DIGITAL LITERACY

MODULE 2

Manage Data and Information

 Table of Contents

1.0 INTRODUCTION TO DATA AND INFORMATION...........................................................5

1.1 Data.......................................................................................................................................5
1.1.1 Classification of Data....................................................................................................5
1.2 Information...........................................................................................................................7
1.2.1 Difference between Information and Data....................................................................7
1.2.3 Examples of Data vs. Information.................................................................................9
1.4 Importance of Data...............................................................................................................9
1.4.1. Decision-Making..........................................................................................................9
1.4.2 Business Growth and Market Analysis.......................................................................10
1.4.3 Scientific Research and Development.........................................................................10
1.4.4 Artificial Intelligence and Machine Learning.............................................................10
1.4.5 Enhancing Cybersecurity.............................................................................................10
1.4.6 Personalized User Experience.....................................................................................10
2.0 INTERNET AND NETWORK SERVICES..........................................................................11
2.1 Communication Services....................................................................................................11
3.0 WEB BROWSER...................................................................................................................16
3.1 Browser Components.........................................................................................................16
3.2 Types of Web Browsers.....................................................................................................17
3.2.1 Desktop Browsers........................................................................................................17
3.2.2 Mobile Browsers.........................................................................................................17
3.2.3 Embedded Browsers....................................................................................................18
3.3 Features of Modern Web Browsers....................................................................................18
3.3.1 Tabbed Browsing.........................................................................................................18
3.3.2 Bookmarks...................................................................................................................18
3.3.4 Browsing History........................................................................................................19
3.3.5 Downloads Manager....................................................................................................19
3.3.6 Search Bar...................................................................................................................19
3.3.7 User Interface (UI) Customization..............................................................................19
3.3.8 Extensions and Add-Ons.............................................................................................19
3.3.9 Synchronization...........................................................................................................19
3.3.10 Hypertext Transfer Protocol (HTTPS) Support........................................................19
3.3.11 Pop-Up Blocker.........................................................................................................19
3.3.12 Incognito Browsing Mode.........................................................................................19
3.4 Security and Privacy in Web Browsers..............................................................................20
3.4.1 Hypertext Transfer Protocol Secure (HTTPS)............................................................20
3.4.2 Tracker Blocking.........................................................................................................20
3.4.3 Sandboxing..................................................................................................................20
3.5 How web browsers work....................................................................................................20
3.5.1 Browsing Processes.....................................................................................................21
3.5.2 The Browsing Process.................................................................................................21
4.0 Copy Right & Data Protection...............................................................................................23
4.1 Copyright............................................................................................................................23
4.1.1 Copyright in data management....................................................................................23
4.1.2 Copyright Legislation..................................................................................................23
4.2 Data Protection...................................................................................................................24
4.2.1 Data Protection Requirements.....................................................................................24
4.3 Intellectual Property Legislation........................................................................................24
5.0 Digital Data backup................................................................................................................26
5.1 USB stick............................................................................................................................26
5.2 External hard drive.............................................................................................................26
5.3 Time Machine.....................................................................................................................27
5.4 Network Attached Storage.................................................................................................27
5. Cloud Storage.......................................................................................................................28
6. Printing.................................................................................................................................28
6.0 Immerging Issues and Trends on the Internet........................................................................30
6.1 Emerging trends on the Internet.........................................................................................30
6.2 Emerging technology opportunities and advantages..........................................................31
6.2.1 Enhanced efficiency and productivity:........................................................................31
6.2.2 Improved communication and connectivity:...............................................................31
6.2.3 Advancements in healthcare and education................................................................31
6.2.4 Improved safety and security.......................................................................................31
6.2.5 Innovation and job creation.........................................................................................31
6.2.6 Environmental sustainability.......................................................................................31
6.2.7 Greater accessibility....................................................................................................32
6.3 Emerging technology challenges........................................................................................32
6.3.1 Privacy Concerns.........................................................................................................32
6.3.2 Cybersecurity Threats..................................................................................................32
6.3.3 Misinformation and Fake News..................................................................................32
6.3.4 Addiction and Overuse................................................................................................32
6.3.5 Cyberbullying and Harassment...................................................................................33
6.3.6 Erosion of Face-to-Face Interaction............................................................................33
6.3.7 The Digital Divide.......................................................................................................33
6.3.8 Impact on Physical Health...........................................................................................33
6.3.9 Economic Challenges..................................................................................................33
6.3.10 Cultural and Social Impacts......................................................................................33
6.3.11 Vulnerability of critical infrastructure:......................................................................34
6.3.12 Economic espionage and intellectual property theft:................................................34
6.3.13 Autonomous weapons and malicious AI:..................................................................34
 1.0 INTRODUCTION TO DATA AND INFORMATION
Data and Information are important concepts in the world of computing and decision-making. Data is
defined as unstructured information such as text, observations, images, symbols, and descriptions on the
other hand, Information refers to processed, organized, and structured data. It gives context to the facts
and facilitates decision-making.

1.1 Data
Data is a raw and unorganized fact that is required to be processed to make it meaningful. It can be
considered as facts and statistics collected together for reference or analysis.

1.1.1 Classification of Data

a) Structured Data

Structured data is organized and stored in a predefined format, typically within databases. It follows a
specific schema, making it easy to search, retrieve, and analyze. Examples include:

 Relational databases (MySQL, PostgreSQL)

 Spreadsheets (Excel, Google Sheets)

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  Customer information (Name, Age, Address)

b) Unstructured Data

Unstructured data lacks a specific format and does not fit neatly into traditional databases. It includes
various types of content that require advanced processing techniques like Natural Language
Processing (NLP) and Machine Learning (ML) to derive insights. Examples include:

 Emails and chat messages

 Social media posts

 Images, videos, and audio files

Understand the difference between Structured and Unstructured Data and how they impact data
management, analysis, and decision-making.

c) Semi-Structured Data

Semi-structured data falls between structured and unstructured data. It has some organizational properties
but does not conform to a rigid structure. Examples include:

 JSON and XML files

 Log files

 Sensor data

d) Big Data

Big data refers to massive volumes of data that are complex and challenging to process using traditional
methods. It is characterized by the 3Vs:

 Volume – Large amounts of data generated every second

 Velocity – High-speed data generation and processing

Variety – Different types of data (structured, unstructured, semi-structured)

e) Open Data vs. Closed Data

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  Open Data: Freely available data for public use (e.g., government reports, research datasets)

 Closed Data: Restricted data with access controls (e.g., private business records, confidential
customer details)

1.2 Information
Information is defined as structured, organized, and processed data, presented within a context that makes
it relevant and useful to the person who needs it. Data are raw facts and figures regarding individuals,
places, or the other issue, that is expressed within the type of numbers, letters or symbols.

Information is the knowledge that is remodeled and classified into an intelligible type, which may be
utilized in the method of deciding. In short, once knowledge ends up being purposeful when conversing,
it’s referred to as info. It’s one thing that informs, in essence, it provides a solution to a specific question.
It may be obtained from numerous sources like newspapers, the internet, television, people, books, etc.

1.2.1 Difference between Information and Data

[Link] DATA INFORMATION

Data is defined as unstructured Information refers to processed,

information such as text, observations, organized, and structured data. It gives
images, symbols, and descriptions. In context for the facts and facilitates
other words, data provides no specific decision making. In other words,
function and has no meaning on its information is processed data that
Definition own. makes sense to us.

Data are the variables that help to

Information is meaningful data.
Purpose develop ideas/conclusions.

Nature Data are text and numerical values. Information is refined form of actual

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[Link] DATA INFORMATION

data.

Dependence Data doesn't rely on Information. While Information relies on Data.

Bits and Bytes are the measuring unit Information is measured in meaningful
Measurement of data. units like time, quantity, etc.

As tabular data, graphs, and data trees Information can also be structured as
Structure can be easily structured. language, ideas, and thoughts.

Data does not have any specific Information carries a meaning that has
Purposefulness purpose been assigned by interpreting data.

Knowledge
It is low-level knowledge. It is the second level of knowledge.
Level

Decision Data does not directly help in decision Information directly helps in decision
Making making. making.

Data is a collection of facts, which itself Information puts those facts into
Meaning has no meaning. context.

Example Example of data is student test scores. Example of information is average

score of class that is derived from given

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[Link] DATA INFORMATION

dat

1.2.3 Examples of Data vs. Information

Data Example

 Temperature Readings: Numbers representing temperature throughout the day, such

as "72°F", "68°F", "75°F".

 Student Grades: A list of numerical scores obtained by students on a test, like "85", "92", "78".

 Stock Prices: Daily closing prices of a company's stock, such as "$50.25", "$48.90", "$52.10".

Information Example

 Weather Report: Based on the temperature reading a weather report can be generated.

 Grade Average: Based on the student grades, the average grade of class can be derived.

 Market Analysis: The stock market showed a slight increase today derived from stock prices.

In each case, the raw data (temperature readings, student grades, stock prices) becomes meaningful
information after being processed, analyzed, and presented in a relevant context.

1.4 Importance of Data

1.4.1. Decision-Making
Organizations rely on data to make informed decisions. Data-driven decision-making helps businesses
optimize operations, improve customer satisfaction, and enhance efficiency.

1.4.2 Business Growth and Market Analysis

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Companies use data analytics to understand market trends, customer behavior, and competitor strategies.
Insights from data allow businesses to develop targeted marketing campaigns and increase revenue.

1.4.3 Scientific Research and Development

Scientists use data to validate hypotheses, conduct experiments, and discover new knowledge. Research in
fields like medicine, climate science, and artificial intelligence heavily depends on data analysis.

1.4.4 Artificial Intelligence and Machine Learning

AI and ML models require vast amounts of data for training and improving their accuracy. The quality
and quantity of data significantly impact the performance of AI-driven applications.

1.4.5 Enhancing Cybersecurity

Cybersecurity systems analyze data patterns to detect anomalies and prevent cyber threats. Data security
and privacy are vital for protecting sensitive information from cyberattacks.

1.4.6 Personalized User Experience

Streaming platforms like Netflix and e-commerce websites like Amazon use data to recommend
personalized content and products based on user behavior.

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 2.0 INTERNET AND NETWORK SERVICES

To access/exchange a large amount of data such as software, audio clips, video clips, text files, other
documents, etc., we need network and internet services.

Internet or network applications are software programs that utilize a network/internet to carry out tasks.
They encompass many different tools and services that facilitate various business functions.

Modern employees use these tools every day. Whenever a staff member joins a video conference, sends
an email, or uses a web browser, they use internet and network applications.

You must use an Internet service to connect to the Internet. Data can be sent from Internet servers to your
machine via Internet service. Some of the commonly used internet services are:

2.1 Communication Services

To exchange data/information among individuals or organizations, we need communication services.
Following are some of the common communication services:

 IRC (Internet Relay Chat): Subscribers can communicate in real-time by connecting

numerous computers in public spaces called channels.

 Social media: Social media acts as a communication service by providing online platforms
for individuals and organizations to interact, share content, and build communities.

It facilitates instant, two-way communication across geographical boundaries for both personal and
professional use, enabling real-time discussions, relationship building, and direct engagement with
audiences.

Examples of these services include platforms like Whatsapp, Facebook, Twitter, and LinkedIn,
which are used for everything from personal updates to marketing campaigns and customer
service..

2.2 VoIP

It stands for Voice over Internet Protocol, which is a technology that allows one to make and receive

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phone calls over the internet. VoIP (Voice over Internet Protocol) is a technique that helps us make voice
calls via the Internet rather than over a traditional (or analog) phone line.

2.3 List Server (LISTSERV)

Delivers a group of email recipients' content-specific emails.

2.4 E-Mail

Used to send electronic mail via the internet. It is a paperless method for sending text, images, documents,
videos, etc from one person to another via the internet.

2.5 User Network (USENET)

It hosts newsgroups and message boards on certain topics, and it is mostly run by volunteers.

2.6 Telnet

It's used to connect to a remote computer that's connected to the internet.

2.7 Video Conferencing

Video conferencing systems allow two or more people who are generally in different locations to connect
live and visually. Live video conferencing services are necessary for simulating face-to-face talks over the
internet.

It allows numerous people to connect and collaborate face to face over large distances. Tools
available for this purpose are WhatsApp Video, Zoom, Google Meet, Teams, etc.

2.8 Information Retrieval Services

It is the procedure for gaining access to information/data stored on the Internet.

Surfing or browsing is the process of discovering and obtaining information from the Internet. When your
computer is linked to the Internet.

2.9 File Transfer

The exchange of data files across computer systems is referred to as file transfer.

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 Using the network or internet connection to transfer or shift a file from one computer to another is
known as file transfer. To share, transfer, or send a file or logical data item across several users
and/or machines, both locally and remotely, we use file transfer. To retrieve information from the
internet, there are various services available such as:

 Gopher: A file retrieval application based on hierarchical, distributed menus that is simple
to use.

 FTP (File Transfer Protocol): Used to share, transfer, or send a file or logical data item
across several users and/or machines, both locally and remotely.

2.10 Web services

Web services are web applications that uses defined messaging protocols and are made accessible for
usage by a client or other web-based programs through an application service provider's web server. Web
services allow information to be exchanged across web-based applications. Using Utility Computing, web
services can be provided.

2.11 World Wide Web

The internet is a vast network of interconnected computers. Using this network, you can connect to the
world wide web (abbreviated as 'www' or 'web') is a collection of web pages.

2.12 Directory Services

A directory service is a set of software that keeps track of information about a company, customers, or
both.

2.13 Automatic Network Address Configuration

Automatic Network Addressing assigns a unique IP address to every system in a network. A DHCP
Server is a network server that is used to assign IP addresses, gateways, and other network information to
client devices. It uses Dynamic Host Configuration Protocol as a common protocol to reply to broadcast
inquiries from clients.

2.14 Network Management Services

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Network management services aid in the prevention, analysis, diagnosis, and resolution of connection
problems.

The two commands related to this are:

 ping: The ping command is a Command Prompt command that is used to see if a source can
communicate with a specific destination.

 traceroute: To find the path between two connections, use the traceroute command.

2.14 Time Services

Using facilities included in the operating system, you may set your computer clock via the Internet. Some
services are:

 Network Time Protocol (NTP): It is a widely used internet time service that allows you
to accurately synchronize and adjust your computer clock.

 The Simple Network Time Protocol (SNTP): It is a time-keeping protocol that is used
to synchronize network hardware. When a full implementation of NTP is not required,
then this simplified form of NTP is typically utilized.

2.15 News Group

It is a lively Online Discussion Forum that is easily accessible via Usenet. Each newsgroup contains
conversations on a certain topic, as indicated by the newsgroup name. Users can use newsreader software
to browse and follow the newsgroup as well as comment on the posts. A newsgroup is a debate about a
certain topic made up of notes posted to a central Internet site and distributed over Usenet, a global
network of news discussion groups. It uses Network News Transfer Protocol (NNTP).

2.14 E-commerce

Electronic commerce, also known as e-commerce or e-Commerce, is a business concept that allows
businesses and individuals to buy and sell goods through the internet. Example: Amazon, Flipkart, etc.
websites/apps.

A conferencing tool allows a user to collaborate with people on different networks in many ways.

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 Users can initiate a video or group call, join text chats, and share documents with teammates.

2.15 Messaging software

Messaging software is another example of how network applications enable easy communication.
Users can send instant messages to users on other networks at the click of a button. Some messaging
software also includes video call and file-sharing functionality.

2.16 Remote desktop solutions

Remote desktop solutions allow a user to connect directly to another user’s device, making them
valuable tools for IT departments and technical support.

A support team can “jump in” when a user encounters an issue. They can identify the problem and
help a user’s device operate as it should.

2.17 Online gaming systems

Online gaming systems help millions of gamers play online together. Users can connect from their
home networks to online servers, transmit messages to other players, and join group chats.

2.2 Types of Internet Access Applications

Common applications that use internet access are:

 Web Browsers: Applications like the Google Play Internet Browser access the web by
using HTTP and HTTPS to retrieve web pages.

 Email Clients: Programs for email, such as those using POP3 or IMAP to access and read emails
on mailboxes, and SMTP to send emails.

 File Transfer: Applications like FTP are used to transfer files between computers.

 Streaming Services: Apps that provide audio and video content like Netflix, Spotify, and
YouTube rely on internet access to stream content.

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3.0 WEB BROWSER
A web browser is a software program that enables a user to access information on the Internet via the
World Wide Web.

Hence, web browsers act as gateways, allowing people to interact with businesses and others through
the World Wide Web. A web browser gives you access to all platforms available on the internet,
enabling you to view texts, images, and videos worldwide.

By entering a URL into the search engine, you guide your web browser towards a specific web
server. The browser will access that server, fetch the requested information, and display it as a web
page.

Hence, the main functions of a web browser are to fetch and display web pages and provide an
interface for user interaction. It allows people to access information online in a user-friendly
experience.

3.1 Browser Components

While the rendering engine plays a central role in the working of a web browser, multiple other
components bring to you any web page you access via the internet. Some key components include:

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3.1.1 User Interface (UI): You interact with it directly. It includes the address bar, where you enter
website addresses, the back and forward buttons for navigation, and the tabs that allow you to open
multiple websites simultaneously.

3.1.2 Rendering Engine: As discussed, the architect is responsible for building the visual representation
of the webpage.

3.1.3 Networking Component: It fetches website files (code, images, videos) from web servers
worldwide, ensuring all the necessary pieces are delivered to the rendering engine to build the web
page.

3.1.4 JavaScript Engine: It interprets and executes JavaScript code, allowing webpages to respond to
user actions and create dynamic experiences.

3.1.5 Security Components: They handle tasks like encrypting data transmissions (HTTPS) and
protecting you from malicious websites.

3.2 Types of Web Browsers

Today, there are many browsers available to access the Internet and countless web pages. Businesses rely
on different web browsers to make their web pages accessible to users. Since each gadget has a different
layout, different web browsers are available that adapt to each one.

3.2.1 Desktop Browsers

Desktop browsers are a productivity powerhouse, offering complete features and functions for a smooth
browsing experience. Compared to their mobile counterparts, desktop browsers provide a wider range of
features, such as tabbed browsing, extensions and add-ons, and advanced security.

Some popular web browsers suited for the desktop include Google Chrome, Mozilla Firefox, Microsoft
Edge, and Safari. While Chrome is lauded for its popular Google services like Gmail and Docs, Firefox
provides exceptional security and add-ons. Meanwhile, Edge is fast, and Safari provides a clean browsing
experience.

3.2.2 Mobile Browsers

These browsers are designed for a mobile device’s smaller screen and touch interface. Usability and fast
loading times are key features of mobile browsers to provide smooth browsing.

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Safari for iOS is Apple’s built-in mobile browser integrated with Apple services. It is optimized for
performance on iPhones and iPads. As for its Android counterpart, Chrome for Android works on
Android devices. Like its web browser, its mobile version is synced with Google’s features.

These mobile browsers often come pre-installed on mobile devices, but alternatives are available based on
users' preferences.

3.2.3 Embedded Browsers

These refer to miniature versions of web browsers embedded into other applications. They enable users to
access the web browser without opening a separate window. Hence, they have limited features compared
to a complete web browser.

Some common examples of embedded browsers are:

 Email Clients: Many email clients have built-in web browsers for displaying web content within
emails, such as interactive buttons or online surveys.

 Social Media Apps: Social media platforms often embed web browsers so users can view shared
links or articles without leaving the app.

 Gaming Consoles: Modern gaming consoles frequently have built-in web browsers,
which allow users to access online features game guides, and connect with other
players.

3.3 Features of Modern Web Browsers

With the development of web browsers, they have gained different features to enhance the user experience
and optimize their functionality. Let’s take a look at the major features of modern web browsers.

3.3.1 Tabbed Browsing

It allows the user to manage and navigate through multiple websites simultaneously. You can open
multiple tabs in a single browser, accessing each website in a separate tab.

3.3.2 Bookmarks

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It enables the user to save websites for easy access later, revisiting them in the future without
remembering the complete URL.

3.3.4 Browsing History

It keeps track of all browser activity by noting all recently visited websites. It enables users to backtrack
their activity and conveniently access pages browsed earlier.

3.3.5 Downloads Manager

It handles all the downloads initiated through the browser, keeping track of their progress. It
even allows the user to pause or resume the downloads as convenient.

3.3.6 Search Bar

The integrated search bar allows users to type the relevant keywords directly into the browser window and
search the web.

3.3.7 User Interface (UI) Customization

It offers different personalization features for a customized UI, including themes, font sizes, and other
settings.

3.3.8 Extensions and Add-Ons

Different extensions and add-ons expand the functionality of the browser. Some common ones include
extensions and add-ons for ad blocking, password management, and grammar checking. It also includes
antivirus extensions to protect the browser activity from any malware.

3.3.9 Synchronization
It allows the user to synchronize their browsing data across multiple devices. It ensures an enhanced user
experience if the browser is accessed on a desktop, mobile, or any other device.

3.3.10 Hypertext Transfer Protocol (HTTPS) Support

Hypertext transfer or HTTP support encrypts the user’s activity and information, protecting the user’s
online communication and data.

3.3.11 Pop-Up Blocker

It prevents unwanted pop-up windows from interrupting the user’s browsing experience.

3.3.12 Incognito Browsing Mode

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It lets the user browse the internet without saving any browsing history or cookies. Hence, it offers further
privacy for certain browsing sessions. This is a list of some of the most common features of modern web
browsers.

As web browsers develop, new features and advanced functionalities are expected to become part of them.

3.4 Security and Privacy in Web Browsers

Security is an essential and fundamental requirement for modern-day internet users. Hence, web browsers
take different approaches to safeguard users' online security and privacy. Some key components of web
browser security include:

3.4.1 Hypertext Transfer Protocol Secure (HTTPS)

This protocol encrypts all data exchange occurring on a web browser. It ensures the privacy of important
information like login credentials, credit card information, or personal data. Modern browsers visually
indicate secure connections with a padlock symbol in the address bar and https:// at the beginning of the
URL.

3.4.2 Tracker Blocking

With incognito modes, a web browser enables users to access the internet without tracking their activity.
Pop-up blockers also aid the process by preventing unwanted windows from appearing on a web page.

3.4.3 Sandboxing
It isolates websites from a user’s operating system and other programs. If a website tries to run malicious
code, it remains within the sandbox environment, protecting the user’s device and data.

While these are some important features used to maintain the security of web browsers, the security
patches are constantly updated to address gaps and fix bugs. Hence, it is crucial to keep the browsers
updated.

Plus, modern browsers allow users to manage their privacy settings. Users can block third-party cookies,
manage website permissions, and clear browsing data and cache.

Thus, users can minimize online risks and protect valuable information by understanding how web
browsers approach security and privacy and practicing safe browsing habits.

3.5 How web browsers work

Browsers are responsible for retrieving and displaying web content to users. When a user enters a URL or
clicks on a link, the browser initiates a complex series of actions to retrieve the web content from a server
and display it on the user’s device.

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3.5.1 Browsing Processes
The process of browsing the web follows a client-server model:

1. Request:

When you type a URL into the address bar or click a hyperlink, the browser sends a request for the page
to a remote server.

2. Translate:

The browser first contacts a Domain Name System (DNS) server to translate the website's address (like
[Link]) into an IP address (like [Link]).

3. Retrieve:

The browser sends the request to the correct web server, which then sends the necessary webpage data
back to your device.

Render: The browser's rendering engine translates the data into the visual page you see and interact with.

3.5.2 The Browsing Process

The process begins with Domain Name System (DNS) resolution, where the browser translates the
domain name into an IP address to locate the server where the web page is stored.

Step 1: The process begins with Domain Name System (DNS) resolution, where the browser translates
the domain name into an IP address to locate the server where the web page is stored.

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Step 2: The browser then sends an HTTP request to the server, specifying the path and parameters of the
requested resource.

Step 3: Once the server receives the request, it sends an HTTP response to the browser containing the
requested resource in HTML, CSS, and JavaScript code.

Step 4: The browser’s rendering engine interprets and renders the code to display the web page on the
user’s device.

Step 5: The CSS stylesheets are applied to format the web page’s content, including fonts, colors, and
layout.

Step 6: The browser may also execute JavaScript code on the web page to add interactivity and dynamic
behavior.

Step 7: As new content is loaded or changes are made to the web page, the browser updates the display
accordingly.

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4.0 Copy Right & Data Protection

4.1 Copyright
Copyright refers to the legal right a data creator has over the control on how their work/data/idea is used
and reproduced. For data/work to be protected by copyright law it needs to be original and tangible.

4.1.1 Copyright in data management

 Applies to: Original and tangible data, such as creative datasets, compilations, or a specific
arrangement of facts.

 Does not apply to: Raw facts, principles, or mathematical concepts.

 Protection: Gives the creator the exclusive right to control how their work is used and
reproduced.

4.1.2 Copyright Legislation

Copyright legislation protects original works of authorship, including documents.

Key points include:

a) Ownership: The creator of a document typically holds the copyright unless it is transferred or created
under a work-for-hire agreement. This means that the author has exclusive rights to their work, which
can be transferred or licensed to others.5

b) Rights: Copyright grants the owner exclusive rights to reproduce, distribute, and display the work.
These rights are intended to protect the creator's investment in their work and to encourage the
creation of new works.5

c) Fair Use: Limited use of copyrighted material may be allowed without permission under the fair use
doctrine, depending on factors like purpose and amount used. This allows for certain uses such as
criticism, comment, news reporting, teaching, scholarship, or research.6

d) Duration: Copyright protection lasts for the life of the author plus a certain number of years (e.g., 70
years in many jurisdictions), ensuring that the creator and their heirs can benefit from the work for a
significant period.

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4.2 Data Protection
Data protection is the process of safeguarding important leakage, data from corruption,abuse, compromise
or loss.

It applies to Personal data, which is any information that can identify an individual and is governed by
data protection laws, such as the EU's General Data Protection Regulation (GDPR).

4.2.1 Data Protection Requirements

Data protection legislation, such as the General Data Protection Regulation (GDPR), outlines several key
requirements for handling personal data in document production:

a) Consent: Obtain explicit consent from individuals before collecting or processing their personal data.
This consent must be freely given, specific, informed, and unambiguous, and individuals should be
able to withdraw it easily at any time.

b) Data Minimization: Only collect data that is necessary for the intended purpose, ensuring that
personal data is adequate, relevant, and limited to what is necessary.

c) Purpose Limitation: Use personal data only for the specific purpose for which it was collected and
ensure that it is not processed in a manner incompatible with those purposes.

d) Security: Implement appropriate technical and organizational measures to protect personal data from
unauthorized access or breaches. This includes encrypting data, using secure storage solutions, and
ensuring that only authorized personnel have access to sensitive information.

e) Transparency: Inform individuals about how their data will be used, stored, and shared, providing
clear privacy notices and ensuring that data subjects are aware of their rights under the legislation.

4.3 Intellectual Property Legislation

Intellectual property (IP) legislation encompasses various protections for creations of the mind(ideas).

Key aspects include:

a) Patents: Protect inventions and processes for a limited time, typically 20 years, requiring public

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 disclosure of the invention. This encourages innovation by allowing inventors to benefit from their
inventions while eventually contributing to public knowledge.

b) Trademarks: Protect symbols, names, and slogans used to identify goods or services, requiring
registration for legal protection. This helps consumers identify the source of goods and services
and protects the brand identity of businesses.

c) Trade Secrets: Protect confidential business information that provides a competitive edge, with no
formal registration required. This includes formulas, practices, processes, designs, instruments, or
patterns that are not generally known or reasonably ascertainable.

4.4 Comparisons between Data Protection, Copyright and Intellectual Property

Aspect Data Protection Copyright Intellectual Property

Key GDPR Copyright Act Patent, Trademark Laws

Legislation

Main Focus Personal data Original works of Creations of the mind

handling authorship

Duration Ongoing Life of author + 70 Varies (e.g., 20 years for patents)

compliance years

Rights Data subject rights Exclusive rights to use Exclusive rights to inventions,
Granted brands, etc.

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5.0 Digital Data backup
Data backup is the practice of copying data from a primary to a secondary storage/location, to protect it in
case of a data loss through disaster, accident or malicious action.

Not only does it make sense in case your laptop is stolen, or your hard disk fails, but it also means that
you have more options for recovery should your computing device become corrupted or infected with a
virus.

There are plenty of options available for backing up data;

5.1 USB stick
Small, cheap and convenient, USB sticks are everywhere, and their portability means that they're easy to
store safely, but also easy to lose.

Pros:

 Extremely portable

 Very cheap

 Can easily transfer data to other sources

Cons:

 Portability means they're small and easy to lose

 Questions over read/write cycle longevity

5.2 External hard drive

External hard drives are just what they sound like - hard drives that live outside your computer, meaning
they can be plugged in to other sources. If using them for backup, it's best not to use them as an 'extra
everyday hard drive.

Pros:

 Relatively cheap

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  Plenty of storage space for larger files

Cons:

 Potentially open to problems which lost files in the first place (a power surge or malware)

5.3 Time Machine

For the Mac users, Time Machine is an option that backs up to external hard drives automatically. Apple
sells its own brand of dedicated wireless Time Capsules, but you can use any hard disk for it. Using this
method, you'll automatically keep backups hourly for the last 24 hours, daily for the last month and then
weekly backups until the machine is full.

Pros:

 Automated, meaning you shouldn't forget to stay up to date

 Frequency of backups means you should never be too out of date

 Backs up whole drive, not just the key files

Cons:

 Dedicated wireless machines are expensive

 Used in MacBook only

5.4 Network Attached Storage

Businesses tend to backup their files to network attached storage, but with more and more homes having
multiple computers, the idea has a certain appeal, especially for those looking to save files from more than
one source.

Pros:

 Automatic backups mean you don't risk forgetting

 Wireless solutions also work with phones and tablets

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Cons:

 Can be expensive

 Can be awkward to set up and maintain

5.5. Cloud Storage

While network attached storage is essentially your own Cloud Server, there are plenty of third party cloud
storage options around: free, paid, or free with paid extras. iCloud, Dropbox, Google Drive and OneDrive
are good examples, but others are available.

Pros:

 Can be done automatically

 A certain amount of space is usually free

 Device agnostic

Cons:

 Requires an internet connection to work

 You can't account for their security breaches

 Companies aren't obliged to keep these services around forever

5.6. Printing
But while considerably less technically advanced, printing offers you a hard copy of your most important
documents that will survive power outages and are easy to store and access even if your computer is out
of action for a few days.

Pros:

 A backup that won't be affected by hardware outages or tech headaches

 Impossible for hackers to access

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Cons:

 Impossible for certain file types

 Awkward to manage

 Less practical for longer documents

 Not great for the environment

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6.0 Immerging Issues and Trends on the Internet

Emerging issues is a term that is used to describe an issue that has not been influential or important in the

past, but that is influential now or will be in the future.

A trend is a pattern of gradual change in an area of growing interest. For instance, information
technology

has become a key agent of change in many areas of our lives.

The Information Age is also known as the Computer Age, Digital Age or New Media Age. This is a
period in human history that is characterized by the shift from traditional industry to an economy that is
based on information computerization. The Information Age is associated with digital revolution that has
created a knowledge-based society fueled by a high-tech global economy.

6.1 Emerging Trends on the Internet.

Here are some of the emerging technological trends on the internet

6.1.1 Artificial Intelligence (AI)

Machines with the ability to learn and perform tasks that typically require human intelligence.

6.1.2 Internet of Things (IoT): A network of everyday devices embedded with sensors that collect and
exchange data.

6.1.3 Blockchain: A secure digital ledger system for recording transactions anonymously.

6.1.4 Virtual Reality (VR) and Augmented Reality (AR): Technologies that create immersive
experiences that can be either entirely virtual or blend the virtual with the real world.

6.1.5 Robotics: Machines designed to perform tasks autonomously or with human assistance.

6.1.6 Biotechnology: The use of living organisms or their byproducts to develop new products and
technologies.

6.1.7 Nanotechnology: The manipulation of matter at the atomic and molecular level.

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6.2 Emerging Technology Opportunities/Advantages
Emerging technologies offer a wide range of exciting opportunities across many sectors. Here are some of
the key areas where they’re making a big impact:

6.2.1 Enhanced efficiency and productivity:

Automation, artificial intelligence and the IoT can streamline processes, reduce errors and free up human
workers to focus on more complex tasks. This can lead to significant gains in efficiency and productivity
across various industries.

6.2.2 Improved communication and connectivity:

Technologies like 5G networks, cloud computing and video conferencing platforms are making
communication and collaboration easier and faster than ever before. This fosters better global connections
and remote work opportunities.

6.2.3 Advancements in healthcare and education

Emerging technologies are transforming healthcare with tools for telemedicine, precision medicine and
drug discovery. In education, personalized learning platforms and virtual reality can create more engaging
and effective learning experiences.

6.2.4 Improved safety and security

Advancements in areas like facial recognition, cybersecurity and autonomous vehicles have the potential
to significantly improve public safety and security.

6.2.5 Innovation and job creation

Emerging technologies are constantly creating new products, services and industries. This can lead to
exciting job opportunities in fields like artificial intelligence, robotics and renewable energy.

6.2.6 Environmental sustainability

Technologies like solar power, wind energy and smart grids can help us transition to a more sustainable
future. They can improve energy efficiency and reduce our reliance on fossil fuels.

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6.2.7 Greater accessibility
Assistive technologies like prosthetics and speech recognition software can improve the lives of people
with disabilities. Emerging technologies also have the potential to bridge the digital divide and provide
greater access to information and communication for everyone.

6.3 Emerging Technology Challenges

While emerging technologies present opportunities, their potential benefits can be compromised by
inadequate management. The following identifies some of the key challenges that emerging tech brings
about:

6.3.1 Privacy Concerns

In an age where data is a valuable commodity, internet users often find their privacy compromised.
Personal information is routinely collected, stored, and sometimes exposed due to data breaches, hacking,
or phishing attacks. Social media platforms, e-commerce sites, and even mobile apps collect extensive
data, often without users fully understanding the implications.

6.3.2 Cybersecurity Threats

The internet has become a breeding ground for cyber threats. Malware, ransomware, and viruses can
compromise personal devices, corporate systems, and even critical government infrastructure.
Cyberattacks are increasingly sophisticated, making online safety a persistent concern for individuals and
organizations alike.

6.3.3 Misinformation and Fake News

One of the internet’s greatest flaws is its ability to spread misinformation rapidly. Social media platforms
and content-sharing websites often amplify fake news and unverified information. This creates confusion,
polarizes communities, and undermines trust in credible sources.

6.3.4 Addiction and Overuse

Internet addiction is a growing problem, with people spending excessive amounts of time on social media,
gaming, or streaming. This overuse can negatively impact mental health, leading to issues such as anxiety,
depression, and reduced productivity. Additionally, the constant connectivity fosters an “always-on”

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culture, leaving little room for rest and reflection.

6.3.5 Cyberbullying and Harassment

Anonymity on the internet can embolden individuals to engage in abusive behavior. Cyberbullying has
become a widespread issue, especially among teenagers, causing severe emotional and psychological
harm. Social media platforms, forums, and messaging apps are common avenues for such harassment.

6.3.6 Erosion of Face-to-Face Interaction

While the internet connects people across the globe, it often reduces face-to-face communication in
personal relationships. Over-reliance on digital communication can lead to feelings of isolation,
loneliness, and a decline in social skills.

6.3.7 The Digital Divide

Despite its ubiquity, internet access is not universal. Many people in rural or economically disadvantaged
areas lack reliable internet access, creating a digital divide. This inequality limits opportunities for
education, remote work, and access to information, perpetuating socio-economic disparities.

6.3.8 Impact on Physical Health

Prolonged internet use has adverse effects on physical health. Hours spent staring at screens can cause eye
strain, headaches, and disrupted sleep patterns. Poor posture and a sedentary lifestyle, often associated
with excessive internet use, contribute to long-term health issues.

6.3.9 Economic Challenges

The internet has disrupted traditional business models, often to the detriment of small enterprises. Large
online retailers dominate the market, making it difficult for local businesses to compete. Additionally, the
rise of automation and remote work enabled by the internet has led to job displacement in certain
industries.

6.3.10 Cultural and Social Impacts

Global connectivity has exposed people to a diversity of cultures, but it has also led to the erosion of local
traditions. Social media often promotes unrealistic lifestyles and expectations, particularly among younger
generations, affecting self-esteem and societal values.

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6.3.11 Vulnerability of critical infrastructure:
Technologies like the IoT can introduce new attack vectors for critical infrastructure like power grids and
communication networks. These interconnected systems, once compromised, could cause widespread
disruption and even physical damage.

6.3.12 Economic espionage and intellectual property theft:

State and non-state actors may target companies or research institutions working on cutting-edge
technologies. This stolen intellectual property could be used to develop weapons or gain competitive
advantage.

6.3.13 Autonomous weapons and malicious AI:

The development of autonomous weapons systems and powerful AI raises ethical and security concerns.
In the wrong hands, these technologies could be used to launch devastating attacks without human
intervention.

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7.0 ONLINE COLLABORATION AND COMMUNICATION
Communication and collaboration is one of the key aspects of digital literacy. It refers to the ability to
express yourself, communicate information and exchange ideas in the digital environment in an effective
and responsible manner.

Netiquette refers to a set of guidelines on "courteous communication in the online environment".

As we interact with others online, it is important to note that the same social etiquette rules should apply
online as they do offline. For example, to be courteous and friendly to others, to respect individuals’
differences and be considerate. In short, we should treat others in the same way we want to be treated.

Core Elements of the Communication Process

The basic process of communication involves several key components:

 Sender (Source): The person who initiates the message and encodes their thoughts or ideas into a
form that can be understood, such as words, symbols, or gestures.

 Message: The actual content or information the sender wants to convey.

 Encoding: The process of converting the message into a specific format (e.g., spoken language,
written text, body language) that can be transmitted.

 Channel (Medium): The means or method used to transmit the message from the sender to the
receiver (e.g., face-to-face conversation, email, telephone, radio waves).

 Receiver (Decoder): The person or group for whom the message is intended. The receiver must be
able to get the message and interpret its meaning.

 Decoding: The process by which the receiver interprets the encoded message to understand the
sender's intended meaning, drawing on their own experiences, knowledge, and cultural
background.

 Feedback: The response or reaction from the receiver to the sender's message. Feedback is crucial
for the sender to confirm the message was understood correctly and allows for adjustments in
subsequent communication.

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  Noise (Interference): Any physical (e.g., loud sounds), psychological (e.g., biases, stress), or
semantic (e.g., jargon) factor that interferes with the message and distorts the intended meaning.

 Context/Environment: The surrounding circumstances, including physical location, social rules,

and cultural norms, that influence how messages are sent and interpreted.

7.1 Types of Communication

Communication can be categorized by the methods used:

 Verbal Communication: The use of spoken or written words to exchange information. It includes
language, tone, pitch, and speed.

 Non-Verbal Communication: The exchange of information through wordless cues such as body
language, facial expressions, gestures, eye contact, posture, and touch. This type often reinforces
verbal messages and accounts for a significant portion of human interaction.

 Written Communication: Messages conveyed through text, such as emails, letters, reports, and
instant messages. This allows for a permanent record of the information.

 Visual Communication: The use of images, diagrams, charts, signs, and other visual aids to
convey information effectively.

7.3 Principles of Effective Communication (The 7 Cs)

1. Clear (Clarity)

Clarity is the foundation of effective email communication to make your recipient understand what you mean.

 Use simple language: Instead of complicated words, use those that everyone will understand.

 Structure your message: short paragraphs, bullet points, and numbering are your friends.

 Highlight the most important information: Bold text is a great way to emphasize key points.

Example: Instead of writing: ‘Please provide the technical documentation that will be indispensable for the
project’s completion.’ Write: Please send the technical documents needed to complete the project.’

[Link]

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No one likes to read long emails. Conciseness is the key to success. How to achieve it?

 Focus on the main goal: Remove anything that is not directly related to the topic.

 Avoid repetitions: Do not say the same thing in different ways.

3. Concrete (Concreteness)

Concreteness is precise information without room for guesswork. How to achieve it?

 Provide specific data: Dates, numbers, times – all of these are important.

 Avoid generalities: Be precise in your requirements.

Example: Instead of writing: ‘Please send the documents quickly.’ Write: Please send the documents by Friday,
July 20, by 3:00 PM.’

4. Correctness

Correctness includes both grammar and facts. Errors can cause confusion. What to do?

 Check spelling and grammar: Use tools for spell checking.

 Verify facts: Ensure that the information provided is true and up-to-date.

Example: Instead of writing: “I am sending the file for analysis, the attachment contains data from the year 2023.”
Write: “I am sending the file for analysis. The attachment contains data from the year 2023.”

5. Coherent (Coherence)

Coherence is logical order and understandability. How to achieve it?

 Use logical connectors: They help in smooth transitions between parts of the message.

 Avoid unnecessary information: Each paragraph should relate to the main topic.

Example: Instead of writing: “Please deliver the report. Last week, a meeting took place. Could you also check the
sales data?” Write: “Please provide the report from the last meeting and check the sales data from last week.”

6. Complete (Completeness)

Completeness means having all necessary information in one place. How to achieve this?

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  Provide all details: The recipient should not need to ask for additional information.

 Attach necessary documents: If something is required, make sure it is included.

Example: Instead of writing: “Please send the report.” Write: “Please send the sales data report for June, in PDF
format, by the end of the day.”

7. Courteous

Courtesy is key to professionalism. How to be courteous?

 Use polite phrases: “Please”, “thank you”, “could you” etc.

 Avoid a negative tone: Even if you need to convey negative information, do it constructively.

7.1 Netiquette Principles

Netiquette is a set of unofficial rules for good behavior and politeness followed by users of online
and digital technologies such as the Internet, email, and chatrooms. Netiquette is derived from the
word "etiquette," which refers to the general rules or conventions of correct and polite behaviour in social
settings and situations.

It describes the proper manners for communicating on the internet, including various means such as e-
mail, social media, discussion forums, video conferencing and other online platforms.

7.1.1 Remember the human

When you communicate with others in the virtual environment, remember that you are talking to a real person.
When you are not sure how you should express your ideas or thoughts, pause and think about how others would
understand your message.

7.1.2 Adhere to the same standards of behavior online as you would in real life.
In real life, most people are fairly law-abiding, either by disposition or because we're afraid of getting caught. In
cyberspace, the chances of getting caught sometimes seem slim. And perhaps because people sometimes forget that
there's a human being on the other side of the computer, some people think that a lower standard of ethics or
personal behavior is acceptable in cyberspace.

The confusion may be understandable, but these people are mistaken. Standards of behavior may be different in

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some areas of cyberspace, but they are not lower than in real life.

7.1.3 Know where you are in cyberspace

Be aware of the differences as you interact with people in different virtual environments and contexts. For example,
the acceptable netiquette (e.g. languages, emoticons, etc.) in a conversation through Instagram would be different
from that in the discussion forum of your course.

7.1.4 Respect other people’s time and bandwidth

Time and bandwidth (or internet data) are limited resources. People who receive your message will need to spend
time and bandwidth to respond to it. Therefore, direct your message to the right person instead of sending it to a
whole group of people. While sending a message takes little effort, we should be cautious of the possible side-effect
of bulk e-mailing.

7.1.5 Make yourself look good online

Review your emails, messages, and posts, especially those that are important, to make sure there are no mis-
spellings and grammatical mistakes. It will make communication more effective and make a good impression. Do
not share anything, including texts and images, that are illegal, violent, explicit, inappropriate, or embarrassing.
While in many occasions, we remain somewhat anonymous in a virtual conversation, we should not abuse the
anonymity.

7.1.6 Share expert knowledge

Consider the internet as a global community for knowledge sharing. Taking advantage of the convenience of the
internet, you are encouraged to share your knowledge, expertise and experience so that others could benefit from
your input.

7.1.7 Respect different views

When you express your views on the internet, you are actually making a public statement. Therefore, it is expected
that there will be opposing views out there. Even if you have a strongly held opinion, it is important to respect
different views. Give comments and feedback that are constructive and useful.

7.1.8 Respect other people’s privacy

As in real life, make sure you do not infringe on others’ privacy. If you are given access to certain personal
information (e.g. a photo of your friend), it does not necessarily mean that you have the right to share it further. If
you are not sure, ask before you share.

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7.1.9 Don’t abuse your power
If you are the administrator of a website, online forum or any online platforms, you will have some privileges over
the others. It is important that you exercise the rights with responsibilities.

7.1.10 Forgive other people's mistakes

Be forgiving to other people’s mistakes. If you want to ask someone to correct a mistake he/she made
(e.g. mis-spellings, typos, etc.), ask politely, and preferably in private rather than in public.

Communication concepts refer to the fundamental principles, elements, and theories that describe how
information, thoughts, and feelings are exchanged between individuals or groups.

9.0 Online Communities

An online community is designed for people to interact and communicate with each other. You can use it
for a variety of things such as sharing knowledge, finding solutions to common problems, finding
solutions to specific issues, engaging in discussions, forming teams, collaborating on projects, sharing
work, achieving common goals - and the list goes on.

An online community can be used for many different purposes, including:

 Sharing content and information about a particular topic with others

 Collaborating on projects

 Getting support and feedback from peers

 Getting advice from experts

 Exchanging and generating ideas and tips

 Building relationships with like-minded people

 Networking

 Supporting a cause or campaign

 Learning about a particular topic (for example, taking an online course)

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  Gaining customer feedback and insights

 Providing customer service

Key communication concepts in online communities include interpersonal interaction, knowledge

sharing, relationship development, and community identity formation, primarily through various
digital channels.

Communication Concepts in Online Communities

 Interpersonal Interaction: This is the core of any community. Online, interactions occur through
text-based communication (posts, comments, DMs), voice calls, and video conferencing.

 Knowledge Sharing and Collaboration: A primary use of many online communities, where
members exchange information, solve problems collaboratively, and contribute to a collective
knowledge base.

 Relationship Development: Theories like Social Information Processing (SIP) explain that while
online relationships may lack nonverbal cues and take longer to form, they can become as strong
as offline relationships through extended interaction.

 Community Identity and Culture: Online communities develop their own unique language,
insider jokes, and norms (netiquette). Communication is the process by which this shared culture is
produced and reproduced.

 Information Flow: Communication can be formal or informal, and its flow can be vertical (e.g.,
admin to member), horizontal (member to member), or diagonal across different levels.

 Moderation and Guidelines: Active moderation and clear guidelines are essential to ensure
respectful and constructive discourse and maintain a positive environment.

Advantages of Online Communities

Better Engagement

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Online communities are an effective way for brands, businesses and organisations to connect with their
customers, prospects, audiences and many other different types of stakeholders - including employees,
partners, advisors, volunteers etc

Increased trust

People are more likely to trust an organisation, business, brand, product, or service that has a more open relationship
and is happy to engage with its customers, prospects, audiences and other types of stakeholders.

Increased employee engagement

By encouraging engagement among employees, brands with online communities can create a sense of community
within the organisation and encourage brand advocacy.

Virtual community can also be a essential component of a feeling of belonging to those working remotely and for
teams spread out across a country, region or the world.

Enhanced innovation
Brands that use online communities can foster an environment for creativity and innovation among employees,
customers, advisors, investors, partners and other stakeholders.

Improved brand recognition

Creating an online community is a great way to make your business, brand or organisation stand out to your target
audience

Ownership of data
Unlike social media platforms, communities can provide a wealth of first-party data, which can be used to enhance
marketing strategies.

Better Search Engine Optimisation (SEO)

Online communities are a great way to give your SEO strategy a boost.

SEO is is the process of improving the quality and quantity of website traffic to a website or a web page from search
engines. This in turn impacts the visibility of your website, brand, business or organisation on searches in Google
and other search engines.

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Direct access to customers
In online communities, conversations are contained within a single location, eliminating the noise and ads
customers experience on social media platforms, while providing them with direct access to your brand.

Examples of Online Communities

Community Type Description Communication Examples

Concepts Applied

Discussion Forums Platforms where Asynchronous text- Reddit (subreddits on

users post questions based communication, every topic), Quora,
or comments in knowledge sharing, Stack Overflow (Q&A
organized threads. moderation, for developers).
community norms.

Social Media Groups Groups within large Multimedia sharing, Facebook Groups
platforms centered instant messaging, (e.g., local community
on shared interests informal groups), LinkedIn
or goals. communication, viral Groups (professional
content dynamics. networking).

Brand Communities Members loyal to a Customer Nike Run Club (app

specific brand engagement, feedback community), Airbnb
interact, share tips, mechanisms, shared Host Community, IKEA
and provide interest, loyalty Family/Hackers.
feedback. building.

Professional/Learning Experts and Formal and informal GitHub (code

Communities learners share communication, collaboration), Slack
knowledge and collaboration, shared (team communication),
collaborate on goals, knowledge specific online course
projects. management. platforms.

Gaming Communities Players connect Real-time chat, shared World of Warcraft

around specific interest, shared guilds, Discord servers
games to chat, experiences, team for specific games.
strategize, and build collaboration.
relationships.

Support Communities Individuals with Empathetic Health forums, online

shared life communication, trust- support groups (e.g.,
experiences (e.g., building, non-verbal for specific conditions
health challenges) cues (through

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offer emotional tone/text), emotional
support and advice. awareness.

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Electronic Mail Concepts

Electronic mail, commonly known as email, is a method of exchanging messages over the internet

It is one of most widely used services of Internet. This service allows an Internet user to send a message in
formatted manner (mail) to the other Internet user in any part of world. Message in mail not only contain text, but it
also contains images, audio and videos data.

The person who is sending mail is called Sender and person who receives mail is called Recipient. It is just like
postal mail service.

Components of E-Mail System :

The basic components of an email system are:

1. User Agent (UA)

The UA is normally a program which is used to send and receive mail. Sometimes, it is called mail reader.
It accepts variety of commands for composing, receiving and replying to messages as well as for
manipulation of the mailboxes.

2. Message Transfer Agent (MTA)

MTA is actually responsible for transfer of mail from one system to another. To send mail, a system must
have client MTA and system MTA. It transfers mail to mailboxes of recipients if they are connected in the
same machine. It delivers mail to peer MTA if destination mailbox is in another machine. The delivery
from one MTA to another MTA is done by Simple Mail Transfer Protocol.

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 3. Mailbox:

It is a file on local hard drive to collect mails. Delivered mails are present in this file. The user can read it
delete it according to his/her requirement. To use e-mail system each user must have a mailbox . Access to
mailbox is only to owner of mailbox.

4. Spool file/Outbox

This file contains mails that are to be sent. User agent appends outgoing mails in this file using SMTP.
MTA extracts pending mail from spool file for their delivery. E-mail allows one name, an alias, to represent
several different e-mail addresses. It is known as mailing list, Whenever user have to sent a message,
system checks recipient's name against alias database. If mailing list is present for defined alias, separate
messages, one for each entry in the list, must be prepared and handed to MTA. If for defined alias, there is
no such mailing list is present, name itself becomes naming address and a single message is delivered to
mail transfer entity.

5. Email Address

An email address: This is a unique identifier for each user, typically in the format of name@[Link].

6. Email Client

This is a software program used to send, receive and manage emails, such as Gmail, Outlook, or Apple
Mail.

7. Email server (mail server)

This is a computer system responsible for storing and forwarding emails to their intended recipients.

How to Send Email

To use email, you must first have an email account. Once you're set up, the main functions
include composing and sending new messages, receiving and reading mail in your inbox, and managing your
conversations.

Getting Started

1. Create an account: Sign up with an email service provider like Gmail, Outlook, or Yahoo to get a unique
email address (e.g., yourname@[Link]).

2. Access your email: Log in to your account through a web browser or an email app on your computer or

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 smartphone.

3. Understand your inbox: Your inbox is where incoming messages are displayed. New emails are usually
indicated by a number next to the "Inbox" folder.

Sending an Email

1. Click "Compose": Look for a button labeled "Compose," "New Email," or a pencil icon, usually in the
top-left corner.

2. Add recipients: Enter the recipient's email address(es) in the "To" field.

 Use "Cc" (carbon copy) to send a copy to someone else while all recipients see each other's
addresses.

 Use "Bcc" (blind carbon copy) to send a copy to someone secretly; other recipients won't see their
address.

3. Add a subject: Type a brief, clear summary of the email's content in the "Subject" line. This helps the
recipient understand the email's purpose quickly.

4. Write your message: In the main body text area, type your message. Use appropriate formatting (bold,
italics, bullet points) if needed.

5. Attach files (optional): To send documents, photos, or other files, click the paperclip icon, select the
file(s) from your computer, and click "Open" or "Choose".

6. Click "Send": Once you are happy with your message, click the "Send" button.

Receiving and Managing Email

 Read emails: Click on the email's subject line in your inbox to open and read the full message.

 Reply: To respond to the sender, click the "Reply" button (often a left-facing arrow). The sender's address
is automatically entered.

 Reply All: To respond to everyone included in the "To" and "Cc" fields, click "Reply All".

 Forward: To send the email to a new recipient, click "Forward" and enter their email address.

 Organize: Use folders and labels to sort and manage your messages, or set up automatic rules to filter

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 incoming emails.

Services provided by E-mail system :

 Composition - The composition refer to process that creates messages and answers. For composition any
kind of text editor can be used.

 Transfer - Transfer means sending procedure of mail i.e. from the sender to recipient.

 Reporting - Reporting refers to confirmation for delivery of mail. It help user to check whether their mail is
delivered, lost or rejected.

 Displaying - It refers to present mail in form that is understand by the user.

 Disposition - This step concern with recipient that what will recipient do after receiving mail i.e save mail,
delete before reading or delete after reading.

Advantages of email:

1. Convenient and fast communication with individuals or groups globally.

2. Easy to store and search for past messages.

3. Ability to send and receive attachments such as documents, images, and videos.

4. Cost-effective compared to traditional mail and fax.

5. Available 24/7.

Disadvantages of email:

1. Risk of spam and phishing attacks.

2. Overwhelming amount of emails can lead to information overload.

3. Can lead to decreased face-to-face communication and loss of personal touch.

4. Potential for miscommunication due to lack of tone and body language in written messages.

5. Technical issues, such as server outages, can disrupt email service.

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6. It is important to use email responsibly and effectively, for example, by keeping the subject line clear and
concise, using proper etiquette, and protecting against security threats.

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DO follow these rules and guidelines for proper email netiquette:

DON'T make these mistakes:

• Writing in capital letters that MAKE IT SEEM LIKE YOU ARE SHOUTING

• Opening emails or attachments from unknown or suspicious senders

• Overusing the priority, high importance or receipt settings

• Sending or forwarding personal or private information without the original sender's consent

• Including unnecessary information or diverging from the purpose of the email

• Using emoticons or abbreviations i.e. :) or "lol" unless writing informally to friends or family

• Subscribing to unknown distribution lists

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Digital content has the same protections under the Copyright Act as non-digital, traditional or analog
works. Digital content consist of electronic versions of books, graphics, video, audio, music, web sites and
online databases, etc. Using digital content requires permission that is beyond the scope of fair use or
the TEACH Act.

Here are some examples of what type of digital content is protected.

 Electronic Books

 Digital Video

 Digital Audio

 Graphics

 E-mail

 Web Sites

 Embedded works on web site

Netiquette for Online Discussions

In your online classes, you may be asked to participate in online discussions. These discussions take the place of a
normal discussion that you might have in class – where you can ask questions, share ideas, and collaboratively get a
better understanding of a topic with your classmates. Discussion boards and discussion posts have their own rules
of online etiquette.

Ground Rules for Online Discussions

This list of rules is adapted from “Netiquette: Ground Rules for Online Discussions” by Peter Connor, used under
CC BY-NC-SA 4.0 International License.

 Report issues: If you are having challenges participating in a discussion, talk to your instructor right away.

 Participate: Discussion boards are a shared learning environment where everyone needs to contribute. If
you can, try to post earlier in the week to give your classmates time to read and respond to you. You should
also take the time to contribute to the conversation and thoughtfully respond to your classmates’ posts.

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  Help others: Discussion boards are a space where you can share and learn from each other.

 Respect diversity: Remember that your classmates may have different life experiences and perspectives
from your own. Take the time to understand your classmates’ thoughts and perspectives.

 Take your time: Read a post carefully before replying. Your posts and replies should be thoughtful and
add something to the discussion.

 Be brief: Be clear and direct in your posts. Stay on topic.

 Limit your use of emojis and texting slang: Discussion boards may feel like a casual conversation, but
your posts should still be treated as academic writing.

 Don’t YELL: Avoid using all caps. Using bold upper-case letters can feel like you’re yelling at somebody.

 Be polite: Always use a professional and polite tone in your posts and replies. Use proper writing style:
Proofread your posts. Make sure you’re using correct spelling and proper sentence structure.

 Cite your sources: If your discussion post includes quotes or ideas from others, always remember to cite
your sources.

 Pause before posting: Review your post before hitting send. Double-check and make sure that you are
clearly expressing exactly what you want to say.

Netiquette for Microsoft Teams meetings

Bow Valley College uses Microsoft Teams for online meetings and classes. In a Teams meeting, you can see and
hear your instructor, and view any PowerPoints or learning materials they are sharing with the class. You can also
use your microphone and web camera to interact in class – you can ask questions and communicate with your
classmates, just like in a regular, face-to-face class.

Online meetings and chats may feel more casual, but you should behave and act the same as you would in an in-
person class.

Here are some guidelines on Netiquette for Microsoft Teams.

Be ready to learn

 Have all your devices & supplies ready to go

 Clear your workspace and dress appropriately for class

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  Join your class meeting at the scheduled time

 Check that your microphone is muted.

 If you're attending online class in a public space (coffee shop, library) make sure that your headphones are
plugged in and working.

 Don’t be afraid to ask questions. Use the “Raise Hand” feature or the chat to ask a question during class.

Eliminate distractions

 Multi-tasking is a myth. Put your phone away and close other browser windows while you are attending
online class.

 Refrain from eating or drinking during class

 Follow your instructor’s guidance on whether you should have your camera on/off during class

Code of conduct

 Remember that the Learner Code of Conduct is in effect for both online and in-person classes

 Be respectful and polite in all class communications, including meetings and chat

 Teams chat may feel like text messaging – but it is important to remember that chat is still a form of
College communication.

 Be appropriate, respectful, and polite in all messages.

 Remember that people have other responsibilities. They may not be able to respond to your
message right away.

 Ask your instructor how they prefer to communicate. Some instructors welcome Teams messages.
Other instructors may only want to connect through email.

 Do not share or forward any information that is shared during meetings or chats.

 Class recordings are for your own personal study and review

 Do not discuss exam material during online exams.

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Violations of Netiquette

Just like the real world, cyberspace contains people who commit flagrant acts of misbehavior. Fortunately, these
people are in the minority. Unfortunately, we have to watch out for them anyway. Here are a few egregious
violations of Netiquette to be on the alert for as you travel through cyberspace.

Cyberspace predators

Perhaps the worst Netiquette violators are people who use their cyberspace connections to gain the trust of others
and then take advantage of them in real life. Some of the most unpleasant stories involve pedophiles who get to
know kids online, engage in sexual discussions with them, and in some cases, arrange to meet them live.

Children aren't the only ones who are vulnerable to this kind of abuse. The story of the "Net Lothario" (page 117) is
an example of how adults can also be fooled by someone who lacks morals and writes persuasively.

This doesn't mean that you can't trust anyone you meet online. It does mean that you need to exercise at least as

much caution with your cyberspace acquaintances as you would with a friendly person you met at the grocery
store. In fact, because it's so easy for predators to misrepresent themselves online, a little
more caution is in order.

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Children, in particular, should be warned never to give out personal information -- their addresses, their phone
numbers, their passwords, or the times they're home alone -- online. And unfortunately, every cybernaut needs to
remember that fellow net travelers may not be who or what they claim to be.

Alternate personae

Many people who create false identities online aren't predators -- they're just fooling around. In many areas of
cyberspace -- particularly MUDs (multi-user dungeons) and their close cousins, MOOs (object-oriented MUDs) --
it's normal and expected behavior. MUDs and MOOs exist specifically for the purpose of exploring fantasy worlds
and fantasy identities. Men often represent themselves as women. (For some reason, it's less common for women to
appear as men.) All that is just fine.

Other cases are closer to the borderline of acceptable behavior. For instance, male journalists have created feminine
handles to investigate sexual harassment on the net. While that isn't particularly nice, neither is sexual harassment.
Netiquette permits it as long as the journalist refrains from getting deeply involved with anyone under false
pretenses. The story of "Joan" (page 118) is an example of a man whose "experiment" in cyberspace cross-dressing
got out of control.

Long-term misrepresentation of oneself in romance discussion groups or chat areas, where the purpose of the
interaction is to form a serious relationship, is definitely not acceptable

Electronic forgery

Every piece of email and every posting to a discussion group carries an electronic signature. And, just as it's
possible to forge a handwritten signature, it is sometimes possible to send email from someone else's ID. A recent
example occurred when five college freshmen decided it

would be funny to send a false letter of resignation for a new university official. They also circulated demands for
tuition to other students and letters implying that the official was gay. Administrators had begun acting on the
resignation before they found out it was a fake.

In another bizarre incident, readers of [Link]-adams, the USENET fan club for Hitchhiker's Guide to the
Galaxy author Douglas Adams, started circulating rumors that genuine postings from Adams -- who occasionally
reads the newsgroup -- were fake. Then an actual fake Douglas Adams started sending abusive notes to readers. The
real Douglas Adams had a terrible time straightening out the mess.

Forging email is just as wrong as forging a paper letter. Forged email is also fairly easy to trace. Bad idea.

Chain letters

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Have you ever gotten one of those letters promising you millions of dollars if you just send a few dollars to a list of
people, but threatening you with hideous death within a year if you don't? Those things circulate in cyberspace as
well. The best-known is a long, rambling letter signed by "Dave Rhodes." It appears periodically in random
discussion groups and mailboxes.

Chain letters are forbidden on BITNET and on most commercial network services. If you receive a copy of the
"Dave Rhodes" letter, or any other chain letter, don't follow the instructions! Forward a copy to your system
administrator or postmaster and request that action be taken against the sender. You can also reply to the sender
yourself and tell him or her that sending chain letters is not acceptable network behavior.

Electronic hoaxes

Some people don't stop with forging email from real people. Some people construct entire fictional companies and
publicize them on the net.

A recent example that received a lot of publicity was the Sexonix hoax. A fellow named Joey Skaggs announced to
the media that he had set up

the world's first virtual reality sex provider, called "Sexonix." He actually rented a booth at a Canadian trade show
to show off his wares. Then he claimed that the Canadian government had seized all of his hardware and software
on his way to the show. He posted a press release to The WELL claiming that the seizure had destroyed his
business. The trouble was, he had no hardware, no software, and no business except that of fooling people.

In this case, the worst thing that happened was probably that the people who were fooled felt -- well, foolish. But
it's not hard to imagine stories that could have far more dangerous consequences. Hoaxes are bad Netiquette.

Rumors

A close cousin to the hoax is the rumor. Two rumors that weren't invented maliciously have gained special
prominence on the net. The first is the Craig Shergold story. Here's the true part: A number of years ago, Craig
Shergold, a young English boy, was diagnosed with an inoperable brain tumor. He decided that before he died, he
wanted to make it into the Guinness Book of World Records for receiving the most get-well cards ever. He
succeeded. Better yet, a wealthy American had the idea that maybe Craig's cancer wasn't inoperable. He paid for
Craig to see specialists in America. It turned out that the type of cancer had been misdiagnosed, the tumor was
removed, and when last heard from, Craig was fine.

Well, almost fine. Somewhere along the way, Craig's request for get-well cards mutated into a request for business
cards. And the news that Craig was fine didn't spread as fast as the requests. Craig's mailbox has been piled full of
unwanted business cards for three or four years now. It's driving his mother crazy! If you see this story, please tell

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the well-intentioned person who passed it on that the cards are no longer wanted and Craig is well.

The other rumor that resurfaces periodically is the modem tax story. Several years ago, the U.S. Congress did
discuss imposing a special "telecommunications tax" on modems. A call to action was posted and

the world's first virtual reality sex provider, called "Sexonix." He actually rented a booth at a Canadian trade show
to show off his wares. Then he claimed that the Canadian government had seized all of his hardware and software
on his way to the show. He posted a press release to The WELL claiming that the seizure had destroyed his
business. The trouble was, he had no hardware, no software, and no business except that of fooling people.

In this case, the worst thing that happened was probably that the people who were fooled felt -- well, foolish. But
it's not hard to imagine stories that could have far more dangerous consequences. Hoaxes are bad Netiquette.

Rumors

A close cousin to the hoax is the rumor. Two rumors that weren't invented maliciously have gained special
prominence on the net. The first is the Craig Shergold story. Here's the true part: A number of years ago, Craig
Shergold, a young English boy, was diagnosed with an inoperable brain tumor. He decided that before he died, he
wanted to make it into the Guinness Book of World Records for receiving the most get-well cards ever. He
succeeded. Better yet, a wealthy American had the idea that maybe Craig's cancer wasn't inoperable. He paid for
Craig to see specialists in America. It turned out that the type of cancer had been misdiagnosed, the tumor was
removed, and when last heard from, Craig was fine.

Well, almost fine. Somewhere along the way, Craig's request for get-well cards mutated into a request for business
cards. And the news that Craig was fine didn't spread as fast as the requests. Craig's mailbox has been piled full of
unwanted business cards for three or four years now. It's driving his mother crazy! If you see this story, please tell
the well-intentioned person who passed it on that the cards are no longer wanted and Craig is well.

The other rumor that resurfaces periodically is the modem tax story. Several years ago, the U.S. Congress did
discuss imposing a special "telecommunications tax" on modems. A call to action was posted and

Morris actually intended this stunt as a harmless experiment; he had no intention of shutting down the Internet. He
saw that there was a "back door" in the Internet email system and wanted to see how far he could go with it. He
found out -- and paid for it with a federal conviction for "computer fraud."

Morris made a big mistake. There's no excuse for repeating it.

Snooping

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Various types of networks can make it more or less easy to get into another person's personal files. On Macintosh
networks, it's possible to publish your entire hard disk as a server, making all your files accessible to anyone on the
network.

Even if you should happen by a machine that -- essentially -- has its front door wide open, don't snoop. You're not
in the habit of walking up to people's houses and trying their front doors, are you? (I hope not!)

If, because of your position or your superior knowledge, you have the power to snoop in other people's mail or files,
it's even more important that you don't do it. It can be very tempting. But their mail is really none of your business.
Netiquette forbids the abuse of power (see "Rule 9: Don't abuse your power" on page 44).

Keep in mind that Netiquette alone does not protect the privacy of your email. See "Email Privacy -- A Grand
Illusion?" on page 125.

Mailbombing

Sometimes, annoyed discussion group readers will try to take vengeance on a particularly obnoxious flamer by
flooding his mailbox. This is called mailbombing, and it's a bad idea. Yes, it annoys the miscreant. But it also eats
up hard disk space and wastes system administrator time for other users of that person's server. Don't do it.

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