Communication

Communication with Other ICT users Using E-mail

E-Mail

Uses:

 Email is a technique of sending and receiving messages and files via the Internet.

 It is employed in personal communication, business communications, and marketing.

 Acceptable language must be used based on the email's recipient, for example,

professional when composing a work-related email.

 Employers frequently establish requirements for professional language, substance, and

email frequency.

 Email security is critical to preventing sensitive data from being accessed or

manipulated.

 Netiquette is the proper conduct and politeness when using email.

o Don’t be abusive

o Don’t send spam

o Be clear and concise with your message

o Remember that posts are usually public and can be read by anyone.

o Always check your spelling and grammar.

o Respect people's privacy and do not discuss or publish information that might

embarrass somebody.

o Forgive people’s mistakes

o Do not use CAPITAL LETTERS to highlight comments

o Do not plagiarize
o Do not use too many emoticons, as they might annoy your readers.

 Email groups enable mass communication to a specific group of subscribers.

Guidelines set by employers:

 It is up to companies to decide if personal emails should be permitted on their systems

 Companies may specify which company devices are allowed to be used

 There needs to be a company standard style when sending emails

 It must be made clear what email content is not permitted

 Employees should be told only to use their accounts when sending emails

 There must be clear rules regarding the confidentiality of information

 Staff need to be aware of the method and duration of storing emails

 Incoming emails should only be read by the recipient

 Company policy on how to deal with and prevent viruses must be laid out

 Monitoring of emails may be carried out, and staff must be aware that the company has

the right to read all emails

 Suitable ongoing training will take place to ensure staff follow company policy at all

times

Carbon Copies (Cc) and Blind Carbon Copies (Bcc)

 Carbon copies are used to send the email to multiple recipients.

 Blind carbon copies are made to send the email to multiple recipients without them

acknowledging that it has been sent to other recipients.

 Forward enables users to send an already existing email to a new recipient.

 To attach files to be sent with an email, we make use of Attachments.

Spam
 It is defined as any unwanted email delivered via the Internet. These can range from

annoying to genuinely harmful, as they may contain viruses.

The main disadvantages are:

 wasting time

 annoying people

 using up valuable bandwidth on the internet, thus slowing it down

 may have viruses or be a part of a phishing scam

 can take up significant space in user inboxes

To minimize the spam you receive:

 use spam filters

 avoid disclosing your email address publicly

 don’t click on links in spam emails or reply to them

Effective Use of the Internet

Characteristics of the Internet:

 Allows individuals from all around the world to connect and chat with one another

instantaneously

 It runs on a distributed network design, which means a single central authority does not

control it.

 It is mainly used for transmitting data in a variety of formats, such as text, photos, audio,

and video.

Uses of the Internet:

 A vital communication tool that allows people to communicate via emails, instant

messaging, and other means.

 It acts as a massive database of information on almost any subject

 The Internet has transformed business by offering a platform for online purchasing,

electronic payments, and digital transactions, allowing enterprises to reach global

consumers.

Advantages of the Internet:

 users have access to an incredible amount of information, empowering them to learn

 enables individuals and businesses to connect and communicate with people from

different parts of the world in real-time

 the Internet has made many things easier to complete, thus providing simplicity and

effectiveness

Disadvantages of the Internet:

 Raises data security and personal privacy hazards through the possibility of identity

theft, data breaches, and online monitoring.

 The spread of propaganda, fake news, and misinformation due to the simplicity with

which content can be created and distributed online.

 The digital divide resulting from unequal Internet access threatens to widen existing

disparities.

The differences between the internet, intranet, and extranet:

 Definition:

o The Internet is a vast network of linked computer networks and gadgets that

communicate with one another using the Internet Protocol Suite (TCP/IP).

o The intranet is a secure network that operates within an organization using internet

technologies and protocols, such as TCP/IP.

o Extranets are managed private networks that can give access to third-party users and

give users, such as partners, suppliers, or clients, safe access to a portion of the

intranet.

 Accessibility:

o The Internet is open and accessible to the public, allowing users to access a wide range

of information, services, and resources worldwide.

o Intranets are restricted to internal users and typically secured by firewalls and other

security measures to maintain the security of critical corporate data.

o Extranet provides authorized external users only limited access, in contrast to the

internet, which is public, or the intranet, which is entirely restricted. To access the

extranet, these users need a secure login.

 Purpose:

o The Internet acts as a hub for intercultural dialogue, the sharing of knowledge, and

access to a range of Internet resources, including websites, email, social media, online

shopping, and more.

o An intranet's main goal is to make it easier for employees to communicate, work

together, and share information.

o Extranets make it easier for external stakeholders to collaborate and communicate with

a company. It enables the organization and its reliable clients or partners to share

information, documents, and resources securely.

Many use the terms “Internet” and “World Wide Web” interchangeably. However, they

can’t be used in the same context:

 - The internet refers to the global network of computers and other devices connected

through routers and servers. However, the World Wide Web is a collection of websites

and webpages accessed via the Internet.

 Blog:

o It is a website or section of a website that continually shares new information, frequently

written informally or conversationally, similar to a journal.

o usually presented in a reverse chronological manner

o usually managed by individuals or small groups

o allow for reader comments, facilitating some level of discussion

o often focus on specific topics, such as food, travel, fashion, technology, or personal

experiences

o also serve as a platform for sharing opinions or insights

 Forum:

o an online discussion site where people can hold conversations in the form of posted

messages

o often organized around specific topics or interests and divided into categories known as

threads

o primarily focused on peer-to-peer interaction

o may require users to create an account before posting

o can be moderated or unmoderated

 A moderated forum is an online discussion forum in which an administrator checks

posts before they are allowed to be posted.

 The internet is essentially a huge unmoderated forum. No one ‘owns’ the internet, and it

is essentially not policed.

 Wiki:

o a type of website that allows users to add, remove, or edit content

o designed to facilitate collaboration and knowledge sharing from many people

o holds information on many topics which can be searched

o posts are not in chronological order

o structure is determined by the content or its users

o The most famous wiki is Wikipedia, an online encyclopedia

o changes can be tracked and reverted if necessary, and the content is usually written in

a neutral style

 Social networking:

o platforms where users can connect with others and share content

o include platforms like Facebook, Twitter, Instagram, and LinkedIn

o require users to create a profile and allow them to share text, images, videos, and links

o facilitate interaction, collaboration, and information sharing on a large scale

o privacy settings allow users to control who can see their content

The Functionality of the Internet

 Internet service providers (ISP): A company that provides internet access. Typically, a

monthly fee is charged for this service. Users' accounts are created when registering

with an ISP and acquiring login information such as user ID and password.
 Uniform Resource Locator (URL): The address of a web page on the WWW. It is a

text-based address that uniquely identifies the location of any resource available on the

internet. The three main components are:

 Protocol:

o It is the communication protocol used to transfer data between the client and the server

o E.g. HTTP, HTTPS, FTP, and others

 Domain:

o it is the name of the server where the resource is located

o it can be a name or an IP address

 Webpage/file name:

o it is the location of the file or resource on the server

o it can contain the name of the file or directory where the resource is located

 A URL looks like this:

o protocol://domain/path/filename

o E.g. https://www.hoddereducation.co.uk/IGCSE/ICT is a URL that consists of the

HTTPS protocol, the domain name "www.hoddereducation.co.uk", the path is “IGCSE”

and the filename is “ICT”

 A hyperlink is a word/phrase/image which references data that the reader can follow by

clicking or tapping, usually taking you to another web page

 A web browser is a software application used to locate, retrieve, and display content on

the WWW, including web pages, images, video, and other files

Use of Search Engines

 There are two fundamental methods for obtaining information via the Internet. The first

method is to enter the URL if you know the website's address. If you don't know where

to look, the second option is to employ a search engine to locate the information you

seek.

 Advantages of using the Internet to find information

o information tends to be up to date because it is quicker and easier to amend

o The Internet has vast amounts of information

o searching for information using a search engine is fast and easy

o people can look for information in the comfort of their own home

o information on the internet is essentially free of charge

o webpages may have multimedia elements, making learning more interesting

 Disadvantages of using the Internet to find information

o it isn’t regulated; anything can be posted

o always the risk of accessing inappropriate websites

o too easy to be distracted by the many distractions available on the internet

o Some research skills are lost when using the internet, as search engines do all the work

for you.

Speed of Searching

 Search engines may scan billions of online pages to locate matches to your search

query in a fraction of a second.

 Your internet connection and the effectiveness of the search engine's algorithms

influence the speed.

Amount of Information
 Because search engines can deliver a deluge of information, utilising particular and

relevant search phrases is critical.

 Adding quotation marks for specific phrases, "+" signs for required terms, and "-" signs

for omitting terms can help narrow the search.

Finding Relevant and Reliable Information

 The search engine algorithm determines the relevancy of information by considering

parameters such as keyword frequency & page quality.

 Reliable information is often obtained from recognized sources such as educational,

government, or well-known industry websites.

Evaluating Information Found on the Internet

 Although the internet provides much information, not all are genuine or dependable.

 Consider the source's reputation and trustworthiness when determining the

information's dependability.

 Check the accuracy of information by comparing it to other reliable sources.

 Assess whether the information is skewed, keeping an eye out for views pushing a

particular point of view.

 Check if the material is current, as obsolete information might be deceptive.

Internet Protocols

Protocols are rules on which the sender and recipient agree when data is exchanged

between devices.

1. Hypertext transfer protocol (HTTP): when a web page is being accessed, entering

http:// at the front of an address tells the web browser that ‘HTTP rules’ for

communication are to be obeyed.

 2. Hypertext transfer protocol secure (HTTPS): A secure version of HTTP that

encrypts data for security.

3. File transfer protocol (FTP): network protocol used when transferring files from one

computer to another over the internet. It is similar to HTTP, but the protocol specifically

transfers files.

4. Secure sockets layer (SSL): a protocol that allows data to be sent and received

securely over the internet.

Risks of Using the Internet

 Inappropriate and unlawful content: The internet may attract people to potentially

dangerous or illegal materials.

 Data restriction: Parental, educational, and ISP restrictions can all be used to restrict

access to specific information or websites.