DATA SECURITY AND

CONTROL
Data Security and Controls
Data security is the protection of programs and data in computers and communication
systems, against unauthorized modification, destruction, disclosure or transfer, whether
accidental or intentional.
Data and information privacy Private data or information is that which belongs to an
individual and must not be accessed or disclosed to any other person unless with direct
permission from the owner. Confidential data – data or information held by a
government or organization about people , must be protected against unauthorized access
or disclosure.
Data security core principles
Also referred to as information security. They are; Confidentiality, Integrity and Availability.
Confidentiality
Sensitive data or information like employees’ details, business financial, etc belonging to
the organization or government should not be accessed by or disclosed to unauthorized
people. Integrity
Means that data should not be modified with without owners’ authority.
Availability
Information must be available on demand.
Security threats and control measures
Viruses The term virus stands for: Vital Information Resource Under Siege
A virus is a program that will change the operation of the computer without the user’s
information. Viruses attach themselves to computer files called executable files such that
any time such programs are run a copy of the virus is sent out. So it duplicates itself
continuously.
- A destructive program that attaches itself to other files and installs itself without
permission on the computer when the files are opened for use.
Types of computer viruses
 Boot sector – they destroy the booting information on storage media.
 File viruses – attach themselves to files
 Hoax viruses – come as e-mail with an attractive subject and launches itself when e-mail
is opened.
 Trojans Horse – they perform undesirable activities in the background without user
knowledge.
 Backdoors – may be a Trojan or worm that allows hidden access to a computer system.
 Worms – it attaches it self on non-executable files and it self-replicates clogging the system
memory and storage media. When a document is emailed the worm travels with it and
through that easily spreads to other computers on a network.

Note: The main difference between a virus and a worm is that a viruses attaches themselves
to computer executable files while a worm attaches it self on non-executable files in the
computer. Symptoms of a computer affected by viruses
- Unfamiliar graphics or quizzical messages appearing on screen.
- Program taking longer to load
- Slow – down of the general operation
- Unusual and frequent error messages occurring more frequently
NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO
- Access light turning on for non-referenced devices
- Programs / files mysteriously disappearing
- Executable files changing size for no obvious reason.
- Change in file size
- Loss or change in the file size
- Loss or change of data
- Disk access seeming excessive for simple tasks
- System crash
- Files and programs disappearing mysteriously - Disk access seems excessive for simple
tasks
Sources of virus into the computer system
- Copies of pirated software
- Fake computer games
- Freeware / Shareware and bulletin board programs that have not been checked for viruses.
- Using infected disks from vendors, consulting firms, computer repair shops and main-order
houses.
- Downloading and opening infected files from the Internet.
- Hackers intent on malicious destruction of networked systems to which they have gained
unauthorized.
- Infected proprietary (private) software - Updates of software distributed via networks.
- E-mail attachments
- Contacts with contaminated systems e.g. diskettes, flash disks, CDs, etc.
Control measures against viruses
- Install the most latest version of antivirus software on the computer
- Avoid foreign diskettes in the computer system
- Avoid opening mail attachments before scanning for viruses
- Regular backing-up of all software and data files. Files back-up can be used to restore lost
files in the event of a system failure.
- When opening e-mails, user should not open attachments from unknown senders.
- All unlicensed software should be carefully examined before use.
- Always check for virus on portable disks when used to move files between computers.
Information system failure
Some of the causes include;
 Hardware failure due to improper use
 Unstable power supply as a result of brownout or blackout and vandalism
 Network breakdown
 Natural disaster
 Program failure
Control measures
 Use surge protectors and UPS to protect computer systems against brownout or black
out which causes physical damage or data loss.
 Install a Fault Tolerant system which has the ability to preserve the integrity electronic
data during hardware or software malfunction.
 Disaster recovery plans by establishing offsite storage of an organizations databases so
that incase of disaster or fire accidents, the backedup copies are used to reconstruct lost
data.

NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO

Unauthorized access
Physical access to computer system should be restricted to ensure that no unauthorized person
gets access to the system
Form of unauthorized access:
(i). Eaves dropping / wire tapping This is tapping into communication channels to get
information packet sniffers can eavesdrop on all transmissions and activities on the system
(ii).Surveillance (monitoring)
This involves where a person may keep a profile of all computer activities done by another
person or people. The gathered information is used for other illegal works. Special programs
called cookies are used by many websites to keep track of your activities.
(iii). Industrial espionage
Spying on your competitor to get information that you can use to counter or finish the
competitor.
(iv). An employee who is not supposed to see sensitive data by mistake or design gets it.
(v). Strangers straying into the computer room when nobody is using the computers.
(vi). Network access in case the computers are networked and connected to the external
world.
Control measures against unauthorized access:
1.Encrypt the data and information during transmission
Encryption is a process of encoding a message so that its meaning is not obvious;
decryption is the reverse process of transforming an encrypted message back into its
normal form. Data can only be read by person holding the encryption ‘key’. Alternatively
the terms encode and decode or encipher and decipher are used instead of the verbs
encrypt and decrypt.
2. Reinforce the weak access points like doors and windows with metallic grills.
3. Installing alarm systems and other security devices.
4. Keeping computer rooms locked after hours and when not in use.
5. Restricting access to areas with computers so that only authorized personnel are
allowed to use passwords.
6. Use file passwords
7. Use of magnetic token or ‘SAMRT’ card or fingerprint or retinal scan for identification.
Computer errors and accidental access Errors and accidental access to data and
information may be as a result of people experimenting with features they are not familiar
with. Also people may mistaken printing sensitive reports and unsuspectingly giving them to
unauthorized persons.
Control measures
1. Set up a comprehensive error recovery strategy in the organization.
2. Deny access permissions to certain groups of users for certain files and computers.
Physical theft
This involves the theft of computer hardware and software. It involves breaking into an office
or firm and stealing computers, hard disks, data and other valuable computer accessories by
being taken away by either an insider or an intruder. Most cases of theft are done within an
organization by untrustworthy employees of the firm {Inside job} or by an intruders
(outsiders) for commercial, destruction to sensitive information or sabotage resources.
Control measures
- Employ guards to keep watch over data and information centres and backup.
- Burglar proof the computer room.
NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO
- Reinforce weak access points
- Create backups in locations away from main computing centre.
- Motivate workers to feel sense of belonging in order to make them proud and trusted
custodians of the company resources.
- Insure the hardware resources with a reputable firm.

Trespass
This is the act of gaining access or entering into a computer system without legal permission.
Cracking
Refers to the use of guess work over and over again, by a person until he/she finally discovers
a weak in the security policies or codes of software. Alternatively refers to someone using his
/ her knowledge of information systems to illegally or unethically penetrate computers systems
for personal gain.
Hacking
Refers to when an individual intentionally breaks codes and passwords top gain unauthorized
access into a computer system, but without intent of causing damage. Tapping
Tapping is when someone gains access to information that is being transmitted via
communication links. Any information that is transmitted across a network is at risk of being
intercepted, if appropriate security measures are not put in place.
Phishing: is a form of social engineering where attackers deceive people into revealing
sensitive information or installing malware such as ransomware
Piracy
Is the act of making illegal copies of copyrighted software, information or data.
To eliminate piracy
- Make software cheap, enough to increase affordability
- Use licenses and certificate to identify originals
- Set installation password to deter illegal installation of software
- Enforce laws that protect the owners of data and information against piracy.
Fraud
Refers to leaking personal or organizational information using a computer with the intention
of gaining money or information.
Example of fraud is where one person created an intelligent program in the tax department
that could credit his account with cents from all the tax payers. He ended up becoming very
rich before he was discovered.
Alteration
Refers to illegal changing of data and information with the aim of gaining or misinforming the
authorized users. When a system is compromised the data lacks reliability, relevance and
integrity. Example of data alteration are when students break into system to alter exam results,
or someone breaks into a banking system to change account details or divert money.
Spam
A spam is unsolicited electronic junk mail, often commercial, message transmitted through
the Internet as a mass mailing to a large number of recipients. Is send by a person gaining
access to a list of e-mail addresses and redirecting the e-mail through the Mail Server of an
unsuspecting host, making the actual sender of the spam difficult to trace. Spam is annoying,
but usually harmless, except in cases where it contains links to web sites. Clicking on these
links may sometimes leave your system open to hackers or crackers. Junk – is meaningless
or worthless information received through e-mail
NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO
Description and protection against computer crimes Audit trail
Computer Audit Trails are used to keep a record of who has accessed a computer system
and what operations he or she has performed during the given period of time. Audit Trails
are useful both for maintaining security and for recovering lost transactions. Audit Trails
help to detect trespassing and alterations. Incase the system is broken into by a hacker;
an Audit Trail enables their activities to be tracked. Any unauthorized alterations can be
rolled back to take the system back the state it was in before the alterations
were done

Data encryption
Data encryption is a means of scrambling (or ciphering) data so that it can only be read
by the person holding the encryption ‘Key or ‘algorithm’. The key is a list codes for
translating encrypted data – a password of some sort. Without the key, the cipher cannot
be broken and the data remains secure. Using the Key, the cipher is decrypted and the
data remains secure. Using the Key, the cipher is decrypted and the data is returned to its
original value or state. Each time one encrypts data a key is randomly generated. The
same key is used by the data recipient to decrypt the data. Data encryption is a useful tool
against network snooping (or tapping).

Log files
They are special system files that keep a record (log) of events on the use of the
computers and resources of the information system. The information system administrator
can therefore easily track who accessed the system, when and what they did on the
system.
Firewalls A firewall is a program or hardware that filters information coming through the
Internet and connection into your personal computer or network. Firewalls can prevent
unauthorized remote logins, limit or stop Spam, and filter the content that is downloaded
from the Internet. Some Firewalls offer virus protection, but it is worth the investment to
install Anti-Virus software on each computer. Security monitors These are programs that
monitor and keep a log file or record of computer systems and protect them from
unauthorized access.
Biometric security – is unauthorized control measure that takes the user’s attributes such
as voice, fingerprints and facial recognition. Authentication policies such as signing users
log on accounts, use of smart cards and Personal Identification Number (PIN).

NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO

 WORD PROCESSER
Wordprocesser is an application software used to create, edit , format and print text
documents like letters , reports ,minutes, memo, proposals e.t.c.
Examples of wordprocesser software
• Microsoft word (MS word)
• Word corel
• Lotus pro
• Open office writer
Advantages of word processer (electronic word processer)
• A document can be stored for future use unlike manual papers processing where
document could require writing .
• It has automated features like autocomplete, word-wrap etc that makes typing
easier
• Has best editing tools e.g thesaurus , autocomplete , spelling and grammar checker
• Has formatting features like bolding, italicizing etc which makes document appealing
• Has the ability to import tables and graphics from other applications
• Has the ability to produce multiple copies
Parts of Microsoft word process screen layout/window
Title bar : the top most part containing the title of the document and file type, it also
have other icons like save, undo, redo minimize, restore and close

Menu bar: ribbon that contains list of menus like home, insert design, page layout etc
Tool bar: its just below the menu bar , each menu displays different tools when clicked ,
tools are just the icons representing commands e.g scissors icon represents cut,
B=bolding
,I=italicizing
Status bar : its horizontal strip at the bottom of the application window, it displays
various status information like pages and number of words
Saving word document
Saving refers to storing the created document for future use, its important to save a
document as you work on it to avoid losing it incase of blackouts. There is two types of
saving a documents (i) Save as (ii) Save
Save as: allows the user to save a new document for the first time or change the storage
location of a document
Save : allows the user to save changes/updates on the current documents
Editing word document
Editing refers us to making necessary modifications to the existing word document , Ms
word provides editing tools which are automated. They include
• Spelling and grammer checker: it’s a tool that automatically detects wrong
spelled word and corrects it, as well as correcting grammar, this tool can correct
words only avaible in computer dictionary. The tool always underline the word with
red line indicating wrong spelling incase the word doesn’t exist in the dictionary
green arrow means grammer error or spacing
• Autocorrect and autocomplete: The autocorrect automatically detects wrongly
spelled word and corrects it , while autocomplete completes the word after the user
types few first characters /prefix.
NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO
 • Thesaurus: This tool helps to find word with similar meaning (synonyms) at words
with opposite meaning (antonyms)
• Undo-redo: undo command reverse the mostly recent executed command, re-do
reverts back
Formatting word document
Formatting document refers to enhancing the appearance of document making it neat and
attractive. Word processer has the following formatting
• Text formatting
• Paragraph formatting
• Page formatting
Text formatting
Enhancing the appearance of characters, it includes
• Font colour : changing the colour of texts
• Underlining : putting a line at the base/bottom of a word
• Bolding : make text appear more dark than the rest
• Italicizing : make characters slant forward
• Change case :change characters from capital letter to small and vice-versa other
cases include:
a) Sentence case: first character of a sentence begins with capital latter
b) Upper case: all text in capital letters
c) Lower case: all text in small letters
d) Title case : first character of every word appears in capital letters
• Superscript: refers to a character that appears above the rest e.g 10th
• Subscript: refers to a character that appears below the rest e.g H2O
Paragraph formatting
Paragraph formatting involve entire block of texts , paragraph formatting include:
• Drop cap: marking the first character of a sentence appear bigger and occupy
more space
• Text Alignment: positioning text relatively to the margins. Types of Alignment
include
a) Left alignment : lines of text are aligned evenly along left margins
b) Right alignment : lines of text are aligned ev alignment : lines of text are
aligned evenly along right margins
c) Centre alignment : texts are centered evenly
d) Justification : text are aligned evenly along left and right margins
• Text indenting: it refers to the distance /black space to separate paragraph with
left/right margins. It includes first line indent, full paragraph indent , hanging indent
.
• Line spacing : the vertical distance between lines of text, it includes , single
spacing double spacing
• Bullet and numbering: ordered list
• Columns: the portioned paragraphs into vertical blocks
• Page orientation: the layout of the page on the on the screen and the printout,
two types of orientations include portrait and landscape
• Page numbering: process of inserting sequence of numbers or letters to a page

NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO

 • Footnotes and endnotes: used to provide/explain comments /provide references
for the text in document Tables
A table is made up of rows and columns of cells, used to organize data and present
information. Ms word allows one to create simple to complex table containing text,
grphics etc Formatting tables
It includes
• Merging cells: combining more than one cell within the table row or column
• Splitting cells : subdividing cell into more cells
• Performing calculations: sum, product , count etc
Inserting graphical objects
Graphical objects includes picture/images, they always make your document appealing and
enhance understanding
Graphical objects includes picture/images, they always make your document appealing and
enhance understanding
Types of graphic objects on ms word
• Picture : includes images/pictures saved from storage, digital camera etc
• Shapes : includes lines , circles , banners callouts etc
• Smart art: organizational chart etc
Mail merging
It’s a MS word feature that enables /allow user to create letters, labels and envelopes by
merging main document with external/eternal data source.
Mail merging components
Data source: this is a file with information to be merged into main document e.g names
address of the recipient of letters a letter
Main document : it contains the text and graphics that are the same for each version of
merged document
Printing word document
After creating MS document, you can now print it hard copy
Options printing dialogue box
• Printer type: allow one to choose active printer from the installed printer lists
• Number of copies: allows one to specify number of copies if producing multiple
copies
• Pages: allows one to specify /select page to print e.g page 1 ,2.,4 or current page
only or even and odd pages

NYS INSTITUTE OF SOCIAL STUDIES ICT NOTES –JEREMIAH DEENAMBO

 SPREADSHEETS
Spreadsheets is an application software used to calculate, organize and anlyse
numerical data, it consist of rows and columns
Examples of spreadsheets softwares/applications
• Microsoft excel
• Open office calc
• Orel Quattro pro
• Google sheets
• Lotus 1,2,3
Advantages of electronic spreadsheets
• Utilize aspect of computer like speed, accuracy and efficiency to quickly
accomplish tasks
• Offers large sheets to enter large amount of data
• Utilize the aspect of large storage capacity
• It has the ability to visualize data through charts, graphs e.t.c
• Have inbuilt formulae and function of quick calculations
Components of spreadsheets
Worksheets: worksheet is the spreadsheet worksheets: worksheet
is the spr are which made up of cells rows and columns
Database: collection of related data items organized so as to provide a consistent
and controlled access of data, spreadsheet has database functionality like sorting,
filtering e.t.c
Graphs : this is a graphical or visual representation of data using charts
Application areas of spreadsheets
• Accounting
• Forecasting economy
• Accounting
• Forecasting economy trends
• Mathematical and trends
• Mathematical and scientific analysis Parts of MS excel
• Title bar
• Menu bar – contain list of menus of menus like home,insert home,insert etc
• Formulae bar: texbox where cell entry or formula is displayed while typing
• Cell: an intersection between a row and a column
• Column : vertical arrangement of cell label with ABC
• Row: horizontal arrangement of cells labeled with 1,2,3
• Active cell pointer : cell with thick outlines indicating the active cell
• Worksheet : work area made up of cells row, and column where data is
entered
• Workbook: combination of worksheets
Excel data types
This refers to type of data accepted by spreadsheets, these data types include values
labels, formulae, functions
Labels : a text or alphanumeric character entered into a cell, e.g “name” labels are
used as headers
9
Value: they are numbers which can be manipulated mathematically, they include
currecy date, number e.t.c
Formulae: mathematical expression that calculations or compares values, formulae
must begin with equal sign(=) followed by cell address or operands e.g = B2+D4
Arithmetic operands used by formulae

Sign Name
- Minus
* Multiplication
/ Division
+ Addition
Relational operators
= Equal to
> Greater than
< Less than
<> Not equal to
<= Less than or equal to
>= Greater than or equal

Functions
A predefined formulae that performs simple to complex calculation by just giving them
values called arguments, functions uses keywords like sum, average , min(minimum)
max (maxium) e.t.c, they always begging with equals signs
Cell referencing
Cell referencing is the range /arrangement of cells when creating a formulae or
function. There is three types of cell referencing:
a) Relative cell referencing
b) Absolute cell referencing
c) Mixed cell referencing
Relative cell referencing: this is where the cell range changes when copied /auto
filled to a different location e.g a formulae = A1+B1 is copied to C2 it changes A2+B2
, the formulae changes automatically when copied to reflect new location
Absolute cell referencing: in this case the formulae doesn’t change even if its
copied to another location, it always made by placing a dollar sign before the
reference =$A$A Mixed cell referencing: this combines both absolute and
relative referencing Excel functions
Functions are predefined formulae that users are provided by excel to perform simple
to complex maths. Function uses Key words e.g sum, average etc, they must/always
begin with equal signs
(=) followed by function name then the argument /criteria
The argument/criteria is enclosed in brackets argument/criteria can be value , text or
formulae separated with comma. Function s are categorized into
• Mathematical /trigonometry
• Statistical
• Logical
10
 • Date/time
Mathematical/trigonometry : used to perform mathematical and trigonometry
tasks they include =sum () for addition
• =round () for rounding number to nearest specified decimal point
e.g =Round (49.769,0)= 50
• =sumif() addition with specified condition
Statistical function: used to anal, median, variance standard deviation, they include
• Average(): it gives the mean given numerical values
• Max() : returns the highest number amongst the given values
• Min () returns lowest value amongst given value
Logical functions: this is a function that gives true or false, logical functions include
If () this returns value or label used depending on the criteria set, it returns either
true or false, the if function is the most used for scores and grading other logical
functions include AND, NOT, OR Date and time: used to manipulate date, time
arguments, they include
=today () returns todays date
=now () gives current date and time
Excel charts
Charts are also known as graphs, they sre visually appealing objects generated
from numerical data on worksheets Types of excel charts
• Column chart: displays vertical bars going across the chart horizontally with
values displayed on the y-axis
• Line chart: data points are connected with lines making it easy to see the
trends
• Pie chart: values are shown as a slice of pie or circle, it compares proportions
in a whole e.g percentage
• Bar : resembles column but the bars are horizontally across the chart
• Xy(scatter)
• Stoc

INTERNET AND E-MAIL

Internet is a world-wide computer network linking countless thousands of computer

networks, through a mixture of private and public data and telephone lines
Internet is sometimes called the Information Superhighway because of its large size
and great volume of information that passes through it.
Importance of Internet
 -Increased productivity- Staff in a company don’t waste time moving from one
office to another to pick a document hence promoting output.
 -speedy and inexpensive communication
11
  -Internet provides a speedy, inexpensive and convenient 24-hours world-wide
service means of communication via its electronic mail facility.
 -Improved research tool: Internet is well-stocked research tool, which is able to
provide any kind of information.
 -Sharing of resources and information
 -business transaction
 -leisure
 -news and information dissemination
 -Communication services: It attains three forms as follows; like E-mail, Chat and
Conferencing --Education like Virtual learning whereby students log on to the
Internet to attend classes.
 -Software downloading
 -E-commerce like online shopping, online Banking, online travel, arrangements.
Internet Services
a). E-mail
This is the exchange of electronic letters, data and graphics on the Internet.
b). Electronic learning (E-Learning)
Is the use of technology to deliver learning and training programs using interactive
medias such as, Internet, wireless and mobile media to facilitate learning
c). Electronic Commerce (E- commerce)
Is the trading in the internet where goods and services are sold over the Internet.
Advantages of E-commerce
- Company can access customers all over the world and is not limited by space and
time.
- It has allowed companies to create low cost distribution channel
- It has created opportunity to new companies to enter previously impenetrable
markets.
- Small companies have established websites to auction / advertise their goods
reducing operation costs and increasing sales.
c). World wide web
WWW is a vast virtual space on the Internet where information is made available.
The World Wide Web is driven by two fundamental technologies:
12
  HTTP - Hypertext Transfer Protocol: - controls how Web servers and Web
browsers communicate with each other
 HTML- Hypertext Markup Language: - defines the structure and contents of a
Web page.
 Web pages
 A web page is a single screen of information, which may contain text, images,
animation, sound and video. You view a web page via the web Browser software.
 A website
 Is a collection of web pages, or other resources located on a web server. The first
page on a website is called a home page.
 Web portals – offer specialized services such as searching, e-mail, sports
updates, financial, news and links to selected websites.
 A blog – a website that contains personal information which can easily be
updated.
 Multimedia sites contain photos, movies, music, web TV and internet
radio. They are meant for entertainment.
Examples of WWW Client programs are:
(i). Internet Explorer
(ii). Netscape
(iii). Mosaic
(iv). Lynx
(v). Charlotte
Links
Hypertext - a system of storing images, text, and other computer files that allows
direct links to related text, images, sound, and other data
Hypermedia – (multi-media hypertext system): a hypertext system that supports
the linking of graphics, audio and video elements, and text.

d). Internet fax

Internet provides you with complete fax facilities from your computer. You can
configure fax settings, send and receive faxes, track and monitor fax activity and
access archived faxes.
13
d). Instant messaging - this a messaging service that allows two or more people to
communicate directly. To get the services, you must first register with an instant
messenger such as Yahoo! messenger.
e). Newsgroup
These are organized groups of Internet users who wish to share ideas and interests.
Once you join a newsgroup, you can participate in discussion forums and debates.
f). News media on the net
All major media houses post their daily news on the Internet for clientele to access.
g). Health information
Through Internet we can get latest medical news and research findings for
practitioners and scholars.
h). Music and entertainment on the net
You can listen to music on the web and watch video clips if the computer is
multimedia.
i). Chatting on the net
People can sign into a chat room and exchange ideas freely through discussions.
Try accessing www.try.com to see listings of chat topics you can participate in on-
line.
(l) Searching :Search engines
These are special programs that help the user easily search for information on the
internet.
Common search engines include:
Google (http:// www.google.com )
Hotmail (http:// www.hotmail.com)
Yahoo (http:// www.yahoo.com)
Alta Vista (http:// www.altavista.com)
Excite (http:// www.excite.com/search)
hotBot (http:// hotbot.lycos.com )
Multi-threaded search engines are search engines that allow the user to search
multiple databases simultaneously via a single interface.
Accessing the Internet
Before accessing the Internet, a person must start the Browser software.
14
a) Log-in / Sign – in
Logging-in/signing-in: is the process of authenticating yourself to the computer
so as to be allowed to check the contents (mails) in a mail box.
b) Browsing / surfing
Is the process of accessing Internet resources like web pages and websites, using
URL address or Hyperlinks.
c) Hyperlinks URLs and Search engine
Hyperlink - text or picture on an electronic document that is used to navigate from
one web page to another.
Uniform Resource Locators (URLs) – is the Internet address of a particular
Web page, it connects the user to a particular website.
The URL has two basic parts
 Protocol – standard used to connect to the resource e.g. Hypertext Transfer
Protocol (http://) and file transfer protocol (ftp://). E.g.
http://www.google.co.ke display Google home page is displayed.
 Domain name – name of the web server where the resource is located.

d) Downloading / saving / printing web content

Success of finding what you want online increases with experience.
Downloading
Is the transmission of data files or applications from the server on the Internet to
your local computer.
Free ware or shareware
Are software available on the web for free downloading. You do not have to pay to
use them.
Printing
To print a file, open it in the application in which it was created then send it to the
printer for printing. You can also print a web page directly from the browser window
by clicking File then Print.
Electronic Mail (E-mail)
 E-mail refers to the sending and receiving of electronic letters and documents
on the internet.
15
  E-mail software
 E-Mail software falls under special application packages communication software
specifically designed and developed to help a person to compose, send and
receive (read) text documents on the internet. Both the sender and the receiver
MUST have an e-mail address.
 The e-mails are usually stored in separate folders as described below:
 Inbox – all incoming e-mails are stored here.
 Outbox – contains e-mails that are waiting to be sent.
 Sent – contains the e-mails that have already been sent.
 Drafts – contains e-mails that have being worked on, and are not yet ready
been sent.
 Deleted items – contains e-mails that have been deleted. You can recover a
deleted e-mail as long as you have not emptied this folder.
 Spam – contains mails from suspected sites e.g. may contain computer viruses.
An e-mail address directs the computers on the Internet on where to deliver the e-mail
messages. A typical e-mail format is described below:
Format: Username@Internat_address
Example: [email protected]
[email protected]
Each user ID is made up of two components: Username and Internet domain
separated by an @ sign.
1) fauzifa – is the User name/ personal identifier and is usually coined by the user
during e-mail account registration.
2) @ is the symbol for ‘at’ which separates the username from the rest of the
address.
3) Yahoo.com – is the name of the Host computer in the network i.e. the
computer on which the e-mail account is hosted.
4) The period “.” Is read as dot and is used to separate different parts of the e-
mail address.
5) Com identifies the type of institution offering a particular service(s) and is called
the domain name.
6) .ke - is the country indicator.
16
 Other domain names are
.com – commercial institution .ke – for Kenya
.gov – government .ug – for Uganda
.net – network centre .tz – for Tanzania
.edu – educational institutions .jp – for Japan
.mil – military site .au – for Australia
.org – organizations .uk – for United Kingdom, etc.
Most network addresses end with a
country code, such as:
The two letter extension is added after the domain name to show the country where
the cite is located e.g. [email protected]

E-mail facilities
1). Mails
a) Checking mails
In order to check mail the user has to open the e-mail account by providing the
correct user name and password.
b) Compose e-mail
Composing implies writing. To compose click the compose command. The command
header element in the new e-mail window are:
 To: here, you enter the e-mail address of the recipient.
 From: here, your e-mail software will enter your address automatically.
 Subject: should contain a few words outlining the nature of your message.
It is not mandatory to enter something here, but it generally helps the
recipient to know what is contained in the e-mail.
 Cc: stands for Carbon Copy, and is used to copy an e-mail to other
recipients. The main recipient is able to see who the e-mail has been copied
to.
 BCC: stands for blind Carbon Copy, meaning that a copy of your message is
sent to an extra address, without any indication of that action appearing in
the main recipients copy of the message.

17
  Date: the date and time the message is sent are indicated automatically
from e-mail software.
 Attachments – the name and location of any file you may be sending along
with the e-mail
c) Sending e-mail
To send mail, type the correct e-mail address of the recipient in To: text box, type
your letter then click Send command.
d) Forward e-mail – a received mail can be forwarded to another recipient. After
reading click Forward command and then provide the address of the recipient.
2). File Attachment
E-mail software enables a person to attach other files like pictures, music, movie clips,
etc. the source of attachment files can be from the hard disk or other storage devices
3). On-line meeting
It’s possible to hold on-line meeting with people by sending mails to them. E.g. on-
line interviews may involve a person sending electronic mail composed of interview
questions to a recipient who can read and question back.
4). Telephone messages
Because of integration between mobile telephony and the Internet technology,
wireless Access Protocol (WAP) makes it possible to send e-mail to a mobile handset
and a mobile message to e-mail account.
5). Contact management
Most mails programs allow the user to develop an address book which holds contact
information like e-mail address of different people.
Accessing Information on Emerging Issues
Internet is a storehouse of information, presented in the from of text, documents,
pictures, sound and even video. Emerging issues refers to things like HIV/Aids, drug
Abuse, moral issues and environmental issues.
Effect of internet on the society
Although internet is such an important resource, it has also brought with it some
challenges. These include;

18
 Accessibility of dirty sites such as pornography by the young hence affecting
their morals. The solution is to restrict the known offensive sites using filter
programs such as CyberPatrol, Cybersitter or net Nanny.
 Security and privacy – Internet has made it easy for criminals to illegally
access organizations private information hence posing security concerns. To
improve on security, install a Firewall and antispyware programs.
 Spread of malicious software – which includes Viruses, Trojan horse and
worm. This results in frustration and loss of data. Install Internet security
program and update it regularly.

19