Unit 2

ITDC-302
Learning objectives After studying this course the students will be able to find:
1 What is Network? Types of Network
2. Advantage and disadvantages of network.
3. Networking devices.
4. What is Internet?
5. Network Safety concerns.
6. Network security tools and services.
7. Cyber security.
8. Safe Practices on social networking.
Introduction
Today everywhere like banks, IT Company, retail sector, education, transportation etc. you could find the
implementation of computer networking.
A network is connection of two or more computers that are linked to share resources (Hardware/Software).This
lesson gives idea about what is network and how many types of network we have? What are the advantages and
disadvantages of computer network? And the different network devices for LAN/WAN that are used to setup
computer network.
This lesson also gives you practical hands on experience on network Communication, internet, basic network
security, cyber security etc. Additionally it also helps the learner on various network security tools.
Here you will also learn about what the social networking sites are and how to access them safely.
What is network?
A network is two or more computers, or other electronic devices, connected together so that they can exchange data.
For example a network allows computers to share files, users to message each other, a whole room of computers to
share a single printer, etc.
Let's have look on network diagram. You can see many computers,server,printer are connected through cables for
resource sharing.
Printer
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Why do our computer need network?
There are some reasons why someone with more than one computers want to connect into a network.
What the network will actually be used for ?, of course it will vary depending on the needs of the person
or company who is creating the network.
Networks can be used for simple tasks, such as sharing a printer, or it can be used for more advanced
applications such as worldwide video conferencing.
The list that follows some of the reasons for networking computers:
• File sharing. Networking makes it very easy for the users on the network to share application
files. For an example when we are able to download a song from internet it means that song is
stored on a particular computer over the internet and has been publicly shared over the internet
that's why we are able to download anything like movie/any document/songs etc by the use of
internet. So this is known as file sharing.
• Hardware sharing. Users can share devices such as printers, CD-ROM drives, and hard
drives.
Given picture tells you hardware resource sharing. As We know printer is hardware device and everyone
is printing his/her document sitting in his desk/seat through the one printer. it means this printer is shared
with everyone on the network. so this will be one example for hardware sharing
Hardware sharing example
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User communication- We mostly utilize internet for chatting/video conferencing. it means we are making use
of computer network for our communication with friends/family etc who are in the different cities. it is only
possible because of Computer network.
There are two types of computer networks
• LAN
• WAN
• Local Area Network (LAN): A LAN is two or more connected computers sharing certain resources in a
relatively small geographic location (the same building, for example).
□
is
Local Area Netw ork (L AN)
• Wide Area Network (WAN): A WAN typically consists of 2 or more LANs. The computers are linked by
telephone lines, radio waves, satellites etc.The Internet is the largest Wide Area Network (WAN) in
existence.
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Advantages of Installing a Network in schools
1) Connections- Administrators, instructors, and even students and guests can be connected using the
campus network.
2) Services-The school can provide services, such as registration, school directories, course schedules,
access to research, and email accounts, and many others. (Remember, network services are generally
provided by servers).
3) Internet-The school can provide network users with access to the internet.
4) Computing resources-A high quality printer that is installed in the network for whole campus can be
used by instructor or student both.
5) Flexible Access-School networks allow students to access their information from connected devices
throughout the school. Students can begin an assignment in their classroom, save part of it on a public
access area of the network(Server).
6) Workgroup Computing-Software allows many users to work on a document or project concurrently.

For example, educators located at various schools within a county could simultaneously contribute their
ideas about new curriculum standards to the same document, spreadsheets, or website.
Disadvantages of Installing a Network in school
1) Expensive to Install-Large campus networks will be expensive in case of more computers Cabling,
network cards, switches, routers, wireless access points, and software can get expensive, and the
installation would certainly require the services of lab technicians who will handle the network.
2) Servers Fail-Although a network server is no more subject to failure than any other computer, when the
files server "goes down" the entire network may come to stop.
3) Cables May Break- one broken cable can stop the entire network.
4) Security and compliance-Network security is very important. A school network should be subject to
more strict security requirements than a corporate/company network, because of its chances of storing
personal and confidential information of network users.
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Network devices
Without network devices our computers wouldn't be able to connect to the internet as well as to other computers .
It is thus very clear that these are very important devices and without them we cannot be able to work efficiently
with our computers.
Some network devices are given in the picture that are used to form a network. Where when we form a LAN then
some devices will be used and when we setup WAN some extra devices will be used. we will have a look on this
that will help you to understand name of LAN/WAN devices.
Common Data Network Symbols
LAN DEVICES-1.
NIC Card-
A network interface controller (NIC) card is a computer hardware component that connects a computer to a
computer network. it is also known as a network interface card, network adapter, LAN adapter, Ethernet card) is a
computer hardware component that connects a computer to a computer network.You can see the NIC card
picture given below.
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2. Hub
Hub is a device that is used to connect more than two computers together for data file, resource sharing etc in the
network.
3. Switch
A switch is a telecommunication device that receives a message from any computer/device connected to it and then
transmits the message only to the device for which the message was sent. This makes the switch a more intelligent
device than a hub (which receives a message and then transmits it to all the other devices on its network). Switch is
also known as multiport bridge.
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4.Bridge- Bridge is similar to Switch. Bridge has less number of connecting ports than switch
WAN DEVICES
1. Router
Routers are the physical devices that connect multiple different networks together. As its name tells us
that this device defines the route for data packets. Like by which route the data will be forwarded if more
than routes are available.
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2. Modem(Wireless/Wired)
Modems are networking devices that convert analog and digital data for computer-to-computer communication.
Analog data used on telephone lines and the digital form used on computers. It is Also Known As: modulator
demodulator
What is internet?
History of Internet
• In 1969, the US Department of Defense started a project to allow researchers and military personnel to
communicate with each other in an emergency. The project was
called ARPAnet and it is the foundation of the Internet..In 1971 Ray Tomlinson made a system to send
electronic mail.
• in April of 1999, there were 92.2 million Internet users over the age of 16 in the United States and Canada.
By 2005, it is predicted 75% of the total US population will be online.
• Internet is the example of WAN network
Network Security
Security is the process/technology that provides safe data communication over the network and it provides security to
the computer or to the whole network. There are many types of security software including antivirus software,
encryption software, firewall software and spyware removal software. Additionally, many operating systems also
come preloaded with security software and tools. The two most common types of security software used for personal
computer security are antivirus software (virus protection software) and antispyware software (spyware removal
software).
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There are many safety concerns that you have to follow to safeguard your computer. List is as given below
• Never share your password - with anyone.

• Use strong passwords that contain at least 8 characters and a combination of alphabetic, numeric, and symbolic
characters.
• Do not base your password on casual personal information, such as your birth date or something that anyone
would know about you.
• Change your password regularly.
• Don't write down your password - anywhere.
• Log off of public computers if you either step away from the keyboard or are finished using it.
Network Security tools and services-

Network security tools are some software that are used to secure network infrastructure and these software
give information about the network .for an example which system is creating problem. some of the tools are as
given
1- Network Sniffers, Protocol Analyzer and Packet Capturing
• Sniffers that is used to monitor data on the network. A sniffer can be a software program or a
hardware device on a wired network. Sniffers can capture traffic of the network. One of
those tools called a protocol analyzer makes this job easy.
• IT professionals use these tools to find and resolve problems on their network, ensuring a safe, secure and
well-managed data network.
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2- Port Scanning & IP Scanner Tools
Why do I need a network port scanner?
• Every network administrator should be aware of the fact that a network port scanner is one of the most
important utilities they will use in their day-to-day duties. Every network LAN and WAN is at risk of suffering
a security threat that can destroy a network. Vulnerabilities exist in every corner of the network that results
into careless configuration.
• By using this tool a network technician can get to know at what part he has to secure the network or
computer system.
3- Internet Filtering Software & Monitoring Tools
• Internet filtering solutions that gives you the ability to control what content/websites your users can access.
Tools that can secure school, company and home internet access.
• The Importance of Using An Internet Web Filter In Your Business/school

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• An internet filter is software designed to block employees/students from the many inappropriate websites
that they are not allowed to visit.
• Web Filters Can Prevent Employees/students From Seeing Images and Content Dealing With:
- Alcohol
- Drugs
- Violence
- Gambling
- Weapons
- Tobacco
Web filters can prevent employees/students from using social networking websites like face book, LinkedIn etc. all
together. Most students/employees are simply not mature enough to use it.
Web filters ensure that even if managers are not present for any reason, that there is no possibility of their
employees becoming diverted by the inappropriate and illegal content and images floating around the internet.
Why Business Owners Need To Use Internet Filters:
1. They won't always be present to monitor internet activity.
It is impossible for business owners to supervise every moment that their employees spend online while at work.
Business owners are busy with both the physical aspects of the business, as well as planning for the future of the
company.
2. They keep track of all online activity.
The internet web filters available on the market today not only prevent negative images and videos from being
accessed by employees, but it also keeps track of the internet search history of everyone using company computers.
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4-Firewall Software, Hardware & Security
What is firewall?
• A firewall is a system designed to prevent unauthorized access to a network. You can implement a firewall
in either hardware or software form, or a combination of both. Firewalls prevent unauthorized Internet users
from accessing private networks connected to the Internet.
• All messages entering or leaving the intranet (i.e., the local network to which you are connected) must pass
through the firewall, which examines each message and blocks those that do not meet the specified
security criteria.
Cyber security
What is Cyber security?
• Cyber security is the technology and process that is designed to protect computers, networks and data from
unauthorized access, vulnerabilities and attacks delivered via the Internet by hackers..
• ISO 27001 (ISO27001) is the international Cyber security Standard that provides a model for establishing,
implementing, operating, monitoring, reviewing, maintaining, and improving an Information Security
Management System.
• Cyber crime - It is any illegal activity that uses a computer for the storage of evidence. This can take many
forms including the gaining of credit/debit card data,
• Cyber Attack is also a cyber crime which can also be called a Computer Network Attack (CNA) is an attack
from one computer to another using a network intentionally to alter, disrupt, deny, degrade, or destroy the
data.
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Prevention Tips
The below tips provide basic information on how you can keep your computer and your identity safe.
• Keep your computer current with the latest patches and updates.
• Make sure your computer is configured securely.
• Choose strong passwords and keep them safe.
• Protect your computer with security software.
• Shield your personal information.
• Online offers that look too good are not always true.
Keep your computer current with the latest patches and updates.
One of the best ways to keep cyber attackers away from your computer is to apply patches and other software fixes
when they become available. By regularly updating your computer.
While keeping your computer up to date will not protect you from all attacks, it makes it much more difficult for hackers
to gain access to your system.
Make sure your computer is configured securely.
• Keep in mind that a newly purchased computer may not have the right level of security for you. When you
are installing your computer at home, pay attention not just to making your new system function, but also to
making it work securely.
• Configuring popular Internet applications such as your Web browser and email software is one of the most
important areas to focus on. For example, settings in your Web browser will determine what happens when
you visit websites on the Internet.
• If you are uncomfortable configuring your computer yourself, consult someone you know and trust for
assistance or contact the vendor directly.
Choose strong passwords and keep them safe.
The following tips can help make your online experiences secure:
• Select a password that cannot be easily guessed to keep your passwords secure and away from the wrong
hands. Strong passwords have eight characters or more and use a combination of letters, numbers, and
symbols (e.g., # $ % ! ?).
• Avoid using any of the following as your password: your login name, anything based on personal information
such as your last name, and words that can be found in the dictionary. Try to select especially strong, unique
passwords for protecting activities like online banking.
• Change passwords on a regular basis, at least every 90 days.
Protect your computer with security software.
• Several types of security software are necessary for basic online security. Security software essentials
include firewall and antivirus programs.
• A firewall is usually your computer's first line of defense--it controls who and what can communicate with
your computer online. You could think of a firewall as a sort of "traffic cop" that watches all the data
attempting to flow in and out of your computer on the Internet, allowing
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communications that it knows are safe and blocking "bad" traffic, such as attacks, from ever reaching your
computer. • The next line of defense is your antivirus software, which monitors all online activities and protects
your computer from viruses, worms, Trojan horses, and other types of bad programs.
Shield your personal information.
• Don't respond to email messages that ask for personal information. legal companies will not use email messages
to ask for your personal information. When in doubt, contact the company by phone or by typing in the company
Web address into your browser. Don't click on the links in these messages as they may take you to a fake, mean
websites.
• When visiting a website, type the URL directly into the Web browser rather than follow a link within an email or
instant message.
• Pay attention to privacy policies on websites and in software. It is important to understand how an organization
might collect and use your personal information before you share it with them.
Online offers that look too good are not always true.
Sometimes you may see on the website that you have won 100000Rs.please click here to know more.So these type
of messages are always fake.Bymistake if you click on the message then they will ask for some bank account no and
more information. All these information will help them to gather your personal information for further attack. so never
believe on these online offers.
The old saying "there's no such thing as a free lunch".
If an offer looks so good it's hard to believe, ask for someone else's opinion, read the fine print, or even better, simply
ignore it.
Safe Practices on social networking
OVERVIEW
Here we'll look at some social networking sites, such as Facebook, Twitter, Google+ and LinkedIn. Sites such as
these are powerful tools, allowing you to meet, interact with, and share with people around the world. In this section
we will discuss how to use these sites safely.
PRIVACY
Social networking sites are a powerful and fun tool, but be careful what you post and whom you
trust.!
A common concern about social networking sites is your privacy, the risk of you or others sharing too much
information about yourself. These dangers of over sharing include:
1) Damaging Your Career: Embarrassing information may harm your future. Many organizations search
social networking sites as part of a new employee background check to see what has been posted about
you. Any embarrassing or incriminating posts, no matter how old they are, may prevent you from getting
that new job. In addition, many universities conduct similar checks for new student applications.
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2) Attacks Against You: Cyber criminals can collect your information and use it for attacks against you. For
example, they can harvest your personal information to guess the answers to "secret questions" that
websites use to reset your passwords or perhaps apply for a credit card using your personal information.
Safety Tips
Features of these online networks include: picture posting, posting of particular information, physical location
disclosure, blogging, file-sharing, social calendar ability, and the ability to write and receive comments from others.
However, there are risks associated with online communities. Below are some safety tips which pertain to online
networks.
Information Disclosure
Everything a user posts online is optional. Information such as home address, school address, cell phone number,
class schedule, email address, birthday, and more can be used to positively identify a user.
A positive identification may lead to personal harm. Identity theft, or harassment can occur.
The information posted may affect other individuals. A roommate or family member may unintentionally
become affected by a user's posted information.
SECURITY ON SOCIAL NETWORKING SITES
Here are some steps to protect yourself.
1) Login: Protect your social networking account with a strong password. Do not share this password with
anyone or use it for other sites. In addition, some social networking sites, such as Facebook or Google+,
support features for stronger authentication, such as using one-time passwords when logging in from public
computers or using your phone as part of the login process. Enable these features where possible.
2) Encryption Many sites, such as Facebook, Google+, and Twitter, allow you to force all communications
with the website to be encrypted (called HTTPS).Whenever possible, enable this option.
3) Links: Be careful of clicking on links posted on public pages. Viruses and worms spread easily on such
sites. If a link seems odd, suspicious, or too good to be true, do not click on it.even if the link is on your
most trusted friend's page. Your friend's account may have been hijacked or infected and now be spreading
malware.
4) Apps: Some social networking sites give you the ability to add or install third party applications, such as
games. Keep in mind these applications and they may have full access to your account and the data you
share. Malicious apps can use this access to interact with your friends on your behalf and to steal and
misuse personal data. Be careful, and only install apps that come from trusted, well-known sites. Once they
are installed, make sure you keep them updated. If you are no longer using the app, then remove it.
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EMAIL MESSAGING
MODIFY MESSAGE SETTINGS
Sometimes it is necessary to alert recipients about the importance or sensitivity of the

information you are sending as well as making sure that your message has been received and
read. At the same time, as a recipient of email, it is critical that senders know when you will
be able to respond to their email. Moreover, when you email regularly to the same group of
people, there is a great way to save time.
In addition, you may want to insert hyperlinks about resource in a mail you send. In the
following five sessions, you will learn about all these features of emailing software.
RELEVANT KNOWLEDGE
You have already learnt to work with email messages using the email messaging software.
Email messaging software allows us to modify various settings such as setting importance,
confidentiality, set color category, delivery options, etc.
Message settings alert the recipient of the message about the importance and sensitivity of a
message. Both the message importance and sensitivity are indicated by an icon after the
message subject in the Inbox.
Importance
Email messaging software allows you to set priority for messages. For example, since exam
schedule is of high importance, you can set the importance level of exam related emails to
high.
If you want to set high importance for a mail message as a one time activity, do the
following:
1) Compose a new mail message.
2) Click red exclamation (!) under Options group in Message tab.
3) Send the email message to a recipient.

Messages will be marked with red exclamation (!) when viewed by the recipients
indicating that this message is of high importance (figure below).
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Message when viewed in list Email when opened.
To set importance level as high for all outgoing messages, do the following:
1) Select Tools > Options

2) Select E-mail Options...under Preferences tab
3) Select Advanced E-mail Options...in E-mail Options dialog box.
4) Select High from Set importance: dropdown list under When sending a message
section.
5) Click OK thrice to save the settings and move to the previous window.
6) Now compose and send a mail to a recipient.
Notice the message received by the recipient is marked with red exclamation (!).
Note: By using the above specified settings, all outgoing messages will be marked as High,
even messages that have low priority. This can be very misleading. Use high importance only
for critical email messages.
Sensitivity
When you send a mail that as sensitive information, it may be accidently forwarded to
another person or to a group by the recipient. In such cases, you can indicate the sensitivity
of the message by special markers such as normal (default), private, personal or confidential.
This way the recipient can be made aware of the sensitivity of the message. To mark a
message as Private, do the following:

2) Select Options tab.
3) Click on the dropdown arrow in More Options group. The Message Options dialog box
opens:
4) Select Private under Sensitivity: dropdown under Message settings (image above).
Click Close.
5) Send this message to a recipient.
The recipient will see a message similar to the one below when the mail is viewed.
Note that this option is just an indicator to the recipient, sent with a belief that the recipient
will be ethical and keep the message private, not highlighting the contents to others.
However, the recipient can choose whatever he/she wants to do with such an e-mail.
Delivery Options
Delivery options include settings that:
• Specify that replies be sent somewhere other than to the sender of the message.
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• Delay delivery of the message until a specified date or time. The message is stored in the
Outbox until it is delivered.
• Have the message expire after a specified date or time. After the expiration date, if the
message has not been opened yet, it is deleted. If the message has been opened, it is
crossed out.
Setting Expiration
You can set expiry date and time for time sensitive messages. For example if you send an
email to a large group announcing a public gathering at a specific date & time, you generally
do not expect participants to join the gathering after the specified date and time and it is
useless if this message is viewed by the recipients beyond the schedule. Hence, you can set
the mail to expire automatically beyond a particular schedule and mails will be marked with
the status as expired denoted by a strikeout icon.
For example, you need to compose a mail to announce an Interschool competition along with
its schedule. To set the message to expire beyond the schedule, do the following:
1) Create the appropriate mail.

2) Select Options tab and click dropdown arrow in More Options group. A Message
Options window appears.
To set expiration, select the checkbox next to Expires after under the section Delivery
Options and specify the exact date and time as mentioned in the schedule.
3) Send the email message to a recipient
The message is displayed with a strikethrough (figure below), if viewed by the recipient after
the date and time has elapsed, indicating that the message is no longer valid.
Viewed in mailbox Message when opened beyond schedule
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Delay Delivery
If you want to send a message on a later date, at a specific schedule, you can use the delay
delivery option. Delay delivery is useful when you want to delay the message delivery for
example, announcing a time sensitive activity such as a contest or when waiting for a
confirmation from your supervisor about an announcement. In such cases, you can prepare
the mail in advance but set it to shoot off later.
To understand how to specify delayed delivery, do the following:
1) Compose a new mail message announcing a painting contest - "Miracle of Hands".

2) To delay the delivery, select Options tab. Select the dropdown arrow in More Options
group. The Message Options dialog box appears.
3) To set the mail to be sent at a later schedule, check Do not deliver before: under
Delivery options section and select a data & time from dropdown list. For this
exercise, select the current date as date and set the time 5 minutes from the current
time. Click Close.
4) Now send this message to a recipient.
Notice this message will be queued in Outbox and will be sent only at the specified time.
5) Now compose another message and send this immediately to a recipient. Note the
difference.
Notice the second message is delivered immediately to the recipient; message marked for
delayed delivery will be sent only at the specified time. Check with the recipient if they have
received the contest mail after the delayed schedule.
To delay the delivery for all messages, do the following:
For example, to set the messaging software to delay delivery of mails for all messages by 60
minutes, do the following:
1) Select Tools > Rules and Alerts. Click New Rule... A dialog box appears.
2) Select Check messages after sending from the dialog box Step1: Select a template. .
3) Click Next. A window similar to the one below appears indicating that this rule will
be applied all messages. Click Yes.
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4) Check defer delivery by a number of minutes under Step 1: Select action(s).
5) Select a number of from the dialog box Step 2: Edit the rule description (click an
underlined value).
Step 2: Edit the rule description (click an underlined value)

Apply this rule after I send the message
defer delivery by;a number ciflminutes
6) A Deferred Delivery dialog box appears. You can specify the delay in minutes here. In
this case enter the value as 60.
7) Click OK. Click Next twice and Click Finish. Click OK.
8) Now compose a new test mail message and send it to a recipient.
Notice the message is queued in the outbox waiting to be sent 60 minutes later.
9) To confirm, select outbox. Double-click the queued message. Select Options tab,
select dropdown arrow in More Options group.
10) Notice the schedule set automatically 60 minutes from now under Do not deliver
before: (data & time values).
Receiving a confirmation (Requires Exchange environment and/or ISP support)
Sometimes, when you send important messages, you may need a confirmation that the email
message sent by you has reached the recipient. Email messaging software can track delivery
of messages; however, this is not a guarantee that the recipient has read and understood the
message.
If you want to specify the confirmation settings as a onetime activity, do the following:
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1) Compose a new email message.
2) Apply the Request a Delivery Receipt option available under Tracking group in Options
tab.
3) Send the email message to a recipient.
You will receive an email message either with & icon next to the mail message if it is
delivered to the recipient or with icon next to the mail message if it is not delivered.
To receive delivery receipts for all outgoing messages, do the following:
1) Select Tools > Options.

2) Select E-mail Options...under Preferences tab.
3) Select Tracking Options...under E-mail Options dialog box.
4) Select Delivery receipt under the section For all messages I Send, request:.
5) Click OK thrice to save the settings and move back to the previous level.
Notice that you will receive delivery receipts for all outgoing messages once delivered to the
recipient.
Read Receipt
If want to receive a notification when the recipient has viewed or read your mail, you can use
the Read Receipt feature. To receive a notification for a single mail, do the following:
1) Compose a new email message

2) Apply the Read Receipt option available under Tracking group in Options tab.
3) Send the email message to a recipient
When the recipient of your mail has viewed the mail, he/she will see a dialog box requesting
permission for sending notification to the sender of the mail.
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If the recipient clicks Yes (a decision made by the recipient), then you will receive a mail that
the message was read by the recipient indicated by the • icon next to the email (figure
below).
If the recipient has clicks No, you will not receive any notification. However, if the message is
deleted without begin viewed or read, you will receive an email with Message Deleted
Without Being Read notice indicated by --îcon next to your mail message.
To receive read receipt notification for all messages, do the following:

2) Select E-mail Options...under Preferences tab.
3) Select Tracking Options...under E-mail Options dialog box.
4) Select Read receipt under the section For all messages I Send, request:.
5) Click OK thrice to save settings and move to the previous level.

Notice that you will receive red receipts for all outgoing messages if the recipient chooses to
click Yes.
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Note to instructor: Disable the rule before moving to next section as this rule will delay all
other activities in this session. To disable, select Rules and Alerts, uncheck this rule and
Click OK.
Flag Messages
Imagine yourself in a role in which you interact with many people through mails everyday; it
would be extremely difficult when you want to track multiple activities. You may forget to
respond to a vendor, sign a contract or follow-up with someone for an important decision.
Flagging email messages can help you to manage emails much effectively. For example if you
want to set a remainder for yourself, do the following:
1) Select a mail message from the list

2) Select Actions > Follow Up > Custom...
3) In the custom dialog box (figure below) under Flag for Me:, select Reply from Flag To:
dropdown list.
4) To set an alarm, check Reminder: and select a date and time from dropdown values.
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5) Click OK
Reminders are stored in the email messaging software as To-Do's lists. To view list of To-Do's,
select Go > Tasks. Notice the follow up listed under To-Do list flagged along with reminder
(Left) and action to perform (Right).
If you want to send a message to someone and you need a reminder for yourself for following
up, do the following:
1) Compose a new mail message

a. Select Follow Up dropdown arrow under Options group. Select Custom.
b. Check Reminder: , select a date and time convenient to you for a follow
up.
c. Click OK.
2) Send the message to a recipient.
a. Select Go > Tasks to view the To-Do list. Notice the reminder set in the list.
Sometimes you may delegate a task to your colleague and expect a response. If your
colleague forgets about the delegated task, you may not receive the response on time. To
avoid this, you can flag the message you wanted your colleague to respond. To set a reminder
for a task delegated to your college, do the following:

a. Select Follow Up dropdown and select Flag for Recipients...
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b. Under Flag for Recipients section, select Reply from Flag To: dropdown list,
select data and time under Reminder: dropdown.
c. Click OK.
2) Send the message to a recipient.
Note: Following screen will be available only on the recipient's email messaging software.
Mail message flagged using this procedure is displayed to the recipient similar to the one
below:
Q Inbox Confirm Status of Shipment from

Search Inbc Port
Click here to enable Instant Search Reply by Thursday, February 21, 2013 4:00 PM This Learn.
Arranged By: Date message was sent with High importance,
Demo
Sent: Thu 2/21/2013 1:36 PM To:
[learn.
izi Today learning, demo 2@gmail. com
demol
■
@gmail.com]
Learn.Demo 1:36 PM
Confirm Status of ... '■
Flag icon on a mail message
Notice the flag icon ^ next to the mail message (Left) and text above Sent: (Right). Now the
recipient can add this flagged reminder to their calendar by:
1) Right-click on the flag icon

2) Select Add Reminder... (figure below)
26
3) Click OK in the Custom dialog box.
Now the reminder is added to the To-Do list in Recipient's email messaging software. To view
the to do list , select Go > Tasks.
Flag on a mail message
Notice the flagged reminder (left) and text (Right).
Since the reminder is added to the recipient's calendar, alerts may pop-up depending on how
the recipient's messaging software is configured. Recipient can send a reply to the sender to
indicate the completion of task.
Voting
Imagine a situation where you want to finalize a decision based on votes from a group of
audience. Usually a meeting is conducted or groups are collected for voting. This requires lot
of time spent by each voter. To save time and money, electronic votes are used, especially if
a large group (possibly located in different geographical locations) is being addressed.
For example, to conduct a survey across your school to have special computer lab classes over
a weekend, do the following:
1) Compose a new mail message explaining the details of this survey.

2) To insert voting buttons, do the following:
a. Select Options tab
27
b. Select dropdown arrow in More Options group. The Message Options dialog
box appears.
c. Select Yes;No from Use Voting buttons: dropdown list in Voting and
Tracking options section (image below). For now, select Yes;No from the list.
d. Click Close
3) Send the message to a recipient or group of recipients.
Recipients will receive your mail just like any other mail, except that in addition they can
choose Yes or No from a menu similar to the one below. Message viewed in inbox (figure left)
and when opened (figure right)
Recipients can respond either by choosing Yes or No from the dropdown depending on their
decision with or without additional comments. When recipients click Yes (or No), a window
similar to the one below appears:
• If Send the response now is selected, the decision is sent immediately

• If Edit the response before sending is selected, messaging software allows you to add
comments before sending the vote.
4) Click OK.
Once recipients have made their votes, the sender will receive the results with the voting
decision in the Subject line (figure below).
28
Message Dev^JLcj
per
. ii h3* da Categorize
^ Follow Up "
Reply Reply Forward Delete - I Junk
to All 'S3 ' E-mail- __3 Mark as Um
Respond Actions Options
This message was sent with High
importance. The sender responded: Yes.
From: To: Learning Demo Account 2 [Iearning.demo2@gmaii.com] 'Learn. Demo'
Cc
Subject: Yes: Weekend, Special Computer Classes - Vote!!!
If you have received large number of responses, it is easier to track the responses by viewing
the number of votes instead of checking mails one by one. To view the response, click on the
title area above From:, and click View voting responses.
A window similar to the one below appears with a list of results.
Note: Not all recipients vote. Responses from recipients who voted will be displayed in the
result. You can consolidate the results from the recipients to make the decision based on
votes. You can customize the voting dropdown by specifying values separated by semicolons
in Use Voting buttons: dropdown list. Examples:
• Recommend; Don't Recommend

• Monday; Wednesday; Friday
29
Categories
You have learnt to create color categories for appointments using Calendar. Now, you will
learn about a similar concept with mail messages.
When you have large number of mails in your inbox, it may be difficult to locate specific
messages. You can color code and categorize messages that are easier to locate. For
example, Blue color can be mapped to messages from vendors, Red for mails from supervisor,
Green for mails from colleagues, etc.
For example to apply a color, do the following:
1) Double click on a message

2) Select Categorize dropdown menu from Options group
3) Select Blue Category from the dropdown list. A Rename Category dialog box appears
(figure below).
4) Type Vendor in the Name: text box and click Yes.
From now on, you can mark the messages vendor that will be easier to locate. You can modify
the existing color categories or create your own categories by doing the following:
30
1) Select Actions > Categorize > All Categories...
a. To rename an existing category:

i. select {color name} Category
ii. Click Rename.
iii. Type a name, for example Office and click OK.
b. To add a new color and a category:
i. Click New...
ii. Type a new in the Name: text box

iii. Choose a color from Color: dropdown and a shortcut from Shortcut Key:
dropdown.
iv. Click OK.
Now you can assign this category whenever you receive mails from clients.
31
CHANGE THE MESSAGE FROMAT
EXERCISE
Perform the following activities till you are confident:
S.No. Activities
1. Modify the settings to receive Read Receipt for all messages.
2. Modify the settings to delay the delivery for all messages by 2 hours.
3. Create 2 different votes for:
a. Weekend Special Classes for a Subject, use "Agree and Don't
Agree" for voting values.
b. Buying a book at Flipkart.com , use "Recommend and Don't
Recommend" for voting values.
Send it to your classmates, collate and present the results.
ASSESSMENT
Answer the following questions:
1. Explain the procedure to mark high importance to mail messages with an example.
2. Explain the procedure to request read receipt for all mail messages.
3. Explain the procedure to set expiration for a message with an example.
4. Explain the procedure to set sensitivity options with examples.
5. Explain the procedure to set voting options w'th examples.
Fill in the blanks

1. To set high importance for a mail message, click ___________________________ red
exclamation (!) under ___________ group in _________ tab.
2. Do not deliver before option is available under __________________________ options

section in _____________________ dialog box.
3. Four levels of sensitivity options are _______________ , _____________ , ____________

and _____________ .
4. Voting options is available in ____________group under ___________ tab.
32
RELEVANT KNOWLEDGE
Why have different formats?
You have already learnt how to compose email messages. When sending emails, you need to
consider if the recipients have necessary support to view the email as intended. When a
recipient views your mail using a email software different from yours, the message may
appear distorted or garbled making it difficult to read. In such cases, you need to send the
message in a format that is acceptable to the recipient's email software.
Email messaging software supports a variety of formats to address these kinds of issues. For
example if a recipient reports that their email software can accept text formats without any
problems, it is advisable to change the format at your end before sending the mails.
Modify email format
To modify message formats, do the following:
1) Open the email messaging software.

2) Go to Tools > Options. A Options dialog box appears.
3) Select Mail Format tab. Notice the list available under Compose in this message
format dropdown list in the section Message format.
Email messaging software supports the following formats:
1. HTML - This is the default message format in email messaging software. This
format allows the user to add formatted text, images, and hyperlinks in the
message. Message composed using this format look like document.
2. Plain Text - This format of email message enables the user to add only text
contents without any images or text formatting such as bold, italic, colors, etc.
This format is supported by all email messaging software. You can use this
when you need maximum compatibility.
3. Rich Text - This format enables the user to add formatted text content. The
email messaging software automatically converts the RTF format to HTML while
sending over the Internet.
33
Note: In most cases, you can leave the default setting as it is. Change the message format
settings only if the recipient is having issues viewing your mails.
Using Plain Text Format
Plain text format is a simple text format that has widest compatibility compared to other
formats. Since plain text format is pure text, mails composed using this format are smaller
and move faster compared to other formats.
If you want to send a plain text message as a onetime activity, you can change the message
format at the time of composing an email by doing the following:
1) Select File > New > Mail Message.
2) Select the Options tab.
3) Select Plain Text under Format group.
4) Now compose a text message.
Notice that options such as bullets, paragraph options are greyed out as you cannot
use advanced text formatting when using plain text format.
34
5) Send the mail to a recipient and observe the format received by the recipient.
If you want to set your email messaging software to use only Plain text format for all outgoing
messages, do the following:
2) Select the Mail Format tab.
3) Select Plain text from the Compose in this message format: dropdown list (in the
Message format section).
Options
Preferences 1 Mail Setup Mail Format | Spelling | Other |
Message format
Choose a format for
outgoing mail and HTML
change advanced HTML
Internet Fo
settings. Compose in Rich Text
this message format: Plain Text
HTML format
4) Click on Apply.
5) Click OK.
Now select File > New > Mail Message. Notice the default mail format is in plain text (Plain
Text option is selected in the Options tab).
Using HTML Format
HTML format is similar to that of a webpage containing text and graphics formatted in a
specific way. Messages composed using this format appear as it would appear in a web
browser. HTML mails are used in scenarios that require attractive messages such as a
newsletter or marketing emails. However, since HTML mails contain graphics, colors, tables,
URLs, etc, they take up more mail space making the email bulkier and it's movement is slower
compared to other formats.
Most email software includes support for HTML format through a GUI editor for composing
mails and a rendering engine for displaying HTML mails.
If you want to send a HTML Mail message as a onetime activity, you can change the message
format at the time of composing an email by:
1) Select File > New > Mail Message.
35
2) Select Options tab.
3) Select HTML under Format group.
4) Now compose a text message; notice options such as bullets, paragraph options are
available as you can use advanced text formatting in the HTML format.
5) Now send the mail to a classmate and observe the format received by the recipient.
If you want to set your email messaging software to use only HTML format for all outgoing
messages, do the following:
2) Select Mail Format tab.
3) Select HTML from the Compose in this message format: dropdown list (in the Message
format section).
4) Click Apply.
5) Click OK.
6) Now select File > New > Mail Message. Notice the default mail format is in HTML
(HTML option is selected in Options tab).
Rich Text Format

Rich Text format is a proprietary format developed by Microsoft. RTF is recommended when
you use Microsoft Exchange, a mail server from Microsoft. However, Outlook automatically
converts email messages composed using rich text format to HTML format when it is sent to
an Internet recipient such as Gmail or Yahoo! Mail.
Note: It is recommend to use HTML format if you send and/or receive mails from recipients
using a variety of mail servers/clients to avoid any compatibility issues.
If you want to send a mail message using rich text format as a onetime activity, follow the
same steps as learnt for HTML and then select Rich text under Format group
Now when you compose a test message; the options such as bullets, paragraph options will be
available .
Send the mail to a recipient and observe the format received by the recipient.
36
Similarly, you can set your email messaging software to use only rich text format for all
outgoing messages
EXERCISE
S.No. Activities
1. Compose a bi-monthly newsletter to be sent to all your classmates based on
the guidelines below:
a. Announce an activity to be held in school or neighborhood
b. Include promotional pictures
c. Use HTML format
ASSESSMENT
1. Explain the different message formats in email messaging software.
2. Explain the procedure to use plain text format for sending a mail (one time activity).
3. Explain the procedure to set HTML format as the default mail format.
Fill in the blanks
1. You can change mail formats from Tools > Options, _______________tab.
2. You can compose mail messages in __________________ , ___________________ and
37
Understanding Out Of Office notification
Out Of Office feature of messaging software (referred to as OOO), automatically sends a

standard reply to your incoming messages while you are out of the office, on leave/vacation
or having limited access to mails.
Configuring an Out of Office notification
To configure the out of office notification, as a first step, you need to create a template that
will be used when automatically responding to received mail. Do the following:
1. Start the email messaging software.

2. Go to File > New > Mail Message, and compose a message similar to the one below.
3. Now, save this as a template. Click File> Save As. A dialog box appears as shown below.
38
4. Specify a name, select the relevant option from Save as type dropdown menu and click
Save. If you are using MS-office, the option would be Outlook Template.
5. You need to formulate a rule so that whenever you receive a mail, the message in the
template is sent as a reply to the sender. To setup the rule, select Tools dropdown
menu.
6. Click Rules and Alerts.... A Rules and Alerts dialog box appears similar to the one
below.
7. Click New Rule.... A Rules Wizard dialog box appears (figure below).
39
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nesMQes from soorone I Serd -an jJert to fty ix6ic device when I oet nroataoes Son sonccne
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S t e p - £mitmTite4&pM(dkkmunda**<3vakjB) ____________________________
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8. Select Check messages when they arrive under Start /rom a blank rule and click Next.
9. In the next step, you need to specify to the conditions that need to be checked.
a. Select the sent only to me option available under Step 1: Select condition(s)
and click Next.
40
10. In the next step, you need specify what you want to do with the message. Here,
select reply using a speci/ic template option available under Step 1: Select action(s).
11. Now, you need to specify the template to be used. Under Step 2: Edit the rule
description (click an underlined value), click a speci/ic template. A Select a Reply
Template dialog box appears (figure below).
41
12. Select the template (use Look in: dropdown menu to locate the template) and click
Open.
13. Click Next. The Rules Wizard dialog box appears where-in you can specify any
exceptions to the rule you have just created. (figure below).
14. For now, click Next. Click Finish on the next window. Finally, click OK.
From now on, the message specified in the template will be sent automatically whenever you
receive a mail.
You can also set up rules to forward mails from a specific client to a colleague who is handing
issues in your absence or to forward messages on a critical project to your manager.
42
EXERCISE
Perform the following activities until you are confident:
S.No. Activities
1. Configure Out Of Office for Annual Holidays. Use the following samples as
guidelines: Sample 1:
Thank you for your message. I am not available until DATE and I have limited
access to my Emails.
If urgent, please contact - Phone + or email
Regards, Your Name
Sample 2:
Thank you for your message. I am not in the Office until DATE and I have
limited access to my Emails.
If urgent, please contact - Phone + or email
Regards, Your Name
Sample 3:
I am currently out of the office and will respond to your email when I return
on Date. If you need immediate assistance, please contact Name at email or
phone. Thank you, Your Name
ASSESSMENT
1. Explain Out of Office notification.
2. Explain the procedure for setting up Out of office notification.
Fill in the blanks
1. Rules option is available in __________________ .
43
Understanding distribution lists
A distribution list refers to a collection of contacts or a contact group enabling you to quickly
address and send messages to a group of recipients. For example, if you want to send the
exam schedule for 11th grade students, you can create a group that has all the members of the
11th grade students and then send the schedule to that particular group. This helps in saving
time and avoids leaving out anyone by mistake from the list.
Distribution lists are stored in the contacts folder, where you can identify them by the
distribution list symbol.
Creating a distribution list
You need to create a distribution list before you can work wlti it. To create a distribution list,
do the following:
1. Open the email messaging software.

2. Go to File > New > Distribution List. A window, similar to the one below appears.
1) Specify a name for the distribution list, for example my classmates in the Name:
textbox.
2) You need to add contacts to this distribution list. To add contacts, do the
following:
a. Click Select Members option available under Members group. A dialog box
appears with the list of contacts from your address book. Select the contacts
that you would like to add to this distribution list.
44
b. After selecting contacts, click Members -> and click OK. Now, the Distribution
List window appears with the list of selected contacts.
3) Click on Save & Close option available under Actions. Now a distribution list is created.
Using the distribution list
To use the distribution list, do the following:
1. Compose a message.
2. Click To..., and the Select Names Contacts dialog box with the list of contacts and
distribution list appears (shown below). Notice the icons for contacts and distribution
lists.
45
3. Select the distribution list from the dialog box and click OK.
4. Click Send. The mail is sent to all the contacts included in the distribution list.
Modify a distribution list
If you add/remove a name in the distribution list temporarily,
1. Click on the plus sign icon preceding the list name in the To... text box.
2. In the Expand List message box, click OK to replace the distribution
list with its members.
3. Add or delete the user name(s) from the To. text box.
To modify a list permanently, double click the list you want to modify. Edit the list, Save
and Close to update the list.
46
Print a distribution list
To print a distribution list, do the following:
1. Click Contacts.
2. Open the distribution list you want to print.
3. Select File>Print.
EXERCISE
S.No. Activities
1. Create a distribution list for:
a. your school friends
b. classmates
c. your family
d. your friends at home
ASSESSMENT
1. Explain the purpose of a distribution list.

2. Explain the procedure to create and use a distribution list. Fill in
the blanks
1. Distribution List option is available in _______________ .
2. Select Members option is available in ___________________ group in
_______________________ tab.
47
RELEVANT KNOWLEDGE
You have already learnt about hyperlinks that are widely used in the Internet. A hyperlink is
an object, text or a graphic that links to another web page, email address, network etc.
Email messaging software includes a facility for sending hyperlinks to recipients. This is very
useful when you need to send reference links to others via email. By clicking the hyperlink in
an email, you can quickly get to the resource.
To begin with, open email-messaging software. If you want to include links to website in a
mail message, do the following:

2) Type the website URL in the body text area. For example, if you want to include a
hyperlink to Wikipedia, type www.wikipedia.org or http://www.wikipedia.org and press
Enter. Notice the URL is automatically converted into a hyperlink.
3) Send the message to a contact.
To insert a hyperlink manually, do the following:

2) To insert a hyperlink, click the Hyperlink option available under the Links group in
the Insert tab (shown below).
3) A dialog box for inserting a hyperlink appears (shown below).
48
4) Type the website URL in the Address: text box. For example, www.google.com and
click OK.
5) Now send the message to a contact.
Inserting lengthy website hyperlinks can look odd or difficult to read. For example:
http://en.wikipedia.org/wiki/Etiquette_%28technology%29. You can insert text to include
lengthier hyperlink. To set hyperlinks through text, do the following:

2) Type Etiquette in the message body. Select the text Etiquette, select Hyperlink from
Links group.
3) Type the complete website URL, for example:
http://en.wikipedia.org/wiki/Etiquette_%28technology%29 and click OK. Notice - the
text is hyperlinked to the lengthy URL.
4) Send this message to a contact. When the contact receives the mail and moves the
mouse over the hyperlinked text, the entire link is visible. By clicking the link, the
website can be accessed.
If you want to send a list of hyperlinks in an email for example a list of job websites and
important email address, do the following:

2) Type the list of website URL using the procedure mentioned in this session.
3) You can include the mail address in one of the two methods:
a. Type the email address and Press Enter. For example:
someone@website.com.
b. Include simple text content and link that to an email address. For example
type jobl, select the text. Select Hyperlink in Links group under Insert tab.
Type the mail address as mailto:someone@website.com and click OK.
4) Send the mail to a contact.
49
SORT AND FILTER MESSAGES USING MULTIPLE CRITERIA
The person you sent the mail to will receive the websites and email addresses as hyperlinks
(embedded in the mail), which when clicked upon, will open with web browsers and email
clients.
EXERCISE
S.No. Activities
1. Compose a message with list of:
a. Job websites
b. Email addresses of recruitment consultants
Include the websites and email addresses as hyperlinks.
ASSESSMENT
1. What is a hyperlink and why would you use it in an email?
2. Explain the procedure to include hyperlinks in email messages. Fill in
the blanks
1. Hyperlink option is available under the_________ group in the _______ tab.
50
As messages accumulate, in your mailbox it becomes important to organize and find messages
as quickly as you can. In addition, you would want to filter out unnecessary mails
(advertisements etc.) rightly called Junk. The next two sessions guide you through these
options in a email messaging software.
RELEVANT KNOWLEDGE
You have already learnt to create, send, receive and open email messages. Over time,
searching for a particular email messages could prove to be difficult as your mailbox might
have innumerable mails.
To help you out of this issue, email-messaging software has features to sort and filter
messages using single or multiple criteria. For example, if you want to locate a mail that has
a large attachment, you can sort mails by size and locate the specific mail from the sorted
list.
Sorting Messages
By default, messages are listed based on timestamp, with most recent mails at the top. You
can change the arrangement to suit your needs.
Single criteria
To sort mail messages based on size (single criteria), do the following:
1) Click View > Current View.

2) Select Customize Current View. A Customize View: Messages dialog box appears.
Notice - the default value under Sort... is specified as Received (descending).
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3) Click Sort.. A Sort dialog box appears.
51
4) Select Size from the Sort Items by dropdown menu (figure below)
5) Click Ok and move to the previous dialog box. Click Ok here too.
Notice the email messages are now sorted by Size, with the mail with the biggest
attachment, irrespective of when it was received, being at the top.
Using multiple criteria
In the previous case, a mail, received long ago with a huge attachment, could appear at the
top. It just might be that what you wanted was a mail, recently sent but with a huge
attachment. In such a case, you need to specify multiple criteria.
So, to sort emails first by date received and then by size, do the following:
1) 2) Click View > Current View and select Customize Current View. Select Size from Sort
Items by dropdown menu as the first criteria (figure below).
3) Select Size from Then By Dropdown menu
as the second criteria (figure below).
Click Ok and move to the previous dialog
4) box. Click Ok here too. Notice now the
mails are sorted based on most recent
timestamp and size.
52
Filtering mail messages
Mailboxes can be flooded within a short span of time. Messages from friends, colleges,
subscriptions, etc. need to proper management to avoid issues locating important mails.
However, an alternative is to use the filtering feature available in mail messaging software to
locate mails. To filter mails, do the following:
1) Click View > Current View and select Customize Current View.
2) Click the Filter button (which is set to Off by default) from the Customize View:
Messages. A Filter dialog box appears similar to the one below:
a. To filter using a keyword (only subject field), type the keyword in Search for
the word(s): text box. Click OK twice to save and move to the previous dialog
box.
Notice the search results match the keyword in the subject area of the mails.
Since this searches only the subject field, you may see limited mails in your
search results.
b. To filter using a keyword (subject field and content), select subject field and
message body from In: dropdown list. Click OK twice to save and move to the
previous dialog box..
Notice the list of mails matching the keyword. Since both subject field and
email content are scanned, you may see more number of mails in the search
results than in the previous search.
c. If you remember the email address of the person, you can specify the email
address in the From: text box and perform the search.
53
MANAGE JUNK EMAIL
Note that if you are using a keyword during this search, messaging software will
look for a combination (multiple criteria) of the specific keyword sent from
particular email address and you may notice a very limited number of mails as
the search output.
You can filter messages using the options in Filter dialog box i.e. recipients mail address,
time sent, time received, expiration status, unread status, with or without attachments,
flagged, size, etc. You can combine more than one criteria from this list to filter messages
further.
EXERCISE
S.No. Activities
1. Sort messages based on the following guidelines:
a. Message Size (Ascending)
b. Messages flagged for follow-up (Ascending)
2. Filter messages based on the following guidelines:
a. Message Sent to one of the recipients
b. Message marked with high importance
c. Message with at least one attachment
ASSESSMENT
1. Explain the purpose of sorting messages with an example.

2. Explain the procedure to sort messages using multiple criteria.
3. Explain the purpose of filtering messages with an example.
4. Explain the procedure to filter messages using multiple criteria.
Fill in the blanks
1. Customize View: Messages is available in _____________ .

2. List any five options available under Sort Items By: dropdown menu.
---------------- , --------------- , ---------------- , ---------------- & ---------------------- .
3. Filter message options is available in ________________ .

4. List any five criteria through which mails can be filtered.
_______________, ________________ , ______________ & _______________ .
54
MANAGE JUNK EMAIL
RELEVANT KNOWLEDGE
Junk mails, also known as Spam are the unwanted mails you receive (sometimes
unintentionally sent to you). You can configure the email messaging software to filter junk
mails and keep your mailbox cleaner. Some junk mails anchor viruses that could potentially
harm a computer, remove data, send personal information from the computer to unknown
recipients, etc. and are considered extremely dangerous.
Email messaging software include spam filters that can block mails that have potentially
dangerous content such as scripts or viruses.
Email messaging software protects by maintaining the following lists:
1. Blocked senders: Email address specified in this list are automatically blocked; you can
specify:
a. An individual mail address such as example@example.com. This will block
mails from only that particular email address.
b. A domain name such as example.com. This will block mails from any mail
address that belongs to this domain.
2. Safe senders are email addresses of individuals and domain that you always receive
mails from.
3. Safe recipients are email addresses that you don't like to block such as a subscription.
Email messages in Safe senders and safe recipients list are never sent to the Junk Email folder
unless blocked by the ISP or settings based on a mail server. Email messaging software
includes four junk filters that are capable of filtering junk emails (however, it needs to be
setup accordingly). These junk filters are:
1. Safe Senders
2. Safe Recipients
3. Blocked Senders
4. International
Managing junk mail

To manage junk email, open the email messaging software and do the following: 1. Go to
Tools > Options..., an Options dialog box appears.
55
MANAGE JUNK EMAIL
2. Click on Junk E-mail... button. A Junk E-mail Options dialog box appears wherein you
can configure Junk Emails. Notice the tabs in this dialog box. By default, the Options
tab is selected and level of junk e-mail protection specified here is self-explanatory.
a. To block senders, click on Block Senders tab, a window similar to the one below
appears.
56
■
I » I OX* I
i. To block receiving mails from a particular address, click Add and type
the email addresses. For example, spammers@example.com.
ii. To block receiving mails from a particular domain name (note: all mail
address from that particular domain will be blocked), click Add and type
the domain name. for example, example.com.
iii. If you want to block a list of email addresses and/or domain names,
first create the list in a text file. Then
• Click Import from File, and choose the text file that has the list.
• Click Open and then click OK.
b. To receive emails from email addresses or domains from known and/or trusted
sources, you can specify them in a safe senders list. To add entries, click on
r I ».— lull.
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57
Safe Senders tab, a window similar to the one below appears.
58
i. The procedure to receive mails from a particular address, or a particular
domain name or a list of email addresses and/or domain names, is the
same as the procedure to block senders.
Notice that the default setting Also trust e-mail from my contacts is checked; indicating
that mails received from your contacts are always on the safe list.
c. To receive mails from mailing lists or newsletters you have subscribed to, you
can add those addresses in the Safe Recipients list. To add entries, do the
following:
i. Click on Safe Recipients tab, a window similar to the one below appears.
ii. The procedure to receive mails from a particular address, or a particular
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domain name or a list of email addresses and/or domain names, is the

same as the procedure to block senders.
d. You use the International tab to block email messages based on TLD (Top-Level
Domains). Some examples of Top-level domains are: .ca, .us, etc. To block
mails using Top-level domains, do the following: i. Click International Tab.
(figure below).
59
iii. S
ii. Click the button Blocked Top-Level Domain List... The Block Top-Level
e
Domain List dialog box appears(figure below)
l
e
c
t
f
r
o
m the list the countries / regions you want to block and click OK.
iv. Click Ok again.
You have successfully configured your junk mail box! Filter
Modes
Email messaging software provides four filter modes :
• No Automatic Filtering
• Low
• High
• Safe Lists Only
Note: It is recommended to keep the default settings. However, if you want a tighter
messaging security, you can select the Safe Lists Only option (Options tab). By doing so, every
mail other than the one sent from the Safe Senders and Recipients list will be considered as a
junk email. You will need to check the junk folder manually.
Junk filters need to be updated periodically with most recent definitions to protect new
variants of junk mails. You can download Junk filter updates from downloads section of the
mail messaging software vendor's website.
60
SET WORKDAYS AND TIME IN A CALENDAR
EXERCISE
S.No. Activities
1. Block at least 3 email addresses by using the Blocked Senders Option
2. Add all your classmates email addresses to the safe senders list.
ASSESSMENT
1. Explain the purpose of Junk Mail Filtering options in email messaging software.
2. Explain the purpose of Safe Senders option in email messaging software.
3. Explain the procedure to add email addresses to safe senders list.
4. Explain the purpose of Safe Recipients option in email messaging software.
5. Explain the procedure to add a domain to block senders list.
Fill in the blanks
1. Four junk filters that are capable of filtering junk emails are --------------------------------------------- »
________________ , ______________ & _____________ .
2. Junk E-mail option is available in Tools > Options >
3. Four filter modes for protection options are

_______________________________________________________________________________
,
&
61
Lesson Objectives:
Suppose your normal workday hours need to change due to the needs of a new project, or you
have to coordinate appointment times with someone across the country or the globe
(different time zones) and need to indicate your availability. At the same time, you may need
to create a calendar group to send mails to. How would you manage all these activities?
Additionally, you receive so many meeting requests, can you configure the system to
automatically respond to them?
Email messaging software provides tools and options for you as a solution to all these issues.
In the next five sessions, you will learn about all these tools and options.
RELEVANT KNOWLEDGE
You have learnt how to work with calendar using email messaging software. The default
workdays and work time are set in the email messaging software. You can configure the
workdays and time according to your preferred schedule.
Typically, workdays start on a Monday ending Friday. However, in some countries and even in
some jobs, workdays could be different. To modify workdays and time in a calendar, open the
email messaging software and do the following:
2. Click on the button Calendar Options.... A dialog box with calendar settings appears as
shown below.
62
hmt --------------------------------------------------------------------------------------------
«_ I Cm I
1. Go to Tools > Options..., an Options dialog box similar to the one below appears.
63
3. Check/select the relevant workweek days and change the Start time and End time.
To view the changes,
1. Click Go > Calendar.

2. Select View > Work Week. Notice the start work day and end work day along with
start time and end time displayed in the calendar (figure below).
EXERCISE
S.No. Activities
1. Modify your calendar to include a six day work week (Mon - Sat) with a
schedule between 7 AM - 7 PM.
64
ASSESSMENT
1. Explain the procedure to change workdays and time settings in email messaging
software.
Fill in the blanks
1. Calendar option is available in Tools > Options > _________________ tab.
2. To change calendar êw to work week, select _________________ Work week from
_____ menu.
65
RELEVANT KNOWLEDGE
Places around the world have different time zones and calendar software is set to match the
current geographic schedule. Calendar software include option for adding additional time
zones; this could be beneficial to work if you are working with colleagues from different time
zone.
By default, email messaging software displays the local time in your calendar. To add an
additional time zone, do the following:
1. Open the email messaging software.

2. Go to Tools > Options. . The Options dialog box appears.
3. Click on Calendar Options ........ A Calendar Options dialog box appears as shown
below.
66
4. Click Time Zone. Another dialog box similar to the one below appears.
5. In this example, do the following

• Type India in the Label under Current Windows Time zone Group
• Check Show an additional Time Zone under Additional Time Zone Group
• Type Singapore in the Label under Additional Time Zone Group
• Select (GMT+08:00) Kuala Lumpur, Singapore from Time Zone dropdown under
Additional Time Zone Group
6. Click Ok to move back and save the changes made..
7. Now when you click the Calendar View, you will see both India and Singapore time
zones. (figure below).
Calendar displaying multiple time zones
Now change different time zones in the calendar software and observe the changes in the
calendar view.
67
SET AVAILABILITY OPTIONS
EXERCISE
S.No. Activities
1. Set different Time zones using the following guidelines:
a. Set additional time zone to Eastern Time (US & Canada)
b. Set additional time zone to Paris
ASSESSMENT
1. Explain the procedure to add additional time zone with an example. Fill in
the blanks
1. Time Zone can be changed under ________________ option.
2. List any three time zones available in the Time zone dropdown list.
68
You have already learnt to share your calendar through email. When you schedule activities
and share, the persons who you have shared with on viewing your calendar can see your
availability as either busy or a blank. Informing others about your availability assists them in
fixing a meeting or requesting an appointment with you. You can indicate your availability by
using the built-in indicators of the calendar software.
Specifying your availability
Before you share your calendar, use the in-built indicators of the messaging software to
schedule tasks or meetings. To use the indicators, do the following:
1. Open your calendar software

2. Select Go > Calendar
3. Schedule appointments based on the following guidelines:
a. Schedule 1
i. Subject: Team Meeting
ii. Timing - 10 AM to 11 AM
iii. Reoccurrence: Monday to Friday (10 occurrences)
b. Schedule 2
i. Subject: Vendor Meeting
ii. Timing - 2 PM - 3 PM
iv. To mark the entire appointment as tentative, select Tentative
from Show As 2 u dropdown in Options group (figure
below)
Options group
69
c. Schedule 3
i. Subject: Free
ii. Timing - 3 PM - 5 PM
iv. Mark the entire appointment as Free. Select Free from Show As
dropdown in Options Group.
Notice the entries in your calendar (weekly view).
Calendar, Weekly View
Sharing your calendar
To let others know your schedule and availability, you need to share your calendar. You can
share your calendar by publishing to a web server, ftp server or to a computer in your local
network.
Note: Setting up Web Server or FTP server require additional technical expertise. Only the
procedure for sharing a calendar on LAN is included in this session.
Sharing on LAN
To share your calendar using another computer in your local network, do the following:
1. Set up a shared folder on another computer that will be used for storing this calendar.
a. Create a New Folder. For example, C:\CALSHARE
b. Right-click CALSHARE, select Properties
c. Select Sharing tab
d. Select Advanced Sharing...
e. Check Share this folder
f. Select Permissions
g. Select Full Control under Permissions for Everyone
70
h. Click Apply, click OK twice and the click Close. 2. From another computer, confirm
if you have read and write access to the shared folder by doing the following:.
a. Click Start
b. Click Run
c. Type \\COMPUTERNAME\SHARENAME. For example, if the computer name is
DESKTOPONE and the share name is CALSHARE, type
\\DESKTOPONE\CALSHARE.
To configure your calendar software to store the calendar in a shared folder, do the
following:
1. Select Tools > Options

2. Select Calendar Options (figure below)
3. Click the button Free/Busy Options....
Free/Busy Options
4. You need to specify the location of the shared folder using the specific format
File://\\COMPUTERNAME\SHARENAME\%name%.vfb. (For example, if your
shared folder is located on a computer named "SERVER" and the shared folder is given
the share name as "CALSHARE", enter File://\\SERVER\CALSHARE\%name%.vfb.
Note the %name% is a variable and will automatically create the required filename
based on the email account name. If the email account is user01@example.com,
then the filename will be user01.vfb.)
Your calendar will be published periodically every 15 minutes by default. If you want to force
the update, select Tools > Send/Receive > Free/Busy Information.
71
Viewing calendar published by others
To view calendars published by others, add their contact to your address book and then do
the following:
1. Double-click on the contact.

2. Select Details in Show group under Contact tab. (figure below)
3. Specify the location under Address Text box in Internet Free-Busy section. For
example to include the calendar shared by someone@example.com, type the
location using the following format,
File://COMPUTERNAME/SHARENAME/someone.vfb. For example,
File:// SERVER/CALSHARE/userOl.vfb.
4. Select Save & Close.
To view the schedule or availability of the contact, do the following: 1.
Schedule an appointment in the calendar
•
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72
2. Select Scheduling under Show group
3. Select Add Others dropdown and select Add from Address Book.... Select the
recipient's email address and click OK. A window similar to the one below appears.
You can view their availability and schedule a meeting accordingly.
Note: Fetching the calendar details of another user from a shared folder may take few
minutes.
EXERCISE
S.No. Activities
1. Share your calendar using the following guidelines:
a. Populate your calendar with exam timetable
b. Share it with your classmates using the procedure outlined in this
session.
73
CREATE CALENDAR GROUPS
ASSESSMENT
1. Explain the purpose of setting availability options.
2. Explain the procedure to share your calendar in a network environment. Fill in the
blanks
1. To set availability, use _________________ Calendar Options under ________________

Calendar Group.
2. Free/Busy Options... is available under Advanced Options in ______________________

Calendar Options dialog box.
74
RELEVANT KNOWLEDGE
You have learnt to work with calendar and make appointments using it.
Calendar groups are useful in scenarios when two or more individuals work together and need
to schedule meetings in sync with each other.
To schedule a meeting you need to select the list of recipients to be invited for the meeting.
Do the following:
1. Open your calendar software.

2. Select Actions > View Group Schedules.... The Group Schedules dialog box appears
(figure below).
Group Schedules
Group Schedules saved with this Calendar:
Open...
Cancel
3. Click the button New...
Create New Group Schedule
Type a name for the new Group Schedule:
I'
4. Type a name, for example, GS1. Click OK. A window appears similar to the one
below.
5. You need to add list of participants. Select Add Others dropdown and select Add
from Address Book. (figure below)
75
6. The Address book appears with list of contacts. Select the recipient, Click To->. Add
more recipients and when done, click OK.
GS
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7. Once all the recipients are added, select Make Meeting dropdown and select New
8. The Meeting dialog box appears similar to the one below.
Meeting with All...
76
9. Type Team Building in the Subject: and 1st Floor in the Location:. Select a date
from the Start time: and End time: dropdown with a schedule between 10 AM to 1
PM. Once complete, send the invitation by clicking Send.
10. Click Save and Close.
Notice the meeting scheduled is displayed in your calendar.
77
MANAGE AUTOMATIC MEETING RESPONSES
Recipients when they open their mail will receive an invitation similar to the one below.
If they select Accept, you will receive a mail that the recipient has accepted your invitation.
EXERCISE
S.No. Activities
1. Schedule a meeting for exam preparation using the following guidelines:
a. Use Exam Preparation as the Subject

b. Select the schedule on all Saturdays between 1 PM - 5 PM Send this
invite to all your classmates.
ASSESSMENT
Answer the following
1. Explain the purpose of calendar groups Fill in
the blanks
1. View group schedules option is available in Menu.
78
RELEVANT KNOWLEDGE
You have learnt to set up meeting requests in the earlier sessions. You can configure the
email messaging software to respond to meeting requests automatically.
Using automated meeting responses could be useful in situations when you want to accept
meeting requests from your team members or colleagues.
To automate meeting responses, do the following:
1) Go to Tools > Options. Select Calendar Options under Calendar Group.

2) Click the button Resource Scheduling... in the Advanced options section. A window
similar to the one below appears.
Resource Scheduling dialog box
Check Automatically accept meeting requests and process cancellations to

automatically accept requests.
Check Automatically decline conflicting meeting requests to decline meeting
requests if a conflict arises. This is helpful when meeting requests conflict with
other scheduled meetings.
Check Automatically decline recurring meeting requests if you want to decline
meeting requests fearing that a conflict could arise due to recurring meetings.
Generally, recurring meetings span over a period of
79
time and can flood your calendar with too many schedules in no time hence it
is recommended to use this option in this case.
Answer the following
EXERCISE
S.No. Activities
1. Modify your calendar software settings to accept all meeting requests and
decline only recurring meeting requests.
ASSESSMENT
1. Explain the procedure to configure the email client to automatically reject all
conflicting meeting requests.
Fill in the blanks
1. Automated response can be set using _________________ option under ______________

in Calendar Options dialog box.
80
MANUALLY MODIFY A JOURNAL ENTRY
RELEVANT KNOWLEDGE
In real work life, it is important to track your time and tasks and thus document the efforts
needed to complete a project. As you know, using the Journal feature you have a way to
track time, tasks, and "project manage" your assignments. In an earlier session, you learnt to
set up journal to track time automatically. You can also track journal entries manually using
the email messaging software.
You can record time spent on a variety of items such as meetings, phone calls, etc. by
recording journals manually. For billing purpose (when the time spent on an activity is billed
to the client), you want to know the amount of time spent on an activity. This tracking can
also help in effective time management.
For example, if you want to record the time spent on a phone call, do the following:
1. Open your calendar software.

2. Select Go > Journal.
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3. Select File > New Journal Entry. A window similar to the one below appears. 4M4M
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81
MANUALLY MODIFY A JOURNAL ENTRY
82
4.
Enter the following details:

a. In the Subject: text box, type A/C Repair Service, Maintenance Feedback Call
b .Select Phone Call from the Entry Type: dropdown menu If you plan to complete this
.
call within ten minutes (based on your experience), select 10 minutes from
c
Duration: dropdown menu. When you are ready to dial the call, select Start Timer.
.
Notice the Start Timer is grayed out and Pause timer is available indicating the
progress of this Journal.
You can use the text area to record the comments of this call. Once the call is
5. complete, select Pause Timer.
Click Save & Close. Notice the Journal entry is created and displayed in your calendar
(figure below).
6.
7.
Now create manual entries for activities such as meeting, sending letters, etc. using the
procedure outlined in this session.
EXERCISE
S.No. Activities
1. Create a manual Journal entry for the following:
a. School Annual day preparation discussion (discuss and

document key points as summary in the text area).
ASSESSMENT
Fill in the blanks
83
4.
1. Timer option is available under ___ group of tab.
84
REPLY TO A TASK REQUEST
RELEVANT KNOWLEDGE
When working together as a team, you may have a list of tasks assigned to each person in the
team. For example, if you want to organize a school annual day function, a team is formed
and tasks are assigned to each student. This makes it easier to complete the project on time.
This is also called work delegation. The same scenario exists in a real work life. Tasks can be
assigned to coworkers and subordinates. Each Task has a due date, a priority, and other
settings such as whether you want status updates, privacy options, etc.
You have learnt to create tasks in earlier sessions. You can create task requests for others
using the email messaging software.
Create a task
If you want to assign an existing task from your calendar, do the following:
1. Open your calendar software

2. Select Go > Tasks
3. Create a task, for example:
a. Subject: Collect donation from all students
b. Select a target date from Start Date: and Due Date: dropdown
c. Use the Task body to include task items or instructions for this task
4. Notice the Owner: field (Currently you are owner of this task) (figure below)
5. Select Save & Close. Notice the task is created in your task list (image below).
85
Assign a task
To assign this task to someone, do the following:
1. Double-click the task to open the task (figure below)
2. Select Assign Task from Manage Task group. A window similar to the one below
appears.
86
3. Select To..., and then select the contact (whom you want the task assigned) from
your address book.
4. Select the schedule using Start Date: and End Date: to indicate timelines for the
activity.
5. To keep track the progress of the assigned task, select both Keep an updated copy of
this task on my task list and Send me a status report when this task is complete.
6. Click OK. A window similar to the one below appears.
7. You have assigned the task to the contact. To send this task, select Send. The task is
sent to the contact through email.
Accept the request (Recipient's end)
The contact(s) whom you have assigned this task to receive a notification on opening their
email (refer figure below).
87
The contact(s) can either Accept or Reject the request. If they select Accept, the task will is
added and can be viewed in their Tasks list (figure below).
Once the task is accepted, the ownership is transferred and now when you view the task by
double clicking on it, you see the following details:
Do you notice a difference? List them out. Sending
updates
Now the assignee will send updates of the progress and complete this task. To send an
update, you need to do the following:
88
1. Open the task to be updated.
2. In the task form, enter the updated information. Any prev'ously entered
information can be modified and new information added.
Note: To êw who will receive updates, select Details. The Update List line displays
the user name(s) of who will receive updates.
3. On the task request toolbar, click Save & Close. A task update is automatically sent
to those on the update list.
Once the task is completed, the sender can indicate so by doing the following
1. Select Mark Complete Mark Complete in Manage Task group to indicate to the sender
that the task is complete.
2. On doing so, an email is automatically sent to the contact who originally assigned this
task.
The sender (Original owner) receives a mail similar to the one below:
Sender's task list is automatically updated with the status of this task and can be viewed in
their task list as being struck out.(figure below):
Tasks - Microsoft Outlook

File Edit View Go Tools Actions Outlook Connector Help Type a question for help
Tasks i\ Tasks |search Tasks P -r | !f
All "ask tors D E Subject Due Date \T —

My Tasks A*
Click here to add a new Task ijsi P7 Colloct donation
To-Do List from all students

✓
l_ Tasks (1)
Cu rrent View
® Simple List
O Detailed List —
hji
1 Item
w& M a _i CJ -
89
This method of assigning existing tasks from your task list can also be used when the task is
originally assigned to you and you to transfer the task to someone else.
Tracking task status
Just because you delegate a task to someone does not mean your responsibility is over.
Hence, even though you assigned a task to someone else, you will still need to keep track of
the progress on the task. This helps to avoiding any last minute surprises. You will receive a
status report from the recipient similar to the one below:
To view the status of the task, do the following:
1. Select Go > Tasks

2. Double-click on the task. A window similar to the one below appears:
Notice the Status: displayed as In Progress as updated by the recipient. Also notice the
highlighted message above subject indicating the deadline and the date & time of the
last update received.
90
EXERCISE
S.No. Activities
1. Create Task request for the following:
a. School Annual day Celebration
b. Eye Donation Camp
Use the following guidelines:
a. Create a complete plan with list of activities
b. Assign different tasks to each person within the group
c. Track the progress by periodically updating the tasks
ASSESSMENT
1. Explain the purpose of Task Request.
2. Explain the procedure to initiate a Task Request. Fill
in the blanks
1. Once a task is complete, you need to select ________________ in Manage Task

group.
91
DIGITAL LITERACY
RELEVANT KNOWLEDGE
Intellectual Property
Intellectual property (IP) is a legal concept that refers to intangible property rights. Intangible
property, describes something which a person or corporation can have ownership of and can
transfer ownership to another person or corporation, but has no physical substance.
For example if you create an illustration for use in e-books (digital form of textbook viewed on
computing devices), it becomes an intellectual property. You can transfer the ownership of this
illustration to a publisher either for a fixed fee, through a royalty scheme or at no cost.
Generally ownership lies with the owner, protected through legal rights. By protecting the efforts,
owners can have a safe social environment where their work is protected and hard work is rewarded.
Intellectual property is a legal concept referring to creations of the mind for which exclusive rights
are recognized. Under intellectual property law, owners are granted certain exclusive rights to a
variety of intangible assets, such as:
• Musical, literary, and artistic works.

• Discoveries and inventions.
• Words, phrases, symbols, and designs.
Intellectual property rights also allow protecting intellectual activity in industrial, scientific, literary &
artistic fields.
Different types of intellectual property rights that can increase protection include copyright,
trademarks, patents, industrial design rights and in some jurisdictions, trade secrets.
Note: You will learn about the different types of intellectual property rights in detail in the next few
sessions.
92
EXERCISE
S.No. Activities
1. Read the statements below and make ethical judgments.
a. A software developer is creating a website that will contain
tutorials on using computer software and the content is prepared
by him. Should the software developer protect his content?
b. An artist is making a duplicate of a world famous poster. In order
to make his effort legitimate, what does the artist need to do?
ASSESSMENT
Answer the following:
1. Explain Intellectual property
2. What are the types of Intellectual property?
Fill in the blanks
1. Acronym for IPR ____________________________________________________

2. Types of IPR include _____________________________ , __________________________ ,
93
SESSION2: COPYRIGHT, TRADEMARK & PATENT
RELEVANT KNOWLEDGE
Copyright
Copyright is a legal concept, enacted by most governments, granting the creator of an original work,
exclusive rights to it, usually for a limited time period. Copyright protection is available to both
published and unpublished work.
Copyright was initially conceived as a way for governments to restrict printing. But now-a-days, this
concept helps promotes creation of new works by protecting authors, giving them control of content
and the right to make profits from it. Works such as paintings, sculptures, books, photographs,
software, audio & visual works, architectural designs, etc. are protected by Copyright. Copyright can
be made by either individuals or companies. Companies usually have a legal department with
experts to deal with Intellectual property such as the Copyright.
Exclusive rights
Exclusive rights mean that only the copyright holder is entitled to exercise the rights (listed below)
and others are prohibited from using the work without permission. Following are some of the rights
typically attached to the holder of the copyright:
• To produce copies or reproductions of the work and to sell those copies (including,
typically, electronic copies).
• To import or export the work.
• To create derivative works (works that adapt the original work).
• To perform or display the work publicly.
• To sell or assign these rights to others.
Copyright jurisdictions
Copyrights are said to be territorial, which means that they do not extend beyond the territory of a
specific state unless that state is a party to an international agreement. For example rights for a
content that is copyrighted in one country may or may not be applicable in another country. Today,
however, this is less relevant since most countries are parties to at least one such agreement.
94
Copyright validity
Generally validity of a copyright is whole life of the creator plus fifty to a hundred years from the
creator's death, or a finite period for anonymous or corporate creations.
Things that cannot be copyrighted
Several categories cannot be copyrighted such as:
• Slogans, short phrases, familiar symbols or logos, lettering, coloring.

• Ideas, procedures, methods, systems, processes, concepts, principles, discoveries, or
devices, as distinguished from a description, explanation, or illustration.
• Works consisting entirely of information that is common property and contain no original
authorship (for example: standard calendars, height and weight charts, tape measures and
rulers, and lists or tables taken from public documents or other common sources)
Copyright symbol
Content or information that is copyrighted usually identified through the symbol ©; information
related to copyright or legal terms is usually made available in product manuals, warranty cards,
websites, etc.
Use of copyright symbol © doesn't necessarily mean it's copyrighted.
For example, you might notice lots of websites that have © symbol indicating that the content,
website hosted are copyrighted. It reminds the visitors of the website to respect copyright.
Obtaining copyright
Copyright registration is a legal formality intended to make a public record indicating the ownership
and the rights of the owner. This can help owners file a case against infringements of their content.
Copyright involves procedures as required by the law; refer to copyright bodies or seek help from
copyright experts for proper procedure.
95
Using copyrighted content
You can use copyrighted materials if you obtain permission from the owner; in most cases, you may
have to get a written confirmation from the owner to avoid any legal issues.
Note: If a copyright notice is not available, it is recommended to contact the webmaster or owner to
check if you require any special permission to use the material. Also it is the right of the owner to
grant or deny permission, to part or complete material. If the permission is granted, then the owner
may charge a fee or provide the material free of cost; however, the decision is left with the owner. In
rare cases, if the copyright of the material is expired and confirmed, then the material maybe used
without permission.
Copyright infringement
Copyright infringement is the unauthorized use of works under copyright, infringing the copyright
holder's "exclusive rights", such as the right to reproduce, distribute, display or perform the
copyrighted work, spread the information contained within copyrighted works, or to make derivative
works.
It often refers to copying "intellectual property" without written permission from the copyright
holder, which is typically a publisher or other business representing or assigned by the work's
creator. Copyright infringement is often associated with the terms piracy and theft.
Examples of copyright infringement includes (not limited to):
• Downloading and using software without paying for it (if it is paid software), purchasing
software and re-distributing it for free, etc. resulting in software piracy.
• Paying for single copy and using it on multiple computers (referred to as Software Piracy).
• Downloading paid MP3 (music or audio) or video from websites without paying any money.
• Downloading and/or distributing movies from the Internet through direct downloads or
torrents.
• Using copyrighted logos without permission
• Downloading licensed software without paying for it
• Downloading and/or distributing movies without permission
96
Trademark
A trademark is a recognizable sign, design or expression which identifies products or services of a

particular source from those of others. The trademark owner can be an individual, business
organization, or any legal entity.
A trademark may be designated by the following symbols:
• ™ (the "trademark symbol", which is the letters "TM", for an unregistered trademark, a mark
used to promote or brand goods)
• SM (which is the letters "SM" in superscript, for an unregistered service mark, a mark used to
promote or brand services)
• ® (the letter "R" surrounded by a circle, for a registered trademark)
Trademark can be registered if it is able to distinguish the goods or services of a party, will not
confuse consumers about the relationship between one party and another, and will not otherwise
deceive consumers with respect to the qualities.
Like Copyright, Trademarks can be located on a package, a label, a voucher or on the product itself.
A trademark is typically a name, word, phrase, logo, symbol, design, image, or a combination of
these elements. Example of a trademark includes the logo for Wikipedia website (figure below):
Patent
Wikipedia Logo
A patent is a form of intellectual property. It consists of a set of exclusive rights granted by a

sovereign state to an inventor or their assignee for a limited period of time, in exchange for the
public disclosure of the invention. The procedure for granting patents, requirements placed on the
patentee, and the extent of the exclusive rights vary widely across countries based on their national
laws and international agreements. Typically, however, a patent application must include one or
more claims that define the invention. These claims must meet relevant patentability requirements,
such as novelty and non-obviousness. The exclusive right granted to a patentee in most countries is
the right to prevent others from making, using, selling, or distributing the patented invention without
permission.
Patent is done through Patent Offices that are governmental or intergovernmental organizations
which controls the issue of patents.
97
SESSION3: PLAGIARISM
EXERCISE
Perform the following activities till you are confident of the concept:
S.NNo. ActiActivities
1. Find out the trademarks for the following products:
a. Basmati rice
b. 7 O'CLOCK Razor
c. Bisleri
d. Benz
e. Enfield Bullet
f. Kit Kat
g. Pepsi
h. Usha Sewing machines & Electricals
i. Volvo
j. Vicks Vapo Rub.
ASSESSMENT
1. Explain Copyright with an example.

2. Explain Trademark with an example.
3. Explain Patent with an example.
Fill in the blanks
1. Copyright helps individuals and organizations to protect their original work.

2. Copyright protection is available to both published and unpublished work.
3. Exclusive rights means the copyright holder is entitled to exercise the rights and prohibit others
from using the work without holder's permission.
4. Three examples of copyright infringement are _________________________________________ ,
_________________________ & ______________________ .
5. Copyright is denoted by © symbol.
6. Trademark is denoted by ™symbol.
7. Registered trademark is denoted by ® symbol.
98
RELEVANT KNOWLEDGE
Plagiarism
Copying, reproducing or distributing information without the owner's consent is referred to as

plagiarism. Getting involved in such practices is considered unethical.
Copyright infringement refers to violations leading to legal consequences whereas plagiarism refers
to activity such as reproducing another's work as if it is one's own original work. Plagiarism is
considered an ethical offense and not as a crime. Understand ethics in the following context: You
write an article for a competition and someone else copies your original work and claims that she
has created the work.
Given below are some examples of plagiarism:
• Downloading and using images or content from websites or other sources and claiming it to be
your original work.
• Modifying existing company logos on brochures, flyers, business cards, blogs or other
distribution materials.
• Copying full-text or image from websites and placing it in documents without citations or
quotations.
Internet Plagiarism
Internet is a major resource for searching, researching, collecting and using information. This
information available could be owned by an author who may have published the information for free
or for a fee through a publisher.
When information such as text, tutorials, source code to applications, news, etc is copied and
reproduced without owner's consent, it is referred to as content scraping.
Internet plagiarism is widely practiced in academia and journalism. For example:
• Students, professors or researchers may copy content from the Internet that is considered
academic dishonesty and may be punished through suspension or termination.
• Reporters may copy recent news from other website for local paper or other publications and
authors using content in text books without providing citation that is considered unethical.
Authors and reports may lose credibility with the organization and may be terminated as a result.
If you want to use the information available on the Internet on your personal use or for public
distribution, you need to ensure that you are authorized to copy or distribute the information. In
general, it is necessary to obtain permission from the author or the publisher before copying or
distributing the information.
Following is a general guideline to avoid plagiarism:
• Use quotations when placing text in documents to indicate that this is copy; use different
fonts or colors for quotations.
99
• Include the source as a footnote either below the quotation or at least at the end of the
document.
• Paraphrase the entire text using your own words; check with the original paraphrase for
technical accuracy.
• Indicate if it's an improvement of accuracy and quote the original text.
Detecting Plagiarism
Plagiarism is common due to widespread use of computers today. It can be detected manually or
automated through computer-assisted methodologies.
Though detecting plagiarism can be difficult, some websites offer text-based plagiarism detection
services to detect online presence of copied content. Some of the online plagiarism detection
services include (not limited to):
• Chimpsky (chimpsky.uwaterloo.ca)
• Copyscape (www. Copyscape.com)
• Plagium (www.plagium.com)
• PlagTracker (www. PlagTracker.com)
EXERCISE
S.No. Activities
1.
Assess the following statements and share your views on plagiarism: a. Your friend was
asked to conduct a presentation on a particular topic and was allowed to use any source
for collecting information. Presentation made was appreciated by many; however you
found that he has merely used a presentation found on the Internet.
100
ASSESSMENT
1. Explain plagiarism.
2. List any three examples of plagiarism.
Fill in the blanks
1. Copying and/or distributing content without owner's consent is referred
101
RELEVANT KNOWLEDGE
When you create content and/or publish, it becomes your intellectual property. As owner of the
content, you have all rights to control how the information can be copied, distributed or reproduced
and also, who can use the information. Similarly to use intellectual property owned by others, you
need proper permissions from the rightful owner. However in some cases, the owners might provide
guidelines for using the content without prior permissions enforced through certain licensing terms.
Certain authors, publishers or owners allow copying, reproducing or distributing content through
certain legal conditions without the need for obtaining written permission. For example, you may be
permitted to use the content under certain methods & licensing types such as Citation, Fair Use,
Public Domain, Creative Commons, etc.
Citation
Citation is a reference to a published or unpublished source. Citation is used for acknowledging or

attributing the original work in order to avoid plagiarism. For example, if you would like to quote few
sentences from a newspaper or book, you can indicate the source of the content used in your blog
or printed material (Sample below).
"This document is compiled from content available in www.wikipedia.org."
"Compiled from http://en.wikipedia.org/wiki/Plagiarism"
Citation is usually available at the end of a document or material referred to as a "footnote";

however, citations need to be provided based on the terms and conditions as set by the owner.
For example, you might have noticed the following citation in this text book (end of first session):
" Note: This document is compiled from a variety of sources including Wikipedia, U.S. Copyright website,
Copyright handbook from Copyright office -Government of India
(http://copyright.gov.in/Documents/handbook.html). "
This is an example to indicate where the key points and content are sourced from to: one, encourage
readers to visit respective websites for any clarification and two, to comply with legal requirements.
102
Fair Use
Fair use is a limitation and exception to the exclusive right granted by copyright law to the author of
a creative work. Fair Use refers to using copyrighted materials to a limited extent without obtaining
permission. Examples of fair use include news, reporting, teaching, researching, library archiving,
etc.
For example, you can include screenshots of a software product in a training document or a blog.
However, it is recommended to check with the product vendor (in this scenario) or the website for
legal requirements. To know more about Fair Use, visit http://en.wikipedia.org/wiki/FairUse.
Public Domain
Works in the public domain are those whose intellectual property rights have expired, been forfeited,
or are inapplicable. Basically, the public domain consists of works that are publicly available. For
example: a public domain that provides free images is www.openclipart.org.
Creative Commons
Creative Commons (CC) is a non-profit organization headquartered in Mountain View, California,

United States devoted to expanding the range of creative works available for others to build upon
legally and to share. The organization has released several copyright-licenses known as Creative
Commons licenses free of charge to the public. These licenses allow creators to communicate which
rights they reserve, and which rights they waive for the benefit of recipients or other creators.
A Creative Commons license is one of several public copyright licenses that allow the distribution of
copyrighted works. A Creative Commons license is used when an author wants to give people the
right to share, use, and even build upon a work that they have created. Creative Common licensing
provides an author flexibility (for example, they might choose to allow only noncommercial uses of
their own work) and protects the people who use or redistribute an author's work, so they don't have
to worry about copyright infringement, as long as they abide by the conditions the author has
specified.
There are several types of Creative Common licenses. The licenses differ by several combinations
that condition the terms of distribution.
Creative Commons licenses consist of four major condition modules:
• Attribution (BY), requiring attribution to the original author.
103
• Share Alike (SA), allowing derivative works under the same or a similar license (later or
jurisdiction version).
• Non-Commercial (NC), requiring the work is not used for commercial purposes.
• No Derivative Works (ND), allowing only the original work, without derivatives.
These modules are combined to currently form six major licenses of the Creative Commons:
• Attribution (CC BY)

• Attribution Share Alike (CC BY-SA)
• Attribution No Derivatives (CC BY-ND)
• Attribution Non-Commercial (CC BY-NC)
• Attribution Non-Commercial Share Alike (CC BY-NC-SA)
• Attribution Non-Commercial No Derivatives (CC BY-NC-ND)
For example, Wikipedia uses Creative Commons Attribution-Share Alike 3.0 license. You can learn
more about Creative Commons at www.creativecommons.org.
Best practices to avoid copyright violations
Following are some of the guidelines to avoid copyright violation:
• Always check the source for legal requirements; usually guidelines are found in terms and
conditions, terms of use, legal use, fair use, about us, press images, etc. sections of the website.
If any of the pages or instructions are not available, mail the author (or webmaster) to confirm if
you can use the content in your website or material.
• Never download or use illegitimate (pirated) software; if possible try to research and use open
source software as an alternate instead.
• Never share product keys or serial keys; never install paid software (for self or others) unless
you are sure of the transaction (receipt).
• Never attempt to browse websites that are restricted by the government.
• If content is copied or reproduced under Fair Use Policy, provide citation or credits to the author,
source or publisher.
• When providing content or software, it is essential to provide copyright information. For
example, you may include details such as whether the end-user can reproduce / distribute /
download the content/ software you have created / developed without your permission, or, if they
need to get in touch with you for acquiring permissions for a fee, etc.
• If you are not clear about the licensing terms and conditions, get help from a licensing expert or
contact the owner.
104
ASSESSMENT
1. Explain Citation with an example.

2. Explain Fair Use with an example.
3. Explain Public Domain with an example.
4. List any three practices to avoid copyright violation.
Fill in the blanks
1. Attributing an author or a publisher is known as ______________ .

2. provides images and/or content that is free to use by
anyone (public).
3. Write any three examples of Fair Use: _____________________________ , _______________ &
105
RELEVANT KNOWLEDGE
Cyber laws are legal regulations to control cyber crimes. Millions of users are dependent on the
Internet all over the world and crimes are possible in the cyber space.
Cyber Crime
Cyber Crime or computer crime refers to any crime that involves a computer and a network.
Cybercrimes are defined as: "Offences that are committed against individuals or groups of
individuals with a criminal motive to intentionally harm the reputation of the victim or cause physical
or mental harm to the victim directly or indirectly, using modern telecommunication networks such
as Internet (Chat rooms, emails, notice boards and groups) and mobile phones (SMS/MMS)".
Cybercrimes can also refer to unauthorized access or modification to computer materials. Activities
such as spam, fraud (mail, chat, etc.), threats, harassment, etc. are some of the cybercrimes popular
today. When communicating through Chat, Mail or forums, extra care must be taken to avoid falling
into traps. Never respond to chat, mail or electronic messages that are suspicious or fraudulent in
nature; for example, you may receive a mail that could promise financial benefits without any efforts
which in turn might be a scam.
Several unethical & illegal things happen on the Internet. Activities such as cheating, fraud,
misappropriation, piracy, defamation, pornography, hacking, planting viruses, IPR thefts, copyright
violations, threats, etc. are committed through the Internet today. These activities are treated as
cyber crimes and involving in such activities could lead to severe punishments.
Defamation
In layman's language, defamation means making false statement(s) about someone or something
which results in spoiling the reputation of the individual, business, product, group, etc.
Defamation can be either, slander (verbal) or libel (written). Both slander and libel ways of
defamation are considered to be punishable offences; depending on the severity, the punishment
could be severe. In short, it is illegal and unethical to practice defamation and never should be
encouraged.
106
Cyber Laws
To maintain the Internet as a safe place for all, laws and regulations are required. Laws & regulations
that cover the Internet & the World Wide Web are referred to as Cyber laws.
Cyber law or Internet law is a term that summarizes the legal issues related to use of the Internet. It is
less a distinct field of law than intellectual property or contract law, as it is a domain covering many
areas of law and regulation. It includes internet access and usage, privacy, freedom of expression,
and jurisdiction etc.
To know about Cyber laws in India, Visit http://deity.gov.in/.
ASSESSMENT
1. Explain Cyber Crime with an example.
2. Explain Cyber laws.
3. Explain defamation and the types of defamation.
Fill in the blanks
1. ________refers to illegal activities that are committed by use of a computer or a network.
2. _______ are legal regulations to control cyber crimes.
3. is a way of making false statements to spoil the
reputation of an individual, product, business or a group.
4. is verbal form of defamation.
5. is written form of defamation.
107
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ITDC-302

Why do our computer need network?

Hardware sharing example

There are two types of computer networks

Advantages of Installing a Network in schools

6) Workgroup Computing-Software allows many users to work on a document or project concurrently.

Disadvantages of Installing a Network in school

Common Data Network Symbols

• Never share your password - with anyone.

Network Security tools and services-

1- Network Sniffers, Protocol Analyzer and Packet Capturing

2- Port Scanning & IP Scanner Tools

Why do I need a network port scanner?

into careless configuration.

3- Internet Filtering Software & Monitoring Tools

• The Importance of Using An Internet Web Filter In Your Business/school

that they are not allowed to visit.

Why Business Owners Need To Use Internet Filters:

1. They won't always be present to monitor internet activity.

2. They keep track of all online activity.

4-Firewall Software, Hardware & Security

from accessing private networks connected to the Internet.

What is Cyber security?

Make sure your computer is configured securely.

Choose strong passwords and keep them safe.

Protect your computer with security software.

Shield your personal information.

Safe Practices on social networking

SECURITY ON SOCIAL NETWORKING SITES

Here are some steps to protect yourself.

Sometimes it is necessary to alert recipients about the importance or sensitivity of the

1) Compose a new mail message.

2) Click red exclamation (!) under Options group in Message tab.

3) Send the email message to a recipient.

1) Select Tools > Options

1) Compose a new mail message.

Delivery options include settings that:

1) Create the appropriate mail.

3) Send the email message to a recipient

Viewed in mailbox Message when opened beyond schedule

To understand how to specify delayed delivery, do the following:

1) Compose a new mail message announcing a painting contest - "Miracle of Hands".

To delay the delivery for all messages, do the following:

Step 2: Edit the rule description (click an underlined value)

Receiving a confirmation (Requires Exchange environment and/or ISP support)

To receive delivery receipts for all outgoing messages, do the following:

1) Select Tools > Options.

1) Compose a new email message

To receive read receipt notification for all messages, do the following:

1) Select Tools > Options.

5) Click OK thrice to save settings and move to the previous level.

1) Select a mail message from the list

1) Compose a new mail message

1) Compose a new mail message.

Q Inbox Confirm Status of Shipment from

Flag icon on a mail message

recipient can add this flagged reminder to their calendar by:

1) Right-click on the flag icon

Flag on a mail message

Notice the flagged reminder (left) and text (Right).

1) Compose a new mail message explaining the details of this survey.

• If Send the response now is selected, the decision is sent immediately

A window similar to the one below appears with a list of results.

3. Four levels of sensitivity options are _________ , _ , ______

4. Voting options is available in __group under _ tab.

2. You can compose mail messages in , _ and

1. Hyperlink option is available under the___ group in the _ tab.