Office Automation Unit 5
Office Automation Unit 5
In the present age of information Technology, use of Internet is becoming quite popular for
accessing information on any topic of your interest. It also provides tremendous opportunities to
students, researchers and professionals for getting information on matters related to academic
and professional topics and lot more. In the present world, most of the people who have
computers around themselves use Internet to access information from the World Wide Web,
exchange messages & documents and e-services.
3.2 OBJECTIVES
After going through this lesson, you would be able to:
3.3 INTERNET
The Internet is a global system of interconnected computer networks that use the standard
Internet protocol suite (TCP/ IP) to serve billions of users worldwide. It is a network of networks
that consists of millions of private, public, academic, business, and government networks, of
local to global scope, that are linked by a broad array of electronic, wireless and optical
networking technologies. The Internet carries a vast range of information resources and services,
such as the interlinked hypertext documents of the World Wide Web (WWW) and the
infrastructure to support electronic mail.
For the students and educational purposes the internet is widely used to gather information so as
to do the research or add to the knowledge of various subjects. Even the business professionals
and the professionals like doctors, access the internet to filter the necessary information for their
use. The internet is therefore the largest encyclopedia for everyone, in all age categories. The
internet has served to be more useful in maintaining contacts with friends and relatives who live
abroad permanently.
• 24 hours a day - 7 days a week: Internet is available, 24x7 days for usage.
• Services: Many services are provided on the internet like net banking, job searching,
purchasing tickets, hotel reservations, guidance services on array of topics engulfing every
aspect of life.
• Communities: Communities of all types have sprung up on the internet. Its a great way to
meet up with people of similar interest and discuss common issues.
• E-commerce: Along with getting information on the Internet, you can also shop online.
There are many online stores and sites that can be used to look for products as well as buy
them using your credit card. You do not need to leave your house and can do all your
shopping from the convenience of your home. It has got a real amazing and wide range of
products from household needs, electronics to entertainment.
• Entertainment: Internet provides facility to access wide range of Audio/Video songs, plays
films. Many of which can be downloaded. One such popular website is YouTube.
• Software Downloads: You can freely download innumerable, softwares like utilities,
games, music, videos, movies, etc from the Internet.
• Negative effects on family communication: It is generally observed that due to more time
spent on Internet, there is a decrease in communication and feeling of togetherness among
the family members.
• Internet addiction: There is some controversy over whether it is possible to actually be
addicted to the Internet or not. Some researchers, claim that it is simply people trying to
escape their problems in an online world.
• Children using the Internet has become a big concern. Most parents do not realize the
dangers involved when their children log onto the Internet. When children talk to others
online, they do not realize they could actually be talking to a harmful person. Moreover,
pornography is also a very serious issue concerning the Internet, especially when it comes
to young children. There are thousands of pornographic sites on the Internet that can be
easily found and can be a detriment to letting children use the Internet.
• Virus threat: Today, not only are humans getting viruses, but computers are also.
Computers are mainly getting these viruses from the Internet. Virus is is a program which
disrupts the normal functioning of your computer systems. Computers attached to internet
are more prone to virus attacks and they can end up into crashing your whole hard disk.
• Spamming: It is often viewed as the act of sending unsolicited email. This multiple or vast
emailing is often compared to mass junk mailings. It needlessly obstruct the entire system.
Most spam is commercial advertising, often for dubious products, get-rich-quick schemes,
or quasi-legal services. Spam costs the sender very little to send — most of the costs are
paid for by the recipient or the carriers rather than by the sender
E-mail or Electronic mail is a paperless method of sending messages, notes or letters from one
person to another or even many people at the same time via Internet. E-mail is very fast
compared to the normal post. E-mail messages usually take only few seconds to arrive at their
destination. One can send messages anytime of the day or night, and, it will get delivered
immediately. You need not to wait for the post office to open and you don’t have to get worried
about holidays. It works 24 hours a day and seven days a week. What’s more, the copy of the
message you have sent will be available whenever you want to look at it even in the middle of
the night. You have the privilege of sending something extra such as a file, graphics, images etc.
along with your e-mail. The biggest advantage of using email is that it is cheap, especially when
sending messages to other states or countries and at the same time it can be delivered to a
number of people around the world.
It allows you to compose note, get the address of the recipient and send it. Once the mail is
received and read, it can be forwarded or replied. One can even store it for later use, or delete. In
e-mail even the sender can request for delivery receipt and read receipt from the recipient.
As in the case of normal mail system, e-mail is also based upon the concept of a recipient
address. The email address provides all of the information required to get a message to the
recipient from any where in the world. Consider the e-mail ID. [email protected]
In the above example john is the username of the person who will be sending/receiving the
email. Hotmail is the mail server where the username john has been registered and com is the
type of organization on the internet which is hosting the mail server.
File Transfer Protocol, is an Internet utility software used to uploaded and download files. It
gives access to directories or folders on remote computers and allows software, data and text
files to be transferred between different kinds of computers. FTP works on the basis of same
principle as that of Client/ Server. FTP “Client” is a program running on your computer that
enables you to communicate with remote computers. The FTP client takes FTP command and
sends these as requests for information from the remote computer known as FTP servers. To
access remote FTP server it is required, but not necessary to have an account in the FTP server.
When the FTP client gets connected, FTP server asks for the identification in terms of User
Login name and password of the FTP client (Fig. 3.1). If one does not have an account in the
remote FTP server, still he can connect to the server using anonymous login.
Using anonymous login anyone can login in to a FTP server and can access public archives;
anywhere in the world, without having an account. One can easily Login to the FTP site with the
username anonymous and e-mail address as password.
Provide flexibility and promote sharing of computer programs, files and data
Transfer data reliably and more efficiently over network
Encourage implicit or indirect use of remote computers using Internet
Shield a user from variations in storage systems among hosts.
USER
INTERFACE
Start up your FTP client, by typing ftp on your system’s command line/’C>’ prompt (or, if
you are in a Windows, double-click on the FTP icon).
Give the FTP client an address to connect. This is the FTP server address to which the FTP
client will get connected
Identify yourself to the FTP remote site by giving the Login
Name
Give the remote site a password
Remote site will verify the Login Name/Password to allow the FTP client to access its files
Look directory for files in FTP server
Change Directories if requird
Set the transfer mode (optional);
Get the file(s) you want, and
Quit.
Advantages
• Low Price
• Secure connection – your IP address continually changes
• Offered in rural areas – you need a phone line
Disadvantages
• Slow speed.
• Phone line is required.
• Busy signals for friends and family members.
Advantages:
• Security: Unlike cable modems, each subscriber can be configured so that it will not be on
the same network. In some cable modem networks, other computers on the cable modem
network are left visibly vulnerable and are easily susceptible to break in as well as data
destruction.
• Integration: DSL will easily interface with ATM and WAN technology.
• High bandwidth
• Cheap line charges from the phone company.
• Good for “bursty” traffic patterns
Disadvantages
• No current standardization: A person moving from one area to another might find that
their DSL modem is just another paperweight. Customers may have to buy new equipment
to simply change ISPs.
• Expensive: Most customers are not willing to spend more than $20 to $25 per month for
Internet access. Current installation costs, including the modem, can be as high as $750.
Prices should come down within 1-3 years. As with all computer technology, being first
usually means an emptier wallet.
• Distance Dependence: The farther you live from the DSLAM (DSL Access Multiplexer),
the lower the data rate. The longest run lengths are 18,000 feet, or a little over 3 miles.
Figure 3.2 shows the most common network connection topologies when using cable modems.
The cable TV company runs a coaxial cable into the building to deliver their Internet service.
Although fed from the same coax that provides cable TV service, most companies place a splitter
outside of the building and runs two cables in, rather than using a splitter at the set-top box. The
coax terminates at the cable modem.
The cable modem itself attaches to the SOHO computing equipment via its 10BASE-T port. In
most circumstances, the cable modem attaches directly to a user’s computer. If a LAN is present
on the premises (something many cable companies frown upon), some sort of router can be
connected to the cable modem.
Advantages
• Always Connected: A cable modem connection is always connected to the Internet. This is
advantageous because you do not have to wait for your computer to “log on” to the Internet;
however, this also has the disadvantage of making your computer more vulnerable to
hackers. Broadband: Cable modems transmit and receive data as digital packets, meaning
they provide high-speed Internet access. This makes cable modem connections much faster
than traditional dial-up connections.
• Bandwidth: Cable modems have the potential to receive data from their cable provider at
speeds greater than 30 megabits per second; unfortunately, this speed is rarely ever realized.
Cable lines are shared by all of the cable modem users in a given area; thus, the connection
speed varies depending upon the number of other people using the Internet and the amount
of data they are receiving or transmitting.
• File Transfer Capabilities: Downloads may be faster, but uploads are typically slower.
Since the same lines are used to transmit data to and from the modem, priority is often
given to data traveling in one direction.
• Signal Integrity: Cable Internet can be transmitted long distances with little signal
degradation. This means the quality of the Internet signal is not significantly decreased by
the distance of the modem from the cable provider.
• Routing: Cable routers allow multiple computers to be hooked up to one cable modem,
allowing several devices to be directly connected through a single modem. Wireless routers
can also be attached to your cable modem.
• Rely on Existing Connections: Cable modems connect directly to preinstalled cable lines.
This is advantageous because you do not need to have other services, such as telephone or
Internet, in order to receive Internet through your cable modem. The disadvantage is that
you cannot have cable internet in areas where there are no cable lines. Disadvantages
• Cable internet technology excels at maintaining signal strength over distance. Once it is
delivered to a region, however, such as a neighborhood, it is split among that regions
subscribers. While increased capacity has diminished the effect somewhat, it is still possible
that users will see significantly lower speeds at peak times when more people are using the
shared connection.
• Bandwidth equals money, so cable’s advantage in throughput comes with a price. Even in
plans of similar speeds compared with DSL, customers spend more per Mb with cable than
they do with DSL.
• It’s hard to imagine, but there are still pockets of the United States without adequate cable
television service. There are far fewer such pockets without residential land-line service
meaning cable internet is on balance less accessible in remote areas.
3.5.5 VSAT
Short for very small aperture terminal, an earthbound station used in satellite communications of
data, voice and video signals, excluding broadcast television. A VSAT consists of two parts, a
transceiver that is placed outdoors in direct line of sight to the satellite and a device that is placed
indoors to interface the transceiver with the end user’s communications device, such as a PC.
The transceiver receives or sends a signal to a satellite transponder in the sky. The satellite sends
and receives signals from a ground station computer that acts as a hub for the system. Each end
user is interconnected with the hub station via the satellite, forming a star topology. The hub
controls the entire operation of the network. For one end user to communicate with another, each
transmission has to first go to the hub station that then retransmits it via the satellite to the other
end user’s VSAT.
Advantages
Satellite communication systems have some advantages that can be exploited for the provision of
connectivity. These are:
However like all systems there are disadvantages also. Some of these are
• High start-up costs (hubs and basic elements must be in place before the services can be
provided)
• Higher than normal risk profiles
• Severe regulatory restrictions imposed by countries that prevent VSAT networks and
solutions from reaching critical mass and therefore profitability
• Some service quality limitations such the high signal delays (latency)
• Natural availability limits that cannot be mitigated against
• Lack of skills required in the developing world to design, install and maintain satellite
communication systems adequately
Here’s how to download a file using Internet Explorer and Windows XP. (This example shows a
download of the file “dweepsetup.exe” from Dexterity Games.) If you’re using a different
browser such as Netscape Navigator or a different version of Windows, your screen may look a
little different, but the same basic steps should work.
1. Click on the download link for the program you want to download. Many sites offer
multiple download links to the same program, and you only need to choose one of these
links.
2. You may be asked if you want to save the file or run it from its current location. If you
are asked this question, select “Save.” If not, don’t worry — some browsers will
automatically choose “Save” for you. (Fig. 3.3(a))
3. You will then be asked to select the folder where you want to save the program or file,
using a standard “Save As” dialog box. Pay attention to which folder you select before
clicking the “Save” button. It may help you to create a folder like “C:\Download” for
all of your downloads, but you can use any folder you’d like.
4. The download will now begin. Your web browser will keep you updated on the
progress of the download by showing a progress bar that fills up as you download. You
will also be reminded where you’re saving the file. The file will be saved as “C:\
Download\dweepsetup.exe” in the picture below. (Fig. 3.3(b))
Note: You may also see a check box labeled “Close this dialog box when
download completes.” If you see this check box, it helps to uncheck this box. You
don’t have to, but if you do, it will be easier to find the file after you download it.
5. Depending on which file you’re downloading and how fast your connection is, it may
take anywhere from a few seconds to a few minutes to download. When your download
is finished, if you left the “Close this dialog box when download completes” option
unchecked, you’ll see a dialog box as shown in fig. 3.3(c) :
What happens next will depend on the type of file you downloaded. The files you’ll
download most often will end in one of two extensions. (An extension is the last few letters
of the filename, after the period.) They are:
o .EXE files: The file you downloaded is a program. Follow the on-screen instructions
from there to install the program to your computer and to learn how to run the program
after it’s installed.
o .ZIP files: ZIP is a common file format used to compress and combine files to make
them download more quickly. Some versions of Windows (XP and sometimes ME)
can read ZIP files without extra software. Otherwise, you will need an unzipping
program to read these ZIP files. Common unzipping programs are WinZip, PKZIP,
and Bit Zipper, but there are also many others. Many unzipping programs are
shareware, which means you will need to purchase them if you use them beyond their
specified trial period.
WEB PAGES
web page (or webpage) is a hypertext document on the World Wide Web. Web pages are
delivered by a web server to the user and displayed in a web browser. A website consists of
many web pages linked together under a common domain name. The name "web page" is a
metaphor of paper pages bound together into a book.
Elements
The core element of a web page is a text file written in the HyperText Markup Language
(HTML)[2] that describes the content of the web page and includes references to other web
resources. A web page is a structured document that primarily consists of hypertext, text
with hyperlinks. Hyperlinks point the user to other web resources, primarily other web
pages, and to different sections of the same web page. Multimedia content on the web, such
as images, videos, and other web pages, can be directly embedded in a web page to form a
compound document.
An HTML document can include Cascading Style Sheets (CSS) documents to describe the
presentation of content on a web page. It can also include JavaScript or Web Assembly
programs, which are executed by the web browser to add dynamic behavior to the web
page.Web pages with dynamic behavior can function as application software, referred to as
web applications.
HTML ELEMENTS
<a> Defines a hyperlink
<b> Defines bold text
<body> Defines the document's body
<br> Defines a single line break
<h1> to <h6> Defines HTML headings
header> Defines a header for a document or section
<hr> Defines a thematic change in the content
<html>Defines the root of an HTML document
<li> Defines a list item
<ol> Defines an ordered list
<p> Defines a paragraph
<table> Defines a table
<td> Defines a cell in a table
<th> Defines a header cell in a table
<title> Defines a title for the document
<tr> Defines a row in a table
<ul> Defines an unordered list
Speed of the System – In case a virus is completely executed into your device, the time
taken to open applications may become longer and the entire system processing may start
working slowly
Pop-up Windows – One may start getting too many pop up windows on their screen
which may be virus affected and harm the device even more
Self Execution of Programs – Files or applications may start opening in the background
of the system by themselves and you may not even know about them
Log out from Accounts – In case of a virus attack, the probability of accounts getting
hacked increase and password protected sites may also get hacked and you might get
logged out from all of them
Crashing of the Device – In most cases, if the virus spreads in maximum files and
programs, there are chances that the entire device may crash and stop working
The first thing which you might notice in case of virus attack is the speed with which your
system shall process. And then gradually other changes can also be observed.
Boot Sector Virus – It is a type of virus that infects the boot sector of floppy disks or the
Master Boot Record (MBR) of hard disks. The Boot sector comprises all the files which
are required to start the Operating system of the computer. The virus either overwrites the
existing program or copies itself to another part of the disk.
Direct Action Virus – When a virus attaches itself directly to a .exe or .com file and
enters the device while its execution is called a Direct Action Virus. If it gets installed in
the memory, it keeps itself hidden. It is also known as Non-Resident Virus.
Resident Virus – A virus which saves itself in the memory of the computer and then
infects other files and programs when its originating program is no longer working. This
virus can easily infect other files because it is hidden in the memory and is hard to be
removed from the system.
Multipartite Virus – A virus which can attack both, the boot sector and the executable
files of an already infected computer is called a multipartite virus. If a multipartite virus
attacks your system, you are at risk of cyber threat.
Overwrite Virus – One of the most harmful viruses, the overwrite virus can completely
remove the existing program and replace it with the malicious code by overwriting it.
Gradually it can completely replace the host’s programming code with the harmful code.
Polymorphic Virus – Spread through spam and infected websites, the polymorphic virus
are file infectors which are complex and are tough to detect. They create a modified or
morphed version of the existing program and infect the system and retain the original
code.
File Infector Virus – As the name suggests, it first infects a single file and then later
spreads itself to other executable files and programs. The main source of this virus are
games and word processors.
Spacefiller Virus – It is a rare type of virus which fills in the empty spaces of a file with
viruses. It is known as cavity virus. It will neither affect the size of the file nor can be
detected easily.
Macro Virus – A virus written in the same macro language as used in the software
program and infects the computer if a word processor file is opened. Mainly the source of
such viruses is via emails.
Online download
Buying an Anti-virus software and installing it
Further below, we bring to you details as to what anti-virus is and what are its different types
along with a few examples.
Moving further, candidates can also refer to the following links to learn more about Computer
Knowledge and prepare themselves accordingly:
Norton Antivirus
F-Secure Antivirus
Kaspersky Antivirus
AVAST Antivirus
Comodo Antivirus
McAfee Antivirus
A web browser is a type of software that allows you to find and view websites on the
Internet. Even if you didn't know it, you're using a web browser right now to read this page!
There are many different web browsers, but some of the most common ones include Google
Chrome, Safari, and Mozilla Firefox.
Four Different Ways to Communicate Online
It goes without saying that the internet has the ability to provide countless benefits, not only does
it allow you to retrieve answers on the most specific of search queries, but it also allows you to
communicate with people on the other side of the world! Gone are the days when the only form
of communication outside of face-to-face interactions were letters and phone calls, the internet
offers a whole host of different modes of communication for users. It is still important to stay
vigilant when communicating online though because there is always the risk of your personal
details being hacked.
Find out the four different ways you can communicate online and how the spam service experts
at MailCleaner can help you use the internet safely!
Email is seen as the formal way of communicating online and is most likened to the traditional
letter. Email is the primary mode of communication for businesses because of its professional
function. When using email, it’s important to be wary of phishing emails that can give your
electronic device a virus. In this case, it’s important that you have some form of email security in
place to ensure this doesn’t happen.
Video Calls
Although this way of communicating has been popular since the advent of software such as
Skype, video calls and conferencing have taken centre stage since the pandemic. The impact of
COVID-19 meant that people had to stay indoors and were unable to see family, friends and
colleagues. Video calls were effective here as they allowed people to communicate with each
other whilst being able to see them.
Social Media
It goes without saying that social media such as Facebook, Twitter and Instagram are one of the
biggest inventions to come out of the 21st century. These platforms allow members to share
content with friends and followers, giving them the opportunity to provide information and
updates on their lives. Not only can you instant message on these applications, but you can also
video call too!