manner.
• Email
• Email is one of the most commonly used mediums for businesses to
communicate.
• Using email management tools — users can eliminate the inflow of
unnecessary communication and gain a focused view of essential tasks and
processes.
• Examples are:
• Gmail
• Microsoft Outlook
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 Formal Communication Tools
Gmail
• It is a free email service provided by Google.
• In many ways, Gmail is like any other email service: You can send and
receive emails, block spam, and perform other basic email tasks.
• But it also has some more unique features that help make it one of the
most popular online email services.
• Creating a Google account is needed to access Gmail because it is just
one of the many services offered by Google to registered users.
• When using Gmail for professional communication, it's important to
use a clear and concise subject line, maintain a professional tone, proof
read emails, and respect recipients' time
• You'll be able to easily access other Google services like Google
Docs, Calendar, Google Meet etc. 6
Formal Communication Tools

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 Formal Communication Tools
KEY FUNCTIONS OF GMAIL
• Email Composition and Sending
• Email Receiving
• Email Organization
• Search Functionality
• Spam Filter
• Gmail includes built-in spam filtering to automatically detect and
move spam emails to the spam folder.
• Integration with Other Google Services:
• Gmail is integrated with other Google services such as Google Drive,8
Google Calendar, Google Docs, and Google Meet
 Formal Communication Tools
• Microsoft Outlook.
• Microsoft Outlook is a personal information manager from Microsoft,
available as a part of the Microsoft Office suite.

• Although primarily an email client, Outlook includes several other features

that enhance its functionality.

• Microsoft outlook is primarily a tool for handling emails but it serves

various other functions such as web browsing, task managing, and
calendaring.
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 Formal Communication Etiquette
• Etiquette, is the code of • Keep messages brief. Use proper
acceptable behaviors users grammar, spelling, and punctuation.
should follow while on the • Be careful when using, as it might be
Internet; that is, it is the conduct misinterpreted.
expected of individuals while • Be polite. Avoid offensive language.
online. • Read the message before you send
it.
• Etiquette includes rules for all
aspects of the Internet, including • Use meaningful subject lines.
the World Wide Web, e-mail, • Avoid sending or posting abusive or
instant messaging, chat rooms, insulting messages.
newsgroups and message boards. • Avoid sending spam, which is the
Internet’s version of junk mail.
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 Microsoft office suits
• Microsoft Office Suites is a powerful collection of productivity
tools that are essential for both personal and professional use.
• Organizations around the world rely heavily on Microsoft office
software to produce documents, spreadsheets, presentations
etc
• Microsoft office is a productivity software suit including four
primary software components, each one specializing in a
particular type of output.

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 Microsoft Office Suit
Office Application Characteristics
product
Word procession software is used with text to create, edit and format
Word
documents such as letters , reports, resumes etc. .
Millions of people use word processing software every day to develop
documents such as letters, reports, mailing labels and newsletters
Spreadsheet software is used to store quantitative data and to
Excel
perform accurate and rapid calculations with results ranging from
simple budgets to financial analyses and statistical analysis.
Presentation graphics software is used to create slides shows for
PowerPoint
presentations by a speaker to be published.
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 Google Workspace
• Google Workspace is a group of online tools made by Google to help
businesses, schools, and organizations work better together.
• It includes things like email, storage for files, online documents, and
video meetings.
• The goal is to make it easier for people to get things done and
communicate, whether they are working, learning, or collaborating.
• GoogleWorkspace includes various tools that facilitate collaboration,
communication, and productivity.
 Some key tools of Google Workspace
• Google Workspace provides a range of tools for communication,
collaboration, and productivity.
• Here are some examples:
1. Gmail: Email service that allows you to communicate with colleagues, clients, and
partners.
2. Google Drive: Cloud storage where you can store, access, and share files, including
documents, spreadsheets, and presentations.
3. Google Docs: Collaborative word processing tool for creating and editing
documents in real-time with others.
4. Google Sheets: Online spreadsheet application for creating, analyzing, and sharing
data.
5. Google Slides: Presentation software for creating and delivering slideshows, often
used in meetings and presentations.
 Some key tools of Google Workspace
6. Google Calendar: Shared calendar for scheduling and coordinating events,
meetings, and appointments.
7. Google Meet: Video conferencing platform for virtual meetings and collaboration.
8. Google Forms: Tool for creating surveys, quizzes, and feedback forms to collect
information.
9. Google Chat: Instant messaging platform for team communication and
collaboration.
10. Google Sites: Website creation tool to build internal project sites, team pages, or
intranet sites.
11. Google Contacts: Managing and organizing contact information for professional or
personal connections.
12. Google Keep: Taking and organizing notes, creating to-do lists, and setting
reminders.
 Google Meet
• Purpose & Use:
• Google Meet is a video conferencing platform developed by Google.
• Its primary purpose is to facilitate virtual meetings, online classes, and
collaborative discussions.
• Users can join or host video meetings, share screens, and collaborate in
real-time.
 Google Meet
• Features of Google Meet:
• Video Conferencing:
• Connect with others through video calls.
• Screen Sharing:
• Share your screen with others during meetings.
• Integration with Google Calendar:
• Schedule and join meetings directly from Google Calendar.
• Secure and Encrypted:
• Google Meet is designed with security in mind, and meetings are encrypted.
• Allotted meeting time:
• 1 hour with free plan; 24 hours with paid plans
• Participants Allowed:
• 1000
• Recording:
• Included; recordings saved to Google Drive
 Google Meet
• Requirements:
• Internet Connection & Google Account
• Web Browser or Google Meet App
• Basic Steps:
1. Download the Goole Meet App or Go to Google Meet Website
(https://meet.google.com).
2. Click on "Join or start a meeting" or enter a meeting code.
3. Allow camera and microphone access.
4. Click "Join Now."
 Google Classroom
• Google Classroom is a specific Learning Management System (LMS)
created by Google.
• It's designed to make it easy for teachers to create virtual classes,
distribute assignments, and communicate with students.
• Students can access their assignments, submit work, and interact with
their classmates and teachers through this online platform.
• It's a helpful tool for remote learning environments.
 Cloud Storage and File sharing
• Cloud storage and file sharing have revolutionized the way individuals
and businesses manage and access their data.

• By storing files and data in remote servers, users can access their
information from anywhere with an internet connection.

• This has led to increased flexibility, collaboration, and efficiency in various

domains.

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 List of cloud storage tools
• Dropbox
• Google Drive
• Microsoft OneDrive
• Amazon Drive
• iCloud
• MediaFire
• Oracle Cloud
• Mega
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 Cloud storage tools

• Dropbox
• Dropbox provides online storage where users can upload and save files.
This storage can be accessed from any device with an internet connection.
• Any Dropbox Basic consumer gets 2 GB of free storage space when they
sign up.
• Dropbox Plus subscribers get 2 TB of storage space in addition to other
benefits.
• Dropbox is available on a variety of platforms, including Microsoft
Windows, Apple MacOS, and Linux, as well as mobile apps for smartphones
and tablets.
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 Cloud storage tools
• Main features and functions of Dropbox:
• Cloud Storage: Dropbox provides online storage where users can upload and
save files.
• This storage can be accessed from any device with an internet connection.
• File Sharing: Users can easily share files and folders with others by creating
shareable links or inviting others to collaborate on specific folders.

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 Cloud storage tools
• Microsoft OneDrive
• Microsoft OneDrive is a cloud storage service provided by Microsoft that
allows users to store files and data in the cloud.
• It enables users to sync files across different devices and access them from
any location with an internet connection.
• Microsoft account users 05 gigabytes of free storage space before giving
upgrade options.

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 Cloud Storage tools
• Google Drive
• Google Drive is a cloud storage service provided by Google.
• It was launched on April 24, 2012. It allows users to store, share files
and synchronize them across devices.
• Google Drive is available on website and application format for multiple platforms such
as Windows, macOS, Android, iOS, etc.
• The Google Drive holds Google's Google Docs Office Suite, which contains Google Docs,
Google Sheets, and Google Slides that allows us to collaborate and edit documents, sheets,
presentations, forms, drawings, etc.
• Files created in Google Docs Suite are automatically saved in Google Drive.
• It offers 15 GB of free storage.
• It also offers some paid plans for 100 GB, 200 GB, 2 TB, 10 TB, 20 TB, and 30 TB storage.
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 Introduction to Ever note and OneNote
• Evernote and OneNote are digital note-taking and organization
applications designed to help users create, collect, and organize their
notes and information.
• Both applications offer a wide range of features to enhance productivity
and streamline the note-taking process

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 Features of Evernote
• Evernote allows users to save articles, and PDFs directly into their notes,
making it easy to reference and access later.
• Users can categorize and organize their notes using custom tags, allowing
for quick and easy retrieval of information.
• Search Functionality
• With Evernote's powerful search feature, users can quickly locate specific
notes based on keywords or phrases.

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 Features of OneNote
• Free from Notes
• OneNote allows users to create notes in various formats such as text,
images, and drawings, providing a high level of flexibility.
• Collaboration Capabilities
• Users can collaborate in real-time on shared notebooks, making it a great
tool for group projects or team collaboration.

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 Introduction to Video Conferencing
• A video conference is a meeting between two or more geographically
separated people who use a network or the Internet to transmit audio
and video data.
• Video conferencing has revolutionized the way we communicate and
collaborate, allowing individuals and teams to connect in real-time
regardless of their geographic location.
• It enables face-to-face interactions, boosting engagement and productivity
in remote work settings.

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 Benefits of Video Conferencing
• Enhanced Productivity
• Video conferencing eliminates the need for travel, reducing time and costs.
• It enhances collaboration among geographically dispersed teams, leading to increased
efficiency.
• Flexible Work Arrangements
• It enables remote work, providing flexibility and work-life balance.
• Employees can participate in meetings and discussions from anywhere with an
internet connection.
• Real-time Communication
• Face-to-face interactions through video conferencing foster better understanding and
convey emotions effectively, reducing miscommunication.

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 Video Conferencing Tools
• Google Meet
• Zoom
• Microsoft Teams

• Google Meet
• Google Meet is a video conferencing platform developed by Google in the
year 2017.
• Its primary purpose is to facilitate virtual meetings, online classes, and
collaborative discussions.
• Users can join or host video meetings, share screens, and collaborate in
real-time. 31
 Features of Google Meet
• Features of Google Meet:
• Video Conferencing:
• Connect with others through video calls.
• Screen Sharing:
• Share your screen with others during meetings.
• Integration with Google Calendar:
• Schedule and join meetings directly from Google Calendar.
• Allotted meeting time:
• 1 hour with free plan; 24 hours with paid plans
• Participants Allowed:
• 1000
• Recording: 32

• Included; recordings saved to Google Drive

 Google Meet
• Requirements:
• Internet Connection & Google Account
• Web Browser or Google Meet App
• Basic Steps:
1. Download the Goole Meet App or Go to Google Meet Website
(https://meet.google.com).
2. Click on "Join or start a meeting" or enter a meeting code.
3. Allow camera and microphone access.
4. Click "Join Now."
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 Zoom
• Purpose & Use:
• Zoom is a popular video conferencing application used for meetings,
webinars, and virtual events.
• Used for various purposes, from small team meetings to large-scale
conferences.
• Zoomoffers features like screen sharing, and interactive whiteboards,
making it suitable for both business and educational settings.
 Zoom
• Features:
• Video Conferencing
• Host or join meetings with video and audio.
• Screen Sharing
• Share your screen with others.
• Chat
• Communicate through text during meetings.
• Virtual Backgrounds
• Add fun or professional backgrounds to your video.
• Allotted meeting time:
• 40 minutes with free plan; 30 hours with paid plans
• Participants Allowed:
• 1000
• Recording:
• Included; recordings saved to local file on device
 Zoom
• Requirements:
• Internet Connection & Zoom Account (Not always required for participants)
• Zoom App or Web Browser
• Basic Steps:
1. Download the Zoom App or Go to the Zoom Website
(https://www.zoom.com/en/products/virtual-meetings).
2. Sign in or join a meeting as a guest.
3. Enter the meeting ID or click on a meeting link.
4. Allow camera and microphone access.
5. Click "Join with Video."
 Microsoft Teams
• Purpose & Use:
• Microsoft Teams is a collaboration platform that includes video
conferencing features.
• Its purpose is to bring together chat, video meetings, file sharing etc.
• Teams is widely used
for virtual teamwork
and communication
within organizations.
 Microsoft Teams
• Features:
• Team Collaboration
• Share files, chat, and collaborate with your team.
• Video Meetings
• Host or join video meetings.
• Channels
• Organize conversations and files by topic in channels.
 Microsoft Team
• Requirements:
• Internet Connection & Microsoft Teams Account
• Teams App or Web Browser
• Basic Steps:
1. Download the Teams App or Access it through the Teams Website (Included in
Microsoft Office 365).
2. Sign in with your Microsoft Teams Account.
3. Join an existing team or create a new one.
4. Start a video meeting or join an existing one.
5. Allow camera and microphone access.
6. Click “Join Now”.
 Common Features
• Video Meetings:
• All three platforms allow users to conduct video meetings, enabling face-to-face
communication regardless of physical location.
• Screen Sharing:
• Users can share their screens to showcase presentations, documents, or other content
during meetings.
• Chat and Messaging:
• Each platform includes a chat or messaging feature for text-based communication,
both one-on-one and in groups.
• Collaboration Tools:
• Google Meet, Zoom, and Microsoft Teams offer collaboration tools such as
document sharing, file storage, and real-time editing for efficient teamwork.
 Uses
• Google Meet:
• Suitable for educators using Google Workspace for Education, businesses using
Google Workspace, and anyone looking for a straightforward video conferencing
solution.
• Zoom:
• Widely used across industries for virtual meetings, webinars, virtual events, and
educational purposes.
• Popular for its flexibility and feature-rich environment.
• Microsoft Teams:
• Ideal for organizations using Microsoft 365, collaboration and combining
communication with file sharing.
 Social Media
• Social media refers to online platforms that allow individuals and groups
to create, share content, information, and ideas in a virtual community.
• It enables users to connect with others, express themselves, and engage in
various forms of communication.
• Social media platforms provide tools and features that facilitate the sharing
of text, images, videos, links, and other forms of multimedia content.
• Virtual Community is an online community having no borders.
Social media is a broad term that refers to any online platform that allows users to
create and share content, and to interact with each other.
Some of the most popular social media platforms include Facebook, Twitter,
Instagram, LinkedIn, and YouTube.
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 Importance of Social Media
• Social media can be used for a variety of purposes, including:
• Communication: Social media can be used to stay in touch with friends and
family, and to connect with people who share your interests.
• News and information: Social media can be used to stay up-to-date on current
events, and to learn about new products and services.
• Entertainment: Social media can be used to watch videos, listen to music, and
play games.
• Business: Social media can be used to promote businesses, products, and
services.
• Social awareness: Social media can be used to raise awareness about social
issues, and to mobilize people for the benefits of community.
• Education: Social media can be used to participate in educational events,
workshops, seminars.
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 Risks associated with Social Media
• Privacy: Social media platforms collect a lot of data about their users, and this
data can be used to track your online activity and to target you with advertising.
• Cyberbullying: Social media can be used to bully and harass others. This can have
a serious impact on the victim's mental health.
• Addiction: Social media can be addictive. People who spend too much time on
social media may neglect their real-world relationships and responsibilities.
• Fake news: Social media can be used to spread fake news and misinformation.
This can have a negative impact on public. Social media have no regulatory
authority.
• Data security: Social media platforms are often targeted by hackers. This can lead
to the theft of personal data, such as passwords and credit card numbers.
It is important to be aware of the risks associated with social media, and to take
steps to protect yourself. You should be careful about what information you share
online, and you should be vigilant about protecting your privacy.
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 Key Features of Social Media
• User Profiles: Users create personal profiles that often include information about
themselves, such as their name, photos, location, interests, and other details.

• Content Sharing: Users can share various types of content, including text posts,
photos, videos, articles, and links. This content can be shared publicly or with a
selected group of followers/ friends.

• Interaction: Social media allows users to interact with each other through likes,
comments, shares, retweets, and other forms of engagement. This interaction
improve conversations and connections.

• Networking: Users can connect with friends, family, colleagues, and even
strangers from around the world. Social networking sites enable users to build
and maintain their online social circles.
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 Key Features of Social Media
• Followers and Following: Many social media platforms allow users to follow
accounts they are interested in, and in return, other users can follow their
accounts. This creates a network of followers and following relationships.

• Real-time Updates: Social media provides a way to receive real-time updates on

the activities and thoughts of people and organizations you follow.

• News and Information: Social media has become a source of news and
information, enabling users to stay informed about current events, trends, and
developments.

• Entertainment: Users can find and share entertaining content, such as memes,
videos, and funny posts.
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 Key Features of Social Media
• Public and Private Conversations: Users can engage in public
conversations visible to all or private conversations through direct
messages or private groups.
• Business and Marketing: Social media is a powerful tool for businesses to
market their products and services, engage with customers, and build
brand loyalty.
• Social issues: Social media has played a significant role in organizing and
spreading awareness about social issues around the world.

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 Types of Social Media Platforms
• Social Networking Sites: Examples include Facebook, LinkedIn
• Microblogging Platforms: Twitter is an example of microblogging
platform that allow users to share short updates or posts.
• Photo and Video Sharing Platforms: Instagram, Snapchat, and TikTok are
popular platforms for sharing photos and videos.
• Video Sharing Platforms: YouTube is the most prominent platform for
sharing and watching videos.
• Discussion Forums and Communities: Reddit and Quora are examples of
platforms where users can engage in discussions and ask questions.
• Blogging Platforms: WordPress and Blogger allow users to create and
manage their own blogs.
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 Important Tools/Applications of Social Media
• List of popular social media platforms are:
• LinkedIn • Pinterest
• Facebook • Reddit
• Instagram • Tumblr
• Twitter • Medium
• YouTube
• TikTok
• Snapchat

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 LinkedIn
• LinkedIn provides a platform for professionals to connect, share insights,
and collaborate on projects. It is a valuable resource for building a
professional network and exploring career opportunities.
• Userscan showcase their skills, receive endorsements, and seek
recommendations to enhance their professional reputation.
• It offers access to industry-specific news, articles, and updates,
allowing users to stay informed about their respective fields.
• The platform is primarily used for professional networking and career
development, and allows job seekers to post their CVs and employers to
post jobs.

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 Facebook
• Facebook facilitates connections with friends and family members,
allowing users to share personal updates, photos, and videos.
• It offers features to create and manage events, celebrate birthdays, and stay
connected during special occasions.
• Facebook can increase your brand's presence in your industry and help
people trust your brand more.
• Facebook advertising can help you build engagement with your target
audience through likes, comments, and interaction

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 Instagram
• A visual-focused platform, Instagram is centered around sharing photos
and short videos.
• Users can follow accounts, like posts, use hashtags, and share "Stories" that
disappear after 24 hours.
• It is a popular platform for sharing photos of food, travel, and fashion.

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 Twitter
• Twitteris a social networking and microblogging service that
allows users to post short messages, known as tweets, and share
them with their follower.
• Twitteris used by a wide range of people, including academics,
students, policymakers, politicians, and the general public.
• People use Twitter for a variety of purposes, including:
• Staying up to date on news and events
• Following business leaders, politicians, and celebrities
• Communicating with friends
• Building relationships with experts.

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Important Tools/Applications of Social Media
• YouTube:
• A video-sharing platform, YouTube allows users to upload, view, and interact with
videos.
• It's used for entertainment, educational content, tutorials, and more.
• Snapchat:
• Primarily used for sharing photos and videos that disappear after a short time,
Snapchat is popular among younger audiences.
• It also features "Stories" and having many filters to enhance photos. allows users to
send photos and videos that disappear after they are watched.

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 Important Tools/Applications of Social Media
• Pinterest:
• Pinterest allows users to discover and save images and links related to their interests on virtual boards.
• Pinterest is a visual bookmarking platform that allows users to save and share images and videos.
• It is a popular platform for finding inspiration for home décor, fashion, and travel.

• Reddit:
• Reddit is a social news aggregation and discussion website that allows users to submit links, vote on posts,
and comment on content.
• It is a popular platform for discussing news, current events, and entertainment.

• Tumblr:
• A microblogging platform, Tumblr allows users to post multimedia content and short-form text entries.
• It's known for its creative and diverse user base.

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Important Tools/Applications of Social Media
• Medium:
• A platform for long-form written content, Medium allows users to write and publish
lengthy articles on a range of topics.
• Discord:
• Originally created for gamers.
• Now Discord has expanded to become a platform for communities to communicate
through text, voice, and video chats.

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Important Tools/Applications of Social Media
• Vimeo:
• It is similar to YouTube, Vimeo is a platform for uploading and sharing videos, often
used by filmmakers, artists, and professionals.

These are just a few examples of social media platforms, and new platforms can emerge while
existing ones can evolve over time. The choice of platform often depends on the target
audience, content type, and communication goals of users and businesses.

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 Reading Assignment
• Advantages and disadvantages of social media
• Global Village and Social Media

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