INFORMATION TECHNOLOGY

MS KABANDA
 INTRODUCTION TO COMPUTERS

• A computer is an electronic machine, devised for performing

calculations and controlling operations that can be expressed either in
logical or numerical terms.
• Computer is an electronic device that accepts data as input, processes
the input data by performing mathematical and logical operations on
it, and gives the desired output.
 CHARACTERISTICS OF COMPUTERS
Speed
• Computer process data at an extremely fast rate – millions of
instructions per second in few seconds, a computer can perform a
huge task that a normal human being may take days or even years to
complete. The speed of a computer is calculated in MHz
Accuracy
• Computer provides a high degree of accuracy. For example, the
computer can accurately give the result of division of any two
numbers up to 10 decimal places.
 CONT’D
Diligence
• When used for a longer period of time, the computer does not get
tired or fatigued. It can perform long and complex calculations with
the same speed and accuracy from the start till the end.
Reliability
• Reliability is the measurement of performance of a computer, which
is measured against some predetermined standard for operation
without any failure.
 CONT’D
Storage Capability
• Large volumes of data and information can be stored in the computer
and also retrieved whenever required. A limited amount of data can be
stored, temporarily, in the primary memory. Secondary storage devices
like floppy disk and compact disk can store a large amount of data
permanently.
Versatility
• Computer is versatile in nature. It can perform different types of tasks
with the same ease. At one moment you can use the computer to
prepare a letter document and in the next moment you may play music
or print a document.
 BASIC APPLICATIONS OF COMPUTER
Education
• Computers are extensively used, as a tool and as an aid, for imparting
education.
• Educators use computers to prepare notes and presentations of their
lectures.
• Computers are used to develop computer-based training packages, to
provide distance education using the e-learning software, and to
conduct online examinations.
• Researchers use computers to get easy access to conference and journal
details and to get global access to the research material.
 CONT’D
Entertainment
• Computers have had a major impact on the entertainment industry.
• The user can download and view movies, play games, chat, book
tickets for cinema halls, use multimedia for making movies,
incorporate visual and sound effects using computers, etc.
• The users can also listen to music, download and share music, create
music using computers, etc.
 CONT’D
Advertising
• Computer is a powerful advertising media. Advertisement can be
displayed on different websites, electronic-mails can be sent and
reviews of a product by different customers can be posted.
• Computers are also used to create an advertisement using the visual
and the sound effects. For the advertisers, computer is a medium via
which the advertisements can be viewed globally.
• Web advertising has become a significant factor in the marketing
plans of almost all companies. In fact, the business model of Google
is mainly dependent on web advertising for generating revenues.
 CONT’D
Sports
• A computer can be used to watch a game, view the scores,
improve the game, play games (like chess, etc.) And create
games. They are also used for the purposes of training players.
Government
• The government uses computers to manage its own operations
and also for e-governance. The websites of the different
government departments provide information to the users.
 CONT’D
• Computers are used for the filing of income tax return, paying taxes,
online submission of water and electricity bills, for the access of land
record details, etc. the police department uses computers to search
for criminals using fingerprint matching, etc.
Medicine
• Medical researchers and practitioners use computers to access
information about the advances in medical research or to take opinion
of doctors globally. The medical history of patients is stored in the
computers. Computers are also an integral part of various kinds of
sophisticated medical equipments like ultrasound machine, CAT scan
 CONT’D

Science and engineering

• scientists and engineers use computers for performing complex
scientific calculations, for designing and making drawings (CAD/CAM
applications) and also for simulating and testing the designs.
• Computers are used for storing the complex data, performing complex
calculations and for visualizing 3–dimensional objects.
• Complex scientific applications like the launch of the rockets, space
exploration, etc., are not possible without the computers.
 CONT’D
Home
• Computers have now become an integral part of home equipment.
• At home, people use computers to play games, to maintain the home
accounts, for communicating with friends and relatives via internet,
for paying bills, for education and learning, etc.
• Microprocessors are embedded in house hold utilities like, washing
machines, tvs, food processors, home theatres, security devices, etc.
 HARDWARE OF COMPUTER SYSTEM

• Hardware consists of the mechanical parts that make up the computer as

a machine.
• The hardware consists of physical devices of the computer. The devices
are required for input, output, storage and processing of the data.
• Keyboard, monitor, hard disk drive, floppy disk drive, printer, processor
and motherboard are some of the hardware devices.
 SOFTWARE
• This is a set of instructions that tells the computer about the tasks to be
performed and how these tasks are to be performed. Program is a set
of instructions, written in a language understood by the computer, to
perform a specific task.
• A set of programs and documents are collectively called software.
The hardware of the computer system cannot perform any task on its
own.
• The hardware needs to be instructed about the task to be performed.
Software instructs the computer about the task to be performed. The
hardware carries out these tasks. Different software can be loaded on
 HARDWARE COMPONENTS OF COMPUTER
SYSTEM

• The hardware components of computer system have the following

three units, each functional unit corresponds to their basic operations
performed.
(a) Input unit
(b) Central processing unit
(c) Output unit
 INPUT UNIT
• Accept data and instructions from the outside world.
• Convert it to a form that the computer can understand
• Supply the converted data to the computer system for further
processing
• The input unit is used to send information or instructions or
commands to the computer.
• The data received from the input unit is immediately stored in main
memory and then processed.
 CONT’D
Following are the some of the input devise.
(i) keyboard
(ii) mouse
(iii) light pen
(iv) joystick
(vi) MICR (magnetic ink character recognizer)
(vii) OMR ( optical mark recognizer)
 CENTRAL PROCESSING UNIT (CPU)
• It performs all calculations and all decisions.
• It controls and co-ordinates all units of the computer
• It interprets instructions of a program
• It stores data temporarily and monitors external requests.
• The CPU is sub-divided into the following sub-system.
(i) Control unit
(ii) Arithmetic and logical unit
(iii) Memory unit: (a) Primary storage (b) Secondary storage.
 CONTROL UNIT
• The control unit instructs the computer how to carry out program
instructions. It directs the flow of data between memory and
arithmetic logical unit.
• The input unit does not know when to receive data and where to put
the data in the storage unit after receiving it similarly, the control unit
instructs the input unit where to store the data after receiving it from
the user
 ARITHMETIC AND LOGICAL UNIT
• Arithmetic and logical unit performs all the arithmetic and logical
operations. Arithmetic operations like addition, subtraction,
multiplication and logical operations, such as comparisons are
performed in ALU.
• All calculations are performed in the arithmetic and logical unit
(ALU) of the computer, ALU also does comparisons and take
decision .
 MEMORY UNIT
• Memory is the part of computer which holds data for processing and
other information it is also called as main memory or primary memory.
• A device that stores program instructions or data used by the CPU when
performing a given function.
• Memory is a device, which is used to store information
temporality/permanently, it is the place where the information is safe
kept. Secondary memory, such as disk storage, is functionally
considered I/O because it is accessed through the I/O system.
 PRIMARY STORAGE
• The primary storage is also called as “main memory” stores and
access information very fast. This is generally used to hold the
program being currently executed in the computer, the data being
received from the input unit, the intermediate and final results of the
program.
• Primary storage is also known as system memory, internal, temporary
and “RAM”
• Installed on the main computer board (motherboard)
• Typically comprised of ICs (integrated circuits)
• Fast access – usually in the order of Nano seconds
 SECONDARY STORAGE

• The secondary storage is also known as Auxiliary Storage it may store

several programs, documents, databases etc.
• The program that we want to run on the computer is first transferred to
the primary memory before it can run. Similarly, after running the
program if need to save the result, we will transfer them to the
secondary storage.
• The secondary memory is slower and cheaper than the primary
memory. Some of the commonly used secondary memory devices are
Floppy diskette, Zip diskette, Hard disk and Magnetic disks and Tapes
etc.
 OUTPUT UNIT
• Devices used to get the response or result of a process from the
computer is called output output unit is the communication between
the user and the computer.
• The output unit of a computer provides the information and results of
a computation to the outside world.
• Computers do not work in the decimal system, they work in the
binary system. Therefore if required, the output unit also converts the
binary data into a form that users can understand.
 CONT’D
Commonly used output devices are.
• Visual display unit (VDU) or monitor
• Printer
• Computer output microfilm
• Plotter.
 TYPES OF SOFTWARE

• Software is a genetic term for organised collection of computer data

and instructions. It is responsible for controlling integrating and
managing the hardware components of a computer and to accomplish
specific tasks.
For example:
• Software instructs the hardware what to display on the user’s screen,
what kinds of input to take from the user and what kinds of output to
generate.
TYPES OF SOFTWARE
 CONT’D

• Software can be broadly classified in two categories:

1. System software, and
2. Application software.
 SYSTEM SOFTWARE

• System software as an interface system software consists of several

program which one directly responsible for controlling, integrating
and managing the individual hardware components of a computer
system.
• This software provides a programming environment in which
programmers can create applications to accommodate their needs.
• System software acts as an interface between the hardware of the
computer and the software applications
 CONT’D
• Some example of system software are operating systems, device
drivers, language translators and system utilities.
The purposes of the system software are:
• To provide basic functionality to computer,
• To control computer hardware, and
• To act as an interface between user, application software and
computer hardware
 OPERATING SYSTEM
• An operating system is the most important software that runs on a
computer. It manages the computer's memory and processes, as well
as all of its software and hardware.
• Operating System (OS) intermediates between the user of a computer
and the computer hardware.
• It also allows the user to communicate with the computer without
knowing how to speak the computer's language. Without an operating
system, a computer is useless.
• Some available operating systems are Microsoft Disk Operating
System (MS-DOS), Windows 7, Windows XP, Linux, UNIX, and
Mac OS X Snow Leopard.
 CONT’D
• Different kinds of application software use specific hardware
resources of a computer like CPU, I/O devices and memory, as
needed by the application software.
• OS controls and coordinates the use of hardware among the different
application software and the users.
• It provides an interface that is convenient for the user to use, and
facilitates efficient operations of the computer system resources.
 KEY FUNCTIONS OF OS
• It provides an environment in which users and application software can
do work.
• It manages different resources of the computer like the CPU time,
memory space, file storage, I/O devices etc.
• During the use of computer by other programs or users, operating system
manages various resources and allocates them whenever required,
efficiently.
• It controls the execution of different programs to prevent occurrence of
error.
• It provides a convenient interface to the user in the form of commands
and graphical interface, which facilitates the use of computer.
 DEVICE DRIVERS

• Device drivers are system programs, which are responsible for proper
functioning of devices every device, whether it is a printer, monitor,
mouse or keyboard, has a driver associated with it per its proper
functioning
• In modern operating systems, most hardware drivers, such as the
keyboard drivers, come with the operating system
 PROGRAMMING LANGUAGES

• Machine Language is what the computer can understand but it is

difficult for the programmer to understand. Machine languages
consist of numbers only. Each kind of CPU has its own unique
machine language.
• Assembly Language falls in between machine language and high-
level language. They are, similar to machine language, but easier to
program in, because they allow the programmer to substitute names
for numbers.
• High-level Language is easier to understand and use for the
programmer but difficult for the computer.
 LANGUAGE TRANSLATORS
• Translator software is used to convert a program written in high-level
language and assembly language to a form that the computer can understand.
Translator software converts a program written in assembly language, and
high-level language to a machine-level language program.
• Machine Language is what the computer can understand but it is difficult for
the programmer to understand. Machine languages consist of numbers only.
• Regardless of the programming language used, the program needs to be
converted into machine language so that the computer can understand it.
• In order to do this a program is either compiled or interpreted.
• Depending on the programming language used language translators are
divided into three major categories. Computer interprets and assembles.
 CONT’D
• Compiler:The programs written in any high-level programming language (C or
Pascal) are converted into machine language using a compiler. High-level
Language is easier to understand and use for the programmer but difficult for
the computer. A program in a high-level language is written in English-like
language.
• Interpreter:Interpreter performs line-by-line execution of the source code
during program execution. Interpreter reads the source code line-by-line,
converts it into machine understandable form, executes the line, and then
proceeds to the next line. An interpreter analyses and executes the source code
in line-byline manner, without looking at the entire program
• Assembler:An assembler converts the assembly codes into machine codes,
 CONT’D

• A program written in assembly language uses symbolic

representation of machine codes needed to program a particular
processor (CPU) or processor family.
• This representation is usually defined by the CPU manufacturer, and
is based on abbreviations (called mnemonics) that help the
programmer remember individual instructions, registers, etc.
 APPLICATION SOFTWARE

• The software that a user uses for accomplishing a specific task is the
application software. Application software may be a single program or a
set of programs. A set of programs that are written for a specific
purpose and provide the required functionality is called software
package.
• Application software is written for different kinds of applications
graphics, word processors, media players, database applications,
telecommunication, accounting purposes etc.
• General application software is designed to perform a wide range
of fundamental functions that a user needs to perform on a system.
There are numerous applications that fall under this category. Some
of the commonly used application software include: Word Processing
Software. General purpose application software include: Word
processors, Spreadsheet and Presentation software.
• Specialized Applications are software that are designed for a
specific group of users and/or profession. Examples of specialist
software include: logistics planning applications. computer aided
design (CAD) applications. computer animation applications. music
composition and editing applications.
 TYPES OF APPLICATION SOFTWARE
Word processors
• A word processor is a software used to compose, format, edit and
print electronic documents. It involves not only typing, but also
checking the spelling and grammar of the text and arranging it
correctly on a page.
• It is possible to include pictures, graphs, charts and fonts and colour.
Nowadays, virtually all personal computer are equipped with a word
or other document and printing.
• Example of some well known word processors are Microsoft word
and word perfect
Microsoft excel
• One of the first commercial uses of computers was in processing payroll and
other financial records. A spreadsheet application is a rectangular grid, which
allows text, number and complex functions to be entered into a matrix of
thousand of individual cells.
Image Editors
• Image editor programs are designed specifically for capturing, creating,
editing and manipulating images. These graphics programs provide a variety
of special features per creating and altering images. In addition to offering a
host of filters and image transformation algorithms, some editors also enable
the user to credit and superimpose layers.
 CONT’D
Database management systems
• Database management software is a collection of computer programs
that allow storage modification and extraction of information form a
database in an efficient manner. It provides tools for data input,
verification storage, retrieval, query and manipulation.
• New categories of data can be added to the database without
disrupting the existing system. FoxPro and oracle are database
management systems.
 CONT’D
Presentation applications
A presentation is a means of assessment which requires presentation
providers to present their work orally in the presence of an audience. It
combines both visual and verbal elements presentation software allows
the user to create presentations by producing slides or hands on per
presentation of projects. Microsoft PowerPoint is one of the most
famous presentation application
 CONT’D
Desktop publishing software
• The term desktop publishing is usually used to describe the creation
of printed documents using a desktop computer.
• It is a technique of using a personal computer to design images and
pages, and assemble type and graphics, then using a laser printer or
image setter to output the assembled pages onto paper, film or
printing plate. Quark Express and adobe page maker are desktop
publishing software.
 SYSTEM UTILITIES
• System utility software is required for the maintenance of computer.
System utilities are used for supporting and enhancing the programs
and the data in computer. Some system utilities may come embedded
with OS and others may be added later on. Some examples of system
utilities are:
i. Anti-virus utility to scan computer for viruses.
ii. Data Compression utility to compress the files.
iii. Cryptographic utility to encrypt and decrypt files.
iv. Disk Compression utility to compress contents of a disk for
increasing the capacity of a disk.
 CONT’D
v. Disk Partitioning to divide a single drive into multiple logical
drives.
vi. Disk Cleaners to find files that have not been used for a long time.
It helps the user to decide what to delete when the hard disk is full.
vii. Backup Utility to make a copy of all information stored on the
disk. It also restores the backed up contents in case of disk failure.
viii. System Profiling Utility provides detailed information about the
software installed on the computer and the hardware attached to it.
xi. Network Managers to check the computer network and to log
events.
 COMPUTERS CLASSIFICATION
• Computers can be generally classified by size and power as follows:
• Personal Computers is also known as a microcomputer. It is
basically a general-purpose computer designed for individual use. It
consists of a microprocessor as a central processing unit(CPU),
memory, input unit, and output unit. This kind of computer is suitable
for personal work such as making an assignment, watching a movie,
or at the office for office work, etc. For example, Laptops and
desktop computers.
• Workstation : A powerful, single-user computer. A workstation is
like a personal computer, but it has a more powerful microprocessor
and a higher-quality monitor.
• Minicomputer : A multi-user computer capable of supporting from 10
to hundreds of users simultaneously.
• Mainframe : A powerful multi-user computer capable of supporting
many hundreds or thousands of users simultaneously.
• Supercomputer : An extremely fast computer that can perform
hundreds of millions of instructions per second.
• Tablets and Smartphones are the types of computers that are pocket
friendly and easy to carry is these are handy. This is one of the best use
of modern technology. These devices have better hardware capabilities,
extensive operating systems, and better multimedia functionality.
smartphones and tablets contain a number of sensors and are also able
to provide wireless communication protocols.
 INTERNET AND E-MAIL
• The Internet is a global network of billions of computers and other electronic devices.
Applications of Internet
• By using Internet facility you can:
i. Exchange messages using e-mail (Electronic mail).
ii. Set up a site with information about your company’s products and services.
iii. Do ON-LINE business, shopping, entertainment, education/learning etc.
iv. Transfer files as well as software.
v. Browse through information on any topic on the web.
vi. Communicate in real time (chat, video conference) with others connected to the Internet.
vii. Carry out social networking.
 TYPES OF INTERNET CONNECTION
• A dial-up connection is established between a computer and the ISP server using a
modem. A dial-Up Connection is a cheap and traditional connection that is not
preferred these days as this type of connection is very slow.
• Mobile: Many cell phone and smartphone providers offer voice plans with Internet
access. Mobile Internet connections provide good speeds and allow the user to access
the Internet. The speeds of this network will depends upon the service provider, but
the most common are 3G and 4G speeds.
• DSL stands for Digital Subscriber Line. It is an internet connection that is always
“on”. This effectively provides 2 lines so that your phone is not tied up when your
computer is connected. DSL uses a router to transport data and the range of
connection speed, depending on the service offered, is between 128K and 8 Mbps or
even more.
• A cable modem/Cable Modem Broadband Connection can offer connectivity
to the Internet over the user’s cable lines. It is considered as one of the best
types of Internet connections available now-a-days to the home user, they offer
very fast and reliable connections with a fixed monthly fee. Cable line offers an
extremely high bandwidth connection to the Internet, speed range from 512K to
20 Mbps.
• Satellite accesses the internet via a satellite in Earth’s orbit. The enormous
distance that a signal travels from earth to satellite and back again, provides a
delayed connection compared to cable and DSL. It is good for people who
travel a lot or live in a very isolated location who are unable to get any of the
other “normal” connection types. It tends to be the most expensive type of
internet, and it is not very fast. Satellite connection speeds are around 512K to
 INTERNET TERMINOLOGY
• The World Wide Web (“WWW” or simply the “web”) is a collection of
electronic documents (called web pages) that are linked together like a
spider web. These documents are stored on computers called servers
located around the world.
• A web page is an electronic document written in a computer language
called HTML (Hypertext Mark up Language). Web pages can contain
text, graphics, video, animation, and sound, as well as interactive
features, such as data entry forms. Each page has a unique address known
as a URL (Uniform Resource Locator) that identifies its location on the
internet. Web pages usually contain hyperlinks to other web pages.
• A website or site is one or more web pages, belonging to a particular
company, university, government or an individual. The first page is
called as home page, which acts as an index, indicating the content on
the site. Home page of any website will have the hyperlink of other
webpages of that particular website .
• A Web server is a computer that:
i. Stores web pages.
ii. Responsible for accepting request(s) from users and serve them with
web pages.
• Some important web server programs are: IIS (Internet Information
server), Apache, etc. Web servers are connected to the Internet 24 hours
• Hyperlink, an element in an electronic document that links to another
place in the same document or an entirely different document or other
resource.
• Hyperlinks usually appear as underlined text and in a different colour,
but they may also appear as graphics, such as buttons to click.
Hyperlinks may link to different place in the same web page or to a
different web page, to play an audio or video file, to download a file or
document, to set up a message to an e-mail address, and to link to other
Internet resources.
• Hypertext Mark-up Language(HTML) is a language that consists of
certain keywords called ‘Tags’, used for writing the documents on the
web.
• URL (uniform resource locator) Every page on the web has a
unique address, called uniform resource locator(URL). A URL
indicates where the web page is stored on the internet.
• Internet Protocol Address (or IP Address) is a unique address that
computing devices such as personal computers, tablets, and
smartphones use to identify itself and communicate with other
devices in the IP network. Any device connected to the IP network
must have a unique IP address within the network.
 WEB BROWSER
• A web browser is the software program, used to access the world
wide web. A browser (also known as client software) retrieves data
from remote web servers and displays a web page. Through this tool
user sends their request to internet server to access the information,
server processes the request and responds with required information
as a web page to the user. The most popular browsers are Mozilla
Firefox, google chrome, Microsoft internet explorer and Microsoft
edge(In windows 10).
 E-MAIL (ELECTRONIC MAIL)

• E-mail or electronic mail is a paperless method of sending messages,

letters, video and graphics from one person to another or many
people at the same time via internet.
• E-mail is very fast, easy and much cheaper, takes only a few seconds
to arrive at the destination. It works 24 /7 i.e., 24 hours a day and
seven days a week. There are many free web-based e-mail services
also available on the internet. A few among them are:
• YAHOO! Mail (http://www.mail.yahoo.com), Gmail
(http://www.gmail.com) ,
• Rediffmail (http://www.rediffmail.com) , etc.
• E-mail passes from one computer, known as a mail server, to another
as it travels over the Internet.
• Once it arrives at the destination mail server, it’s stored in an
electronic mailbox until the recipient retrieves it.
• This whole process can take seconds, allowing you to quickly
communicate with people around the world at any time of the day or
night
 E-MAIL ADDRESS
• To send or receive an email, one must have an email address. This
address is unique in nature and it has two important parts. The first
part is the ‘user name’ and the other is the ‘domain name’. These two
are separated by a special symbol @.
• The domain name can be same for lots of people. For example
[email protected] and [email protected] are two addresses with
the same domain name gmail.Com. But the user names cmfri and
cmfri1 are different and hence the addresses are different.
 SETTING UP AN EMAIL ACCOUNT
1. Connect to the internet by double-
clicking the google Chrome, internet
explorer or Firefox desktop icon.
2. Go to the Gmail site by typing
gmail.Com into the address bar at the top
of the screen, and press the enter key on
your Keyboard.
3. You should see a screen that looks like
this
4. Click on the Create an Account
link at the bottom of the box and
following window will be
displayed. Complete all starred
information in the form, beginning
with the get Started section. Finally,
you have to agree to the Terms of
Service. Read through the text, and
then click "I Agree.“
Once you have set up your email account, you
can check your mail anywhere that you can
access the internet. For this follow the steps given
below.
1. Connect to the internet by double-clicking the
google chrome, internet explorer or Firefox icon.
2. Go to the Gmail site by typing gmail.Com into
the address bar at the top of the screen.
3. Type your google login name and password
into the box on the right.
4. The next page will show you the number of
new messages in your inbox.
 COMPOSING AND SENDING MESSAGES
• To create a new message, click the
Compose button on the top left side
of the screen. Type the email address
of the person(s) to whom you wish to
send the email in ‘To‘. Once you have
completed your message, send it by
clicking on the Send button at the
bottom of the window.
 E-MAIL ETIQUETTE (DO’S AND DON’TS)
Do’s Don’ts
1. Make sure your e-mail includes a 1. Don’t write in ALL CAPS., it
greeting and closing. reflects shouting emphasis.
GREETINGS
• Dear Sir/ Madam, 2. Don’t use multiple font
• Dear Mr/ Ms colors, fancy fonts, pattern
• Dear Dr background that makes
your mail harder to read.
(Note: First names are NOT used. Using 3. Don’t open an attachment
Miss or Mrs to address a woman is not from someone you don’t
appropriate, as you don’t know whether know. Attachment may
she’s married or not, salutations are contains a virus file that
followed by a (,) comma,) affect your system.
CLOSINGS Don’t send an email out of
• Yours faithfully, Yours sincerely, With anger.
Best Regards.
Include addresses in the To: field for those 5. Don’t share password over
who you would like a response from. email.
Include addresses in the Cc: field person 6. Don’t deliver a negative
to whom you are just informing message by email.
Make sure your name is displayed 7. Don’t include incorrect or
properly in the From: field. broken links.
4. Be sure the Subject: field accurately 8. Don’t use the reply all
reflects the content of your email. button at will, only reply to
those who are intended for.

5. Do keep your emails short and to the point. 8. Don’t use the reply all
button at will, only reply to
those who are intended for.
6. Use the spell checker. Never send email 9. void the back-and-forth
with spelling errors email conversation. If you
7. When sending large attachments, always have to reply more than
“zip” or compress them before sending. twice, you should probably
speak to individual.
8. Do provide a signature, contact . 10. Don’t hesitate to say thank
information and company website. Use the you.
auto-signature option in email.
9. Be more polite than when you speak.
10. When you are out of the office, set up an
automatic response that lets people know
you are not responding to your email
Always maintain decorum and discipline.
 HOW TO SEND EMAIL ATTACHMENTS
• An email attachment is a file that is sent along with an email
message. Attachments can be any type of file, such as documents,
images, or videos, and used for sharing information between
individuals or teams. Email services have limits on the size of
attachments that can be sent.
• There are different formats to showcase your attachments such
as .doc, .pdf, .jpeg, .xls, etc.
 TYPES OF EMAIL ATTACHMENTS
• Doc or .docx: For sending text files with images. For example, MS
Word and Google Docs
• Pdf: Sending a formatted text with images that the recipient can
easily access irrespective of the operating system, application
software, and hardware.
• Ppt or .pptx: Use this format to send slideshows and presentations.
• Xls: For sending database in a row and column format. For example,
Excel sheets or google sheet files.
• Png, .jpeg, or .gif: Use this format to send static and animated
images.