CHAPTER 10

COMMUNICATION
EMAIL

 Electronic mail (email or e-mail) is a method of exchanging messages between people

using electronic devices.
 Email was thus conceived as the electronic version of, or counterpart to, mail
 Email became a ubiquitous (very widely used) communication medium, to the point that
in current use, an email address is often treated as a basic and necessary part of many
processes in business, commerce, government, education, entertainment, and other
spheres of daily life in most countries.
 Email is the medium, and each message sent therewith is called an email
 Constraints

Communicate
with other ICT
users using Spam
email

Email
Group
CONSTRAINTS

• Many rules that need to be follow when using email

• To ensure the security of the message sent
• To prevent people from writing things that are regarded as unacceptable
• Law
• Acceptable Language
• Copyright
• Security & Password Protection
• Netiquette
ACCEPTABLE LANGUAGE

 Email containing the following are deemed unacceptable:

 Swear words
 Threats
 Racist comments
 Obscene images
 Illegal materials
 Any offensive contents
COPYRIGHT

 Emails are subjected to copyright laws

 Just because its easy to forward does not mean it is always legal to do so
 Sending copyrighted text, images or other files over email is illegal unless with permission from the owner
SECURITY & PASSWORD PROTECTION

 Use strong password

 Change password regularly
 Use spam filters
 Running anti-virus
NETIQUETTE

 Short form of internet etiquette

 Refers to the need of respecting other users when posting conversation online
 It entails
 Don’t be abusive
 Don’t sent spam
 Don’t use CAPITAL LETTERS when commenting ( this means you are shouting)
 Don’t plagiarize
 Don’t use too many emotions as they might annoy your reader
 Respond quickly to an email message
 Senders should check for spelling and grammatical errors.
 Avoid humor as some people may not understand the joke.
 Senders should consider what they write as content in an email could be misunderstood or taken out of context.
OTHER EMAIL OPERATIONS

 Apart from the person you are sending the email to, there are other options available, such as:
 carbon copies (cc)
 blind carbon copy (bcc)
 forward
 attachments
CARBON COPIES (CC) AND BLIND CARBON COPIES (BCC)

 The difference between carbon copies (Cc) and blind carbon copies (Bcc) is that he Bcc address details are
invisible to everyone receiving the email, apart from the Bcc recipient.
 However, all recipients in a Cc list, can be seen by all other recipients.
 The use of Cc is really just netiquette; those on the ‘To’ are the main recipients and those in the ‘Cc’ list are
interested parties.
 Bcc is often used as a security measure when using email groups.
 When sending an email to many recipients, the following is an added security to keep the addresses of everyone
safe:
 Put your own email address in the ‘To’ field.
 Set up an email group containing all the recipients and give it a name; then store this.
 Put this named email group in the ‘Bcc’ field.
 This will provide some additional protection, because anyone seeing the email (authorised or unauthorised) will
not be able to see the email addresses of the individual recipients.
FORWARDING OF EMAILS
 Forwarding of emails should be treated with great care.
 Suppose your name is Dave and you work for a company with the domain hothouse-design.co.uk.
 You have been given a company email address box where all your emails are received: [email protected].
 You have decided to forward all of your emails to [email protected] where you can read them at your leisure.
 This means that all your emails, including spam, will be sent to this yahoo address.
 Two problems exist here:
 1 Some internet service providers (ISPs) do not recognize the true source of emails and regard all emails as actually
coming from the hothouse-design.co.uk domain, including spam, because they will have been forwarded from that
domain.
 2 Some ISPs have spam filters in place based on email volumes from just one address.
 Both outcomes are undesirable, because there will now be an increased risk that many of the emails sent to the Yahoo
address will be spam.
 You could end up being blacklisted by your ISP.
ATTACHMENTS

 Always treat attachments with great caution. Spam and phishing emails can potentially contain malicious
attachments.
 Your computer can become infected if the attachment contains an executable file.
 It is also important to remember when sending attachments that the ISP will have a limit on the size of file that can
be sent.
 Emails were never intended to include large files.
SPAM

 Unsolicited email sent over the internet

 Often sent out to multiple recipients
 Can contain virus
 Mobile phone-SPAMS (spam SMS)
WHY SPAM NEEDS TO BE PREVENTED

 Uses up people’s time

 Generally annoys people
 Use up valuable bandwidth on the internet, slowing it down
 Can have viruses attached
 Can be a phishing scam
 Can clog up users’ inboxes
HOW TO PREVENT SPAM

 Use spam filters

 Never reply to spam email
 Use disposable email
 Be careful about giving out main email address
 Never reveal email address on website
 Try to avoid opening spam emails and clicking on links in spam messages
EMAIL GROUP

 List of contacts that would receive the same emails

 Advantages
 Easier- only need to use the single group name as recipient
 Areas of interest- target email to specific groups
 Ensure all correct people receive email
 Saves a lot of time
10.2 EFFECTIVE USE OF THE INTERNET
INTERNET

 World wide connection of network

 Allow user to:
 Send and receive email
 Chat online
 Transfer files from computer to computer
 Browse the world wide web (www)
INTRANETS

 Private internet
 Outsiders can’t connect
 Exist between building & company
 Need login id & password before can start using it
REASON FOR ADOPTING INTRANETS RATHER THAN INTERNET

 Safer- less chance for hacking & viruses

 Possible to prevent certain websites
 Easier to send out sensitive message
 Better bandwidth
INTERNET VS INTRANET
CLOUD STORAGE

 Method of data storage

 Stored on offsite servers
 Data can be accessed anytime
 Data redundancy
TYPES OF CLOUD STORAGE

 Public Cloud
 Clients and service providers are from different entities
 Example: Google, Amazon, IBM, Microsoft
 Private Cloud
 Clients and service providers operates as single entity
 Server can be located at client’s place, or provider’s place
 Hybrid Cloud
 Combination of public & private
 Less sensitive data can be transferred to public cloud
 Advantages Disadvantages
• Data can be accessed anytime ( with • Security aspects
internet) • Data privacy
• No need to carry external storage • hacking
devices • Need a good internet connection
• As a remote backup • Cost can be high
• Allow recovery of data • Potential failure
• Almost unlimited storage capacity
GENERAL INTERNET TERMS

 WWW
 HTTP/HTTPs
 Web browser
 URL
 FTP
 ISP
 Search Engine
WWW

 World wide web is part of the internet

 Can be accessed using a web browser
 Consists of a massive collection of webpages
HTTP Vs HTTPS

HTTP HTTPS

• Hyper Text Transfer Protocol • When some form of security ( SSL or

• Set of rules that must be obeyed when TLS) certification or encryption is used,
transferring data across the internet it is called HTTPs
• S refer to ‘secure’
• Slower than http
WEB BROWSER

 Software that allows user to display a web page

 Translate the HTML from website and show the result of the translation
FEATURES OF WEB BROWSER

 Have ‘Home’
 Ability to store user favorite website
 Keep browsing history
 Can backward & forward
 Have hyperlinks that allow user to navigate between web page
URL

 Uniform Resource Locator

 A web address
 Represented by numbers ( http://64.233.191.255) however it is not very user friendly
 So, an alphanumeric format ( http://www.google.com)
EXAMPLE URL

Domain Domain
host type
https://www.google.com.mm/
protocol Country
Domain
code
name
FTP

 File Transfer Protocol

 Network protocol used when transferring files from one computer to another
computer over the internet
ISP

 Internet Service Provider

 Company that provides user with access to the internet
 User have to pay a monthly fee
 After register, user will receive login details that include ID and password
SEARCH ENGINE

 Software system that is designed to search the world wide web in a systematic way
for particular information specified in a textual web search query
BLOGS

 Web logs (blogs) are personal internet journals where the writer (blogger) will type in their observations on a topic
(for example, a review about the latest movie release) and perhaps provide links to some relevant websites.
 Features of blogs:
 updated on a regular basis by the author

 usually organized in reverse chronological order (most recent to least recent entry)

 normally public – anyone can read them

 entries normally come from a single author

 other internet users cannot change blogs – they can only read them.

 Microblogs are similar to blogs, but are most often used on social networking sites to make short, frequent posts.

 The posts can be done using instant messaging, emails or use other social networking vehicles (such as tweets).

 Social networking sites use microblogs to allow members to update their personal profiles,
WIKIS

 Wikis are web applications or websites that allow any user to create and edit their web pages using any web browser.
 A wiki will support hyperlinks and uses a very simple syntax (known as wiki markup) to create pages.
 They have often been described as ‘web pages with an <edit> button’.
 Features of wikis:
 anyone can edit, delete or modify the content
 many authors can be involved in a wiki
 it is possible to organize a page any way the author(s) wish(es)
 shows/keeps track of all entries – that is, stores a document history
 can be easily edited using a web browser
 allows large documents to be seen by many people – it is easier than emailing several people
SOCIAL NETWORKING SITES
 Social networking sites focus on building online communities of users who share the same interests and activities.
 They enable people to share photos, videos and music, hobbies, favorite eating places, and so on.
 The members do this by creating public profiles and thus form relationships with other users.
 Features of social networking sites:
 Each member is provided with free web space.
 Each member can build their own private and public profiles.
 It is possible to upload content such as text messages, photos and videos.
 It is possible to ‘write on each other’s walls’.
 Members are given free instant messaging and video chatting.
 It is possible to email other members within the community.
 Members can create pages where they can post photos, articles, and so on.
 It is possible to invite people to become friends.
 Members have control over who can access their private or personal data.
FORUM

 A moderated forum refers to an online discussion forum in which all the posts are checked by an administrator
before they are allowed to be posted.
 The moderator can not only prevent spam, but can also filter out any posts that are inappropriate, rude or
offensive, or even those that wander off the main topic.
 The internet is essentially a huge unmoderated forum.
 No one ‘owns’ the internet, and it is essentially not policed.
 The only real safeguards are a voluntary cooperation between the users and the network operators.
 However, most social forums or networking groups on the internet have a set of rules or protocols that members
are requested to follow or they will be deleted.
QUESTIONS

Statement True False

1. The internet is part of the World Wide Web (WWW)

2. All recipients of emails can see all the recipients in the Bcc and Cc lists
3. Extranets allow intranets to be extended outside the normal organization
4. Forwarding of emails is always good practice to keep everyone in the organization or family
informed
5. Using email groups increases the risk of identity theft
6. Netiquette refers to the need to respect other users on the internet
7. It is not always illegal to copy or forward email attachments