IT

for Business
Communication

For Internal Use Only

Table of contents

Unit 1: Introduction To Computer ................................................................. 1

Unit 2: Searching For Information ................................................................ 8

Unit 3: Judging And Using Online Resources ............................................... 22

Unit 4: Saving Web Pages And Files ............................................................ 29

Unit 5: Typing Skill ....................................................................................... 37

Unit 6: Productivity Suite ............................................................................. 41

Unit 7: Collecting Data ................................................................................. 55

Unit 8: Creating Infographics ........................................................................ 63

Unit 9: Online Collaboration ......................................................................... 73

Unit 10: Visual Aids In Presentations .......................................................... 81

Unit 11: Online File Sharing ......................................................................... 86

 UNIT 1

INTRODUCTION TO COMPUTER

Learning Objective: Students are able to manage file

and folder, and use Microsoft Windows shortcut keys.

OPERATING SYSTEM
What is an operating system? An operating system is the most important software
that runs on a computer. It manages the computer's memory and processes, as
well as all of its software and hardware. It also allows you to communicate with
the computer without knowing how to speak the computer's language. Without an
operating system, a computer is useless.

Your computer's operating system (OS) manages all of the software and hardware
on the computer. Most of the time, there are several different computer programs
running at the same time, and they all need to access your computer's central
processing unit (CPU), memory, and storage. The operating system coordinates
all of this to make sure each program gets what it needs.

Types of operating systems

Operating systems usually come pre-loaded on any computer you buy. Most
people use the operating system that comes with their computer, but it's possible
to upgrade or even change operating systems. The three most common operating
systems for personal computers are Microsoft Windows, macOS, and Linux.

Modern operating systems use a graphical user interface, or GUI (pronounced

gooey). A GUI lets you use your mouse to click icons, buttons, and menus, and
everything is clearly displayed on the screen using a combination of graphics and
text.

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Each operating system's GUI has a different look and feel, so if you switch to a
different operating system it may seem unfamiliar at first. However, modern
operating systems are designed to be easy to use, and most of the basic principles
are the same.

If you use a Windows Operating System, the following interface explanation and
keyboard shortcuts can be useful:

PARTS OF A COMPUTER
The basic parts of a desktop computer are the computer case, monitor, keyboard,
mouse, and power cord. Each part plays an important role whenever you use a
computer.

Computer case

The computer case is the metal and plastic box that contains the main components
of the computer, including the motherboard, central processing unit (CPU), and
power supply. The front of the case usually has an On/Off button and one or more
optical drives. Computer cases come in different shapes and sizes. A desktop case
lies flat on a desk, and the monitor usually sits on top of it. A tower case is tall
and sits next to the monitor or on the floor. All-in-one computers come with the
internal components built into the monitor, which eliminates the need for a
separate case.

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Monitor

The monitor works with a video card, located inside the computer case, to display
images and text on the screen. Most monitors have control buttons that allow you
to change your monitor's display settings, and some monitors also have built-in
speakers.

Newer monitors usually have LCD (liquid crystal display) or LED (light-emitting
diode) displays. These can be made very thin, and they are often called flat-panel
displays. Older monitors use CRT (cathode ray tube) displays. CRT monitors are
much larger and heavier, and they take up more desk space.
Keyboard

The keyboard is one of the main ways to communicate with a computer. There are
many different types of keyboards, but most are very similar and allow you to
accomplish the same basic tasks.

Mouse

The mouse is another important tool for communicating with computers.

Commonly known as a pointing device, it lets you point to objects on the
screen, click on them, and move them.
There are two main mouse types: optical and mechanical. The optical mouse uses
an electronic eye to detect movement and is easier to clean. The mechanical
mouse uses a rolling ball to detect movement and requires regular cleaning to
work properly.

There are other devices that can do the same thing as a mouse. Many people find
them easier to use, and they also require less desk space than a traditional mouse.
The most common mouse alternatives are below.

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 Trackball: A trackball has a ball that can rotate freely. Instead of moving
the device like a mouse, you can roll the ball with your thumb to move the
pointer.

 Touchpad: A touchpad—also called a trackpad—is a touch-sensitive pad

that lets you control the pointer by making a drawing motion with your
finger. Touchpads are common on laptop computers.

PROJECT 1.1
1. Find more Windows shortcuts and share them with your friends.
2. Find out some information about your computer‘s operating system.
3. Look at the picture below. Where are its CPU? Why are the mouse and
the keyboard cordless?

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COMPUTER APPLICAION (SOFTWARE)
You may have heard people talking about using an application, a software, a
program, or an app. But what exactly does that mean? Simply put, an app is a type
of software that allows you to perform specific tasks. Applications for desktop or
laptop computers are sometimes called desktop applications, while those for
mobile devices are called mobile apps.

When you open an application, it runs inside the operating system until you close
it. Most of the time, you will have more than one application open at the same
time, which is known as multi-tasking.

App is a common term for an application, especially for simple applications that
can be downloaded inexpensively or even for free. Many apps are also available
for mobile devices and even some TVs.

Mobile apps
Desktop and laptop computers aren't the only devices that can run applications.
You can also download apps for mobile devices like smartphones and tablets.
Here are a few examples of mobile apps.
 Gmail: You can use the Gmail app to easily view and send emails from
your mobile device. It's available for Android and iOS devices.

 Instagram: You can use Instagram to quickly share photos with your
friends and family. It's available for Android and iOS.

Desktop applications
There are countless desktop applications, and they fall into several categories.
Some are more full featured (like Microsoft Word), while others may only do one
or two things (like a clock or calendar app). Below are just a few types of
applications you might use.

 Web browsers: A web browser is the tool you use to access the Internet.
Most computers come with a web browser pre-installed, but you can also
download a different one if you prefer. Examples of browsers
include Internet Explorer, Mozilla Firefox, Google Chrome, and Safari.

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 Media players: If you want to listen to MP3s or watch movies you've
downloaded, you'll need to use a media player. Windows Media
Playerand iTunes are popular media players.

 Games: There are many types of games you can play on your computer.
They range from card games like Solitaire to action games like Halo.
Many action games require a lot of computing power, so they may not
work unless you have a newer computer.

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 Word processors: A word processor allows you to write a letter, design a
flyer, and create many other types of documents. The most well-known
word processor is Microsoft Word.

PROJECT 1.2
1. The computer you are using in the computer lab looks different to the
one displayed in the previous explanations. In what ways are they
similar/different?
2. Find out what applications are already installed in your computer.
3. What applications belong to (search online when necessary):
- Word Processor
- Spreadsheet
- Database

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 UNIT 2

SEARCHING FOR INFORMATION

Learning Objective: Students are able to search for

information/documents (1) in a desktop computer and (2)
online.

DESKTOP SEARCH: (1) USING THE WINDOWS SEARCH

Windows 10 has an instant search capability that‘s powerful, but it can be a little
tricky to use. To get the most out of your searches, even if you aren‘t sure where
to start, we‘ve made a guide on how to use the search capabilities in Windows
10 and how to customize them to your advantage.

Tips to help you get started with Windows search

Log into Windows 10 and check out the taskbar that is (traditionally) located at
the bottom of the screen. Toward the left-hand side, you‘ll see a blank space that
represents the iconic Windows Search bar. Depending on your settings, it
probably says something like ―Ask me anything‖ or ―Search the web and
Windows.‖ This is where you should begin your search — no matter what you‘re
looking for.

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In Windows 10, this search box is closely connected to Cortana, the voice-
recognition assistant that is now programmed into the Windows operating system.
This means you can use a voice search if you don‘t feel like typing, but the results
will be the same either way. If you have disabled Cortana in the past, the search
box will still be here and you will still be able to type in searches as you normally
would.

Put in a key phrase or two, and Windows 10 will immediately open a window
showing you a list of results – from everywhere. Please note that these results will
not only include files, cloud data, programs, and web links, but also all the
settings and tools that Windows 10 comes with. This makes it very easy to find
a certain tool or feature. Instead of opening five different windows to navigate
Settings or a drive, for instance, you just need to search for whatever you need
and go right to it.

When you‘re ready to start typing specific terms in, here are a few suggestions to
help you use the search tool as efficiently as possible:
 Be natural: The Windows 10 search function is designed to read natural
language, the way you would normally ask for
something. How well this works is open for debate, but it‘s still a smart
idea to enter a query with organic phrasing, the way you would ask a
friend. This includes phrasing like, ―Where is,‖ ―Find my,‖ and even
generalities like, ―Those business docs from last month.‖
 Scroll through: The list of results that Windows 10 returns to you is
actually organized by where the results are pulled from. It typically starts
with your documents, moves on to web results and suggestions, and
continues from there. If you don‘t see what you‘re looking for right away,
take a moment to scroll down and make sure your destination isn‘t waiting
under a hidden subheading.
 Sign Into OneDrive: The search box can also pull results from your
OneDrive data, which is a boon for business users who‘ve activated
OneDrive. That said, make sure you‘re signed into a Microsoft account on
your computer before searching so that the search will include OneDrive.

Tips that will make you a Windows search master

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Let‘s say that you aren‘t interested in basic searches. You do a lot of Windows
searching and you want to change the process itself so that it‘s faster, more
accurate, and more useful for your work or play. That‘s why we‘ve collected a
second tier of tips for those who really want to get the most a Windows 10 search,
and aren‘t afraid to change a few settings or habits along the way. Check them out
below.
 Naming time, place, and more: Let‘s start with something easy. The
search box can organically read time, people, and places, so if you are
looking for specific docs or data, mention where they are, when they are,
and other identifying bits of information. This could look like ―calendar
events in two weeks,‖ or ―energy report OneDrive,‖ or ―that spreadsheet I
made last weekend,‖ or even ―that thing Rodney sent me.‖ A little extra
information can go a really long way.
 Categorization: There are a couple different ways to switch between
categories to narrow your search. When the search results first appear,
you‘ll notice at the bottom of the window two sections that say My
stuff and Web. Select My stuff to get rid of the web results and focus on
just what is on your computer right now, which is further subdivided into
types of files. Select Web to view only online results.

 Turning off Web results: If you don‘t like seeing all those Web
suggestions, you can make them go away forever. On the sidebar, you‘ll
notice a little Notebook icon. Select this, and it will open up Cortana’s
Notebook, where you can change various search settings. Look for the
option that says, ―Search online and include web results,‖ and make sure
that it is toggled Off. Now your search box should only read ―Search
Windows.‖

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  Specifying data location: There‘s a long list of query syntax tricks that
Microsoft has been developing for years. One of the most useful tricks is
typing ―store:‖ then a particular place you want to look, such as
―store:outlook‖ to search only for Outlook data. Get used to this sort of
customization, and you can easily speed up your search queries.
 Specifying type of file: Here‘s another syntax trick to use — type ―kind:‖
and then the type of file you want. For example, ―kind:email‖ will search
your emails, or ―kind:spreadsheets‖ will search spreadsheets. This works
for folders, favorites, notes, and other types of content.
 Go Boolean: The Windows search has support for
some advanced Boolean operators. For example, you can say ―NOT‖ to
remove results with a particular phrase but still focus on part of it, like
―cats NOT dancing.‖ Why you wouldn‘t want to see dancing cats is
beyond us, but that will do the trick (this also works with ―OR‖). Another
trick is to use ―<‖ or ―>‖ to limit results based on date or data size. If you
search ―>12/31/2015,‖ for example, you‘re only going to end up
with results from 2016. You can get a similar effect by using ―date:this
week‖ and other ―date:‖ commands, if you prefer.

I just came here to make the search box go away

No problem — we can help with that, too. Go to your search box and right-click it
to access the pop-up menu. Head over to Cortana, and in the second menu, look
for Show Cortana Icon and Show search box. You will want to make sure that
both of these boxes are left unchecked. When they are, your search box should
completely vanish. Please keep in mind that this does not actually disable Cortana,
but hide the search functions in your taskbar.

DESKTOP SEARCH: (2) USING A THIRD-PARTY SEARCH TOOL

Your PC desktop is the place where you save most of your important files. These
are the files that you need to access frequently. You keep adding files and as they
pile up, you need to look for them using the Windows Search function. But, with
so many files saved on the Desktop, you need to create separate folders for each
file type and this can mess up your desktop.

So, when you want to look for a certain file, it can be challenging to find the right
one quickly. Here‘s when you need to use the search feature and the one that you
automatically think of is the Windows search box. But the Windows search box
does not usually livup to the expectations. It can get really slow and flawed
searching for files with a lot of indicators such as file name, type, size, location,
etc.

So, for those who are frequently looking for files on the desktop, the Windows
search is pretty basic. Hence, it would be better to use third-party search tools for
Windows.

One of such tools is Everything from www.voidtools.com. Everything is

basically a search utility that locates files and folders by filename instantly on the
Windows OS. Unlike Windows‘ search function, however, Everything will

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initially displays every file and folder on your computer

When you are launching Everything software for the first time, it automatically
indexes all of your folders and files stored on the disk. Generally, it takes only 1
second to index whole disk after a fresh new installation of the Windows 10, and
for indexing 1 million files, 1 minute will be sufficient to process!

Everything Search will save the indexed records into a database file, which named
Everything.db, every time your folder or file gets changed; the software will
update the database in real-time.

Locate Folders and files in Real-Time

When you type a partial
filename in the search box,
Everything searches for
matching character strings
anywhere within a filename.
So a search for ―stron‖ will
uncover both a file called
Strontium properties.htm
and a folder called
Astronomy Photos. With
each character you type,
non-matching files are
weeded out almost
instantaneously, so your
search narrows quickly.

Everything performs a
Boolean and search by
default. This means the more words you type, the narrower the search. For
example, a search for budget will find any filename containing that word; a search
for budget 2011 will find only those files containing both ‗budget‘ and ‗2011‘. If
you wish to find filenames that contain either ‗budget‘ or ‗2011‘ (a Boolean or
search), use the pipe character – | – to separate the search terms, thus: budget |
2011. To find filenames which include the word ‗budget‘ but do not include the
word ‗2011‘ place an exclamation mark before the latter term: budget !2011

Once you locate a file using Everything, double-click it to open it or right-click it

to display the standard Windows Explorer context menu.

You can also use the wildcard characters * and ? in your searches. The * matches
any string of characters of any length; the ? character matches any single
character. So *.doc will locate all Microsoft Word documents, while b????.doc
will locate all Word documents with a five-character filename starting with ‗b‘.
Note that the ? character must be matched by a character. So *.doc? finds all files
with a four-character file extension, such as Budget 2011.docx, but it will not find
Budget 2011.doc. Similarly, b??????.* finds all files with a seven-character
filename, even if that filename contains a space, such as Bar Fly.htm . The space

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is counted as a valid character within a filename. If you want to include a space in
your search without using the wildcard ? character, enclose your search term in
double quotes: ―bar fly‖.

Search File Contents

You should know that some
document content fetch tools
require JAVA runtime
environment, while
Everything Search won‘t ask
you to install, what you have
to do is add the word(s) or
phrase(s) into the Advanced
Search.

To make sure you can fetch the contents as soon as you can, you‘ll have to add
filters, such as you would like to find Document in the file path.

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And set the extension to be .docx only.

After seconds, you can find the result shows in the list.

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Multiple Filters to Shorten Search Time
Although this tool allows you to find your folders or files with insane speed, the
software author seems still not very satisfied with this; he even adds several
powerful filters and matches that help locate folders or files faster!
4 Match Rules and its Hotkey
 Match Case (Ctrl + I)
 Match Whole Word (Ctrl+ B)
 Math Path (Ctrl + U)
 Match Diacritics (Ctrl + M)
8 Data Type Filters
 Everything by default
 Audio
 Compressed
 Document
 Executable (.exe)
 Folder
 Picture
 Video

Preview files
When using the Windows Search, you can only get a list showing the file with the
name and path, especially when locating the document file, the only way for
previewing is clicking it to open.

In contrast, you will have no obstacles while using Everything to preview no

matter the pictures or documents.

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 PROJECT 2.1
1. Is what way is Everything more superior than Windows search?
2. Search for ―translation‖ using both Windows search and Everything and
compare the results?
3. Type and search *.jpg using both Windows search and Everything and
compare the results?

ONLINE SEARCH: (1) USING SEARCH ENGINES

With billions of websites online today, there is a lot of information on the
Internet. Search engines make this information easier to find. There are many
different search engines you can use, but some of the most popular
include Google, Yahoo!, and Bing. To perform a search, you'll need to navigate
to a search engine in your web browser, type one or more keywords—also known
as search terms—then press Enter on your keyboard. In this example, we'll
search for recipes.

After you run a search, you'll see a list of relevant websites that match your
search terms. These are commonly known as search results. If you see a site that
looks interesting, you can click a link to open it. If the site doesn't have what you
need, you can simply return to the results page to look for more options.

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Most browsers also allow you to perform a web search directly from your address
bar, although some have a separate search bar next to the address bar. Simply
type your search terms and press Enter to run the search.

Search suggestions
If you don't find what you're looking for on the first try, don't worry! Search
engines are good at finding things online, but they're not perfect. You'll often need
to try different search terms to find what you're looking for.

If you're having trouble thinking of new search terms, you can use search
suggestions instead. These will usually appear as you're typing, and they're a
great way to find new keywords you might not have tried otherwise. To use a
search suggestion, you can click it with your mouse, or select it with the arrow
keys on your keyboard.

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Refining your search
If you're still having trouble finding exactly what you need, you can use some
special characters to help refine your search. For example, if you want to exclude
a word from a search, you can type a hyphen (-) at the beginning of a word. So if
you wanted to find cookie recipes that don't include chocolate, you could search
for recipes cookies -chocolate.

You can also search for exact words or phrases to narrow down your results even
more. All you need to do is place quotation marks (" ") around the desired search
terms. For example, if you search for recipes "sugar cookies", your search
results will only include recipes for sugar cookies, instead of any cookies that
happen to use sugar as an ingredient.

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These techniques may come in handy in certain cases, but you probably won't
need to use them with most searches. Search engines can usually figure out what
you're looking for without these extra characters. We recommend trying a few
different search suggestions before using this method.

Content-specific searches
There may be times when you're looking for something more specific, like a news
article, picture, or video. Most search engines have links at the top of the page
that allow you to perform these unique searches.

In the example below, we've used the same search terms to look
for images instead of websites. If you see an image you like, you can click to visit
the website it originally came from.

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You can use the extra search tools to narrow down your results even more. These
tools will change based on the type of content you're looking for, but in this
example we can filter our images by size, color, image type, and more. So if you
wanted to find cookies with pink frosting, you could search for images that are
mostly pink.

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Advertisements
One final thing to note: Most search engines include advertisements with search
results. For example, you can see advertisements at the top of the search results
below.

These ads are based on your search terms, and they often look similar to other
search results. While they may be useful in some cases, it's usually more helpful
to focus on the actual search results.

PROJECT 2.2
1. Search ―Politeknik Negeri Malang‖ (with quotation marks) using
Google, Bing, and Yahoo!. Do those search engines show the same
results?
2. Search ―Politeknik Negeri‖ -Malang using Google, Bing, and
Yahoo!. Do those search engines show the same results?

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 UNIT 3

JUDGING AND USING ONLINE RESOURCES

Learning Objective: Students are able to use

information/contents/documents found on the Internet
while abiding by any terms of use provided by the owner
of the information/contents/documents.

JUDGING ONLINE RESOURCES

If you're looking for information, the Internet has a lot of it. The problem is, you
can't trust every website you find. You'll need to evaluate each website to decide
whether it's reliable. Let's look at some of the questions you should ask yourself
whenever you view a website.

Is the information relevant?

No matter how good a website is, you should always ask yourself whether it
contains the information you're looking for. Remember, just because the site
comes up in a Google search doesn't mean it's relevant. For example, if you're
searching for information on the history of skateboards, a site that sells
skateboards may not have what you're looking for.

What is the site's purpose?

There are many types of sites on the Internet. Encyclopedias, online stores, blogs,
and humor sites all have different purposes. Determining the site's purpose can
help you decide how reliable it is.

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Check the About page to see what the site's purpose is. Keep in mind that if a site
wants to conceal its true purpose, its About page may be misleading.

What is the site's audience?

You may be able to tell based on the tone and topics it focuses on.
Is the site trying to persuade you to buy or do something?
Sometimes a site's purpose may not be obvious at first glance.

Is the site biased?

In order to get the most reliable information, it's best to stick to unbiased sources.
News organizations, encyclopedias, and other sources have traditionally tried to
stay unbiased. This helps them build a reputation as trusted sources.
Most websites don't try to stay unbiased like a newspaper would, and that's OK
for casual web browsing. However, if you're trying to find reliable information, it
can be a real problem. For example, if a news blog is biased, it may distort the
story or leave out important information.
 How much opinion does the site have? Is it enough to raise a red flag?
 Many sites have ads. Although ads usually don't mean the site is biased, on
some sites the majority of ads may have a political or ideological bias.
This can be a clue that the site itself is biased.
 Look at some of the other pages on the site. Does there seem to be a bias
to the site as a whole?
 If you're not sure whether the information is correct, try searching for it on
Google. This can often reveal whether it is a hoax, scam, or common
misconception.

What is the site's top-level domain?

Every web address has a top-level domain. Some common examples are .com,
.org, .gov, and .edu, although there are many more.
 .gov is a government site. These are usually reliable.
 .edu can be a school, college, or university. However, some webpages
could be student projects, and these are not always reliable. Try to
determine whether the page was written by a student, teacher, or the
school administration.
 .org is an organization. Depending on the organization's mission, it could
be biased or unbiased. Try to find more information about the organization
and its purpose.
 .com is typically used by commercial sites. However, it's also used by
many other types of sites, so it doesn't really tell you whether a site is
reliable.

Is the author reliable?

Online articles don't always say who the author is. This doesn't mean these sites
are less reliable. However, if there is an author listed, it's a good idea to find out
more about the author.
 Does the author have credentials that make them more reliable?
 Has the author written other articles or books? Are they biased or
unbiased?
 Keep in mind that even if the author isn't an expert, they can still be

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 reliable as long as they conduct careful research. For example, a librarian
might write an excellent article on biology even without a science
background.

Is the information current?

Many websites will include a date at the top or bottom of an article. This can tell
you how current the information is. For some subjects (such as biographies of
historical figures), this may not matter as much. However, for technology, news,
politics, and other subjects, it may be important to have the most current
information available.

In the example below, the article is talking about an older version of the iPad, so it
may not be relevant if you're thinking of buying a new one.

Does the site have a good reputation?

You can't always rely on the site itself because many sites try hard to disguise
their purpose. You may need to get a second opinion—in other words, see what
other people are saying about the website.
 Try searching Google for the name of the site or organization. You may
not find any second opinions on the site, and that's OK.
 What do other sites say about the site (if anything)?
 Is the site generally seen as a biased or unreliable source?

Verifying information with Snopes

Let's say your friend sends you an email containing an amazing "fact" or story.
Even if you trust your friend, it doesn't mean the email is true. Chain emails can
quickly spread around the world, and they often contain misinformation, hoaxes,
political propaganda, and worse. Instead of simply forwarding the email to your
other friends, take a moment to verify that the information is true.

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One of the easiest ways to do this is to go to snopes.com and search for the story.
Snopes is a well-known and trusted source for verifying Internet rumors. A typical
Snopes entry will tell you whether the information is true or false, and it will also
tell you where the story originated.

Is Wikipedia reliable?
Depending on who you ask, you may get very different answers about whether
Wikipedia is reliable:
 Yes! It's a better source of information than most websites, and it's a good
starting point for research.
 No! Anyone can add or change information, even if they don't know what
they're talking about.
The truth is, it depends on how you use Wikipedia. It can be a great starting point
for your research, but you shouldn't assume that all of the information is true.
Instead, use the references at the bottom of an article to find the original sources.
Then you'll need to evaluate these sources to see whether they are reliable.

Using multiple sources

No matter what type of research you're doing, it's important to look at multiple
sources. Even a reliable website may not include all of the relevant information.
Using multiple sources allows you to see all sides of a story, which gives you
a better perspective than if you had only looked at one source.

PROJECT 3.1
1. Visit http://belajarbahasainggrisonlinegratis.blogspot.com. Discuss
with a friend to decide whether the website is reliable.
2. Look at the web address below:
http://gebyar-whatsapp.blogspot.com
Will you trust this website? Why?

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USING ONLINE RESOURCES
You can find abundance of resources online but not all of them are free to use.
Some resources are copyrighted, some are licensed to be used freely with
atribution, and some others may be in public domain. In this section you are
going to learn about Copyright, Creative Commons, and Public Domain.

What is Copyright?
Copyright is a way to protect the ―original works of authorship‖ of published and
unpublished work, usually expressed in a tangible way. These types of works are
protected:
 literary works
 musical works, including any accompanying words
 dramatic works, including any accompanying music
 pantomimes and choreographic works
 pictorial, graphic, and sculptural works
 motion pictures and other audiovisual works
 sound recordings
 architectural works

Several of these categories are directly applicable to content made available

online. When you create something truly original: a song, a photo, a story, a blog
post or a video, you automatically have an all-rights reserved copyright for that
work.

Note that copyright is different from a patent, which is attributed to an original

method of doing something, a process or a physical invention; or a trademark,
which is almost exclusively a visual combination of a logo, slogan, and/or image.

There is no “international copyright” though most countries respect and protect

copyrights through international agreements such as treaties and conventions.
Copyright is a delicate issue and if you are serious about protecting your rights
you might want to speak to an intellectual property lawyer in your country.

But what if you’d like to make your work available for people to enjoy,
share, re-use, adapt or modify?
Let‘s look at something that is being used all over the world, and in fact is being
translated and adapted to local countries‘ legal requirements: Creative
Commons.

26
What is Creative Commons?
Creative Commons, while a relatively new term since its birth in 2001 is by
definition is a non-profit organization, but the name is more widely associated
with the concept of Creative Commons as a way to extend copyright to promote
legal sharing and modification of original works. Here‘s the goal of the
organization:
increase the amount of creativity (cultural, educational, and
scientifc content) available in ―the commons‖ — the body of work that is
available to the public for free and legal sharing, use repurposing, and remixing.

Creative Commons is a way for you to take your intellectual property – original
content like photos, writing, designs, videos and more, and assign rights to it to be
shared with the community and the world. It is not an alternative to copyright:
it works in parallel with copyright.

Creative Commons licensing can protect the original copyright and level of
permissions the author chooses. It can also perpetuate these rights (or not,
depending on the author‘s choice) and encourages and facilitates re-use and
sharing. Most importantly, it helps the author retain rights if they so choose, and it
helps the user to know exactly what the author wants done with his content and
how they can utilize it. As CC calls it, ―Some Rights reserved.‖

If instead you prefer to give up all rights to your work, it becomes ―No Rights
Reserved‖ and part of Public Domain in which no law restricts the way the
works are used. Public domain is more commonly attributed to works whose
copyright licenses have expired, usually dozens of years after the author‘s death.
Each country has its own laws and validity lengths for patents, trademarks and
copyrights.

Here are the Creative Commons licenses. The licenses are iterations of ―living
licenses‖ that are updated frequently and the version of the license attributed to
that work will be depicted with a number like 2.5. Attributing the most current
form of the license available is always recommended.
Each license has three components:
 a ―Commons Deed‖ which briefly explains the rights and rules of the
license
 the ―Legal Code‖ which should suffice as legal backing in the case you
need to go to court and is available in several languages
 and the accompanying license image “button” that you can display on
your site or where you‘re publishing your content.

The most basic Creative Commons license chosen by authors is that of

―Attribution‖ – being credited for the work if it‘s re-used. Other attributes are
then added and mixed depending on the author‘s desire.

27
Here are those elements directly from the Creative Commons license page:

Attribution. You let others copy, distribute, display, and perform your
copyrighted work — and derivative works based upon it — but only if they give
credit the way you request.

Noncommercial. You let others copy, distribute, display, and perform your
work — and derivative works based upon it — but for noncommercial purposes
only.

No Derivative Works. You let others copy, distribute, display, and perform
only verbatim copies of your work, not derivative works based upon it.

Share Alike. You allow others to distribute derivative works only under a
license identical to the license that governs your work.

For example, an author combining the desire to make work available for non-
commercial means but would like others to continue sharing their creations as
well might offer choose the following license:

Attribution Non-commercial Share Alike (BY-NC-SA)

PROJECT 3.2
1. Visit https://www.clipart.com and https://www.wpclipart.com and search
―fruit‖ (without quotaion marks). Which website lists more results?
Which website provides copyrighted cliparts? Which website do you
prefer to use the cliparts from? Why?
2. You create a clipart and plan to license it using a Creative Commons
license. Mark the clipart with the most suitable license by choosing
the features at https://creativecommons.org/choose. Draw your
selected license and show to your friend.

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 UNIT 4

SAVING WEB PAGES AND FILES

Learning Objective: Students are able to save web

pages and online files.

If you use Microsoft Edge, the Internet browser that comes with Windows 10,
there are several ways for you to save interesting tidbits of information from the
web for your personal use. Here, you find out how to copy something from the
Internet onto your computer, whether it‘s an entire web page, a single picture, a
sound or movie, or a program.

Saving a web page

Hankering for a handy Fahrenheit/Centigrade conversion chart? Need that Sushi
Identification Chart for dinner? Want to save the itinerary for next month‘s trip to
Norway? When you find a web page with indispensable information, sometimes
you can‘t resist saving a copy onto your computer for further viewing, perusal, or
even printing at a later date.

Microsoft Edge lets you save web pages by adding them to your Reading List.

Saving text
To save just a little of a web page‘s text, select the text you want to grab, right-
click it, and choose Copy. Open your word processor and paste the text into a new
document and save it in your Documents folder with a descriptive name.

Saving a picture
As you browse through web pages and spot a picture that‘s too good to pass up,
save it to your computer: Right-click the picture and choose Save Picture, as
shown here.

29
Right-click the coveted picture and choose Save Picture from the pop-up menu.
The Save As window appears, letting you enter a new filename for the picture, if
desired. Click Save to place your pilfered picture in your Pictures folder.
The crowded pop-up menu shown in Figure 9-6 offers other handy options, letting
you choose to share (e-mail) the picture or copy it to the Windows clipboard for
pasting into another program.

Downloading a program, song, or other type of file

Microsoft Edge makes it a little easier to download files from the Internet. Best
yet, it‘s easier than ever to find the files after you download them.

To download something from a website, click the link to the item or click an
adjacent Download button (if one is available). Microsoft Edge downloads the
item and automatically places it into your Downloads folder for easy retrieval.

When choosing the Download button, take some extra time to make sure you‘re
clicking the right button. Many sites deliberately try to confuse you into
downloading something else, either spyware, a virus, or something else that gives
the website a payback.

You can find your downloaded item in either of two ways:

Downloads folder: Downloaded items flow into your

Downloads folder. To find them, open File Explorer from the
taskbar. When File Explorer opens, you see the Downloads
folder listed in the program‘s left pane.

Microsoft Edge’s download queue: Click the Hub icon (shown

here) in Microsoft Edge. When the Hub menu appears, click the
Downloads icon. (It‘s the right-most icon atop the Hub menu.)
Microsoft Edge lists all of your downloaded files for one-click
access. You can also click the menu‘s Open Folder link to head
straight for the Downloads folder mentioned in the preceding bullet.

Many downloaded files come packaged in a tidy folder with a

zipper on it, known as a Zip file. Windows treats them like
normal folders, so you can just double-click them to see inside
them. (The files are actually compressed inside that folder to
save download time, if you care about the engineering involved.)
To extract copies of the zipped files, right-click the zipped file
and choose Extract All.

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Save Webpages to Read Later
If you are intersted in reading a web page but do not have time to read it right
away, bookmarking the page can be a good choice. In all major Internet browsers
(e.g., Chrome, Edge, Firefox, Opera), besides clicking ―bookmark this page …‖
menu, pressing Ctrl+D bookmarks the current page or add it to favorites.

However, you must have noticed that your bookmarks tend to pile up over time,
until they become giant lists that are extremely difficult to sort and manage. Of
course, you could organize your bookmarks by folders, but that takes a lot of time
– time that you probably can‘t always spare.

It might be a common occurrence for you to forget about the pages that you have
bookmarked, until you stumble across them weeks or months later. By that time,
the page you are reading may be old news and irrelevant. You may not even
remember why you bookmarked it in the first place.

Luckily, there are some apps you can use during browsing to save entire web
pages, snippets or even images and videos to go through later. Most of these apps
are self- organizing, which will free up a lot of your time, and sync between your
computer as well as your portable device(s).

An example of such an app is Diigo (https://www.diigo.com).

Diigo (pronounced Dee‘go) is a popular social bookmarking tool that can be used
to bookmark web content, highlight text, add sticky notes and include personal
comments.

Think of it as a super-charged and superior version of saving websites using

Favorites and Bookmarks. Anything you save can be accessed from any internet-
enabled device, not just the computer you used when you saved it. Content is
searchable and can be saved in more than one place using tags. You can highlight

31
content and add notes making it easier to find important information within a
website quickly.

How to Use Diigo

If you are new to Diigo, create a new account at https://www.diigo.com/sign-
up?plan=free.

The most convenient way to use Diigo is by using the tools provided at the Tools
menu.

In this tutorial, Diigo Extension for Chrome is used as the reference.

Once you have signed up and signed in, you will be presented with the option to
install the Diigo extension. Choose ―Install Diigo Extension‖.

After the extension installs, the Diigo Chrome extension icon will appear to the
right of the address bar. If you skip in this step, you can still install the extension
from the Chrome Web Store.

32
Click the Diigo extension button to open the menu. From this menu you can
access all the things Diigo can do for you.

Save Bookmark
Use the ―Save‖ option to bookmark a page. Bookmarking saves a link to the page
in your online Diigo library, allowing you to easily access it later.

Read &Annotate
There are two methods to do annotation:
1) Annotate on readability page. "Annotate Article" option opens the readability
page where you can do annotation in an ads-free enviroment.

33
2) Annotate on the original page.

a) Highlight

Highlighting can be accomplished from the context pop-up. After the Chrome
extension is installed, whenever you select text on a webpage, the context pop-up
will appear, allowing you to accomplish text-related annotation.

The highlighted text will be saved to your Diigo library, so you don't need to go to
the bookmarked page to access important paragraphs.

b) Sticky note

Highlight Pop-up Menu – After you highlight some text, position your mouse
cursor over it and the highlight pop-up menu will appear.

The highlight pop-up menu allows you to change color, add notes to, share, or
delete the highlight.

Annotate PDF
Clicking "Annotate PDF" opens "a new tab" where you can import a PDF file to
annotate.

34
Annotate Screenshot

Screenshot allows you to capture part of a page and work with it visually as an
image. Clicking ―Annotate Screenshot‖ enters screenshot mode on the current
page. Screenshot mode allows you to select an area of the page to capture, then
add text, arrows, and shapes.

Read Later
This option saves the page to your library as ―unread‖ and closes the tab.
This encourages you to stay on task, knowing you‘ll be able to read those
interesting bits later.

Share This Page

This option allows you to share a link of your annotated version of a page.
Click ―Share This Page‖ on the menu to share through Twitter, Facebook,
Google+, or E-mail.

35
My Library

―My Library‖ is where all the items you‘ve collected on the web are stored along
with all the related content you have added to them. The ―My Library‖ page lets
you:
 Find, sort, organize and share your items.
 Find an item by searching or filtering your library.
 Organize by adding tags, or adding items to a list.
 Share by changing an item from private to public, or by sharing an item to
a group.

PROJECT 4
1. Download a file stored in the following address:
http://hulkload.com/iyjvkng5jvlu
Make sure that you click on the correct button to start downloading
the file.

2. Using Diigo, bookmark five web pages you find interesting from the
Internet. Annotate each web page and then share one of the pages
with your friend.

36
 UNIT 5

TYPING SKILL

Learning Objective: Students are able to type using

the touch typing technique.

The productivity of a business depends on how things are done faster. To

complete your work faster it is important to develop typing skills. Typing helps
you to work comfortably on the computer, it aids in communicating with
colleagues and customers, creating documents, and finding new information.

Touch Typing used to be a skill taught to people who wished to join the
administration industry, now not only is it a must within this industry but every
other industry can benefit from the skill. As you are aware, most people who are
working will come into contact with a computer during a standard working day.
For some, this is a short time and others it can be all day. Now imagine if that
invaluable time currently spent typing on your or your staff‘s computer was
reduced or even halved! Instantly there is more time available for other tasks
during the day, so if you have mounds of paperwork on your desk and you find
yourself looking at it thinking ‗this is going to take me all day‘, then developing
the touch typing skill could be the answer. The productivity of a business depends
on how things are done faster. To complete your work faster it is important to
develop typing skills. Typing helps you to work comfortably on the computer, it
aids in communicating with colleagues and customers, creating documents, and
finding new information.

The 6 Benefits of Touch Typing:

1. Speed - This is going to be the first and most obvious benefit of learning to
touch type. A touch typist can easily reach typing speeds above 75-80 words
per minute, while a non-trained individual is around 10. This is increased by
the fact that an accomplished touch typist doesn‘t have to look at the
keyboard. Not only will you become more efficient, but you will also be able
to direct focus where required.
2. Accuracy - One of the most important things to learn no matter how hard you
type is to type accurately. This increase yours or your staff‘s confidence in
their document production as they will know what they are writing is spelt
correctly and grammatically accurate.
3. Time - If you increase your typing speed for example, from say 30 words per
minute to 60, you have effectively halved the time it would take you to do the
same amount of work. An average two finger typist, typing at a speed of 10
words per minute, will type a 170-word section in about 17 minutes. A touch
typist, on the other hand, typing at an average 60 words per minute, can type
the same section in around 4 minutes. It has been proven that a trained touch
typist can save around 20 – 35% of their time used on a computer through
learning this skill.

37
4. Decrease Fatigue - Typing is both psychologically and physically exhausting
when done for long periods of time. Learning to touch type properly reduces
mental and physical fatigue. Mentally, it keeps you from having to focus on
two things at once. All you have to worry about is your output, not finding the
individual keys. Physically, it keeps you from constantly having to bend your
head over the keyboard to find your next couple of keystrokes.
5. Health - Overall, touch typing is better for your health. You‘re not hunched
over looking at the keys, and using all of your fingers actually reduces the risk
for repetitive stress injuries (RSI). 6. Productivity - By learning touch typing,
you shall become more productive and even increase your own or your staff‘s
confidence. Time is nearly halved and errors will become near enough non-
existent. Touch typing is a skill to be proud of and is desired within most
industries.

TOUCH TYPING BASICS

The "home row" is the center row of keys on a typewriter or computer keyboard.
On the most common type of English language keyboard, the QWERTY layout,
"A S D F" and "J K L ;" are the home keys on the home row.

Learn the Home Keys as displayed in the picture below.

Notice that on the keyboard diagram, the keys you have learned are darker and
tinted with their background color. Now locate the Spacebar on the diagram.
You use the Spacebar to insert spaces between letters and words. You press it by
using the thumb of your writing hand (that is, the hand you use for writing). You
do not use the thumb of your other hand.

38
 PROJECT 5.1

Practice typing with your computer. Follow the technique that you have
learned above.

Key each line twice. Double-space after each pair of lines (remember, that means
pressing Enter after you key the line the first time and pressing Enter twice after
you key the line the second time).

1 asdf jkl; asdf jkl; asdf jk l; as df jkl

2 ;lkj fdsa ;lkj fdsa a;sl dkfj fdjk sa l;
3 fk dk sl a; fds jkl asd ;lkj k fd asf lj
4 sdl fdk kls ad; jfd salk klas dsf; flks;

Key each line twice. Double-space after each pair of lines.

Left-hand focus
5 fdsa asdf ff dd ss aa fd sa ds af asf fd
6 asdf df df sd sd as as fa af das fad saa
7 fads df as dfaa ddfs fada dada fafa sasa

Right-hand focus
8 jkl; ;lkj jj kk ll ;; jk l; kl j; jk; jk
9 jkl; l; l; kl kl jk jk ;j j; ;lk ;lk kjj
10 jlkj l; jk jll lkjj kkjl klk jkkl; kllj;

Home Keys
11 asdf jkl; fjdk l;sa fjk jfd dkl kds; all
12 jk df dk jf sl a; fjd kds; akl kdsl dkll
13 adkl dajk kads lfds; ljds jfds lks; jdlk
14 as a dad; all lads; all fads; as a lass;
15 lads; dads; as sad; lass; as all; a fad;

PROJECT 5.2

Practice touch typing more intensively by visiting https://www.typing.com.

You need to register first by clicking on For Students button.

39
Then click on Create Free Account.

Your teacher will be creating a class for you where your activities and learning
progress at this website will be monitored.

40
 UNIT 6

PRODUCTIVITY SUITE

Learning Objective: Students are able to (1) create,

edit, save and print documents in Microsoft office suite
and PDF formats and (2) create a simple website.

A productivity suite is a group of programs for your computer that includes a

word processor, a spreadsheet creator and a presentation creator accessible by
launching one main application. The suite enables you to share data among the
three programs as well as download and use templates from online template
providers. Productivity suites can be desktop-based or online versions and are
available for multiple platforms including Windows, Mac and Linux systems.

Some examples of Productivity Suites include:

1. Microsoft Office. The Microsoft Office Suite has a variety of configurations
from home use to student use to use by various size businesses. Depending on
the configuration, the applications included in the suite can change, but it
usually includes at least Word, Excel, PowerPoint, Outlook, and OneNote.
The suite is not free (although some versions may have a free trial), but there
are a huge number of free templates available on the Microsoft site.

2. Google Apps for Business. Google‘s office suite includes a selection of office
productivity tools including enhanced-for-business versions of Gmail, Google
Talk, Google Calendar, Google Docs, Google Sites, and Google Video.
Several pricing options are available, based on the size of your business, and
limited-time free trial is also available.

41
3. LibreOffice Productivity Suite. This free office productivity suite comes from
the not-for-profit organization, The Document Foundation. Applications
include Writer, Calc, Impress, Draw, Base, and Math. Because it‘s free,
support comes primarily from the community of users and the developers. The
license for this suite is LGPL, meaning it can be customized as needed.

4. OpenOffice. Another free office productivity suite. The following are included
in this suite: Writer, Calc, Impress, Draw, Base, and Math. Oracle is the
primary contributor of code to OpenOffice, but other major companies also
contribute. For technical support, they offer a forum and a FAQ site as well as
a user guide.

5. WordPerfect Office X5. Another office productivity suite that offers multiple
configurations based on the customer need. The home and student version
includes software for word processing, spreadsheets, slideshows and
presentations, and a digital notebook. Free trials are available although the
productivity suite is not free. Some templates are also available. Support plans
are available and there is also knowledgebase of frequently asked questions.

6. Zoho. Zoho offers a large number of productivity software tools, but as far as I
could tell they are not packaged together in a suite. As of the time of
publication, Zoho products were free for personal use, although the site stated
that business and corporate users may be charged. Some Zoho tools that may
be of particular interest include: Writer, Sheet, Show, and Calendar. Support is
available.

7. IBM (r) Lotus (r) SmartSuite (r). This suite will cost money, but the product
also has the support of IBM. It includes Word Pro (r), Freelance Graphics (r),
and Approach (r). Additional software options are available for an added cost.

8. Softmaker. This office productivity suite includes TextMaker (word

processing), PlanMaker (spreadsheet), and Presentations. There are multiple
versions available including a mobile version. This package does cost money.

Nowadays, Microsoft Office Suite is the most popular productivity used and is
used by about 80 percent of companies. Therefore, you need to learn how to use
it, especially its Word, Excel, PowerPoint and Access, to prepare yourself for your
future career.

In the next parts, you can study the Quick References for Microsoft Office Word,
Excel, PowerPoint, and Access.

42
Microsoft Word

Learn the following Quick Reference to help you use Microsoft Word more
effectively and efficiently.

43
44
Microsoft Excel

Learn the following Quick Reference to help you use Microsoft Excel more
effectively and efficiently.

45
46
Microsoft PowerPoint

Learn the following Quick Reference to help you use Microsoft PowerPoint more
effectively and efficiently.

47
48
Microsoft Access

49
50
 PROJECT 6.1

1. Create a Microsoft Word document to talk about State Polytechnic of

Malang (its departments, facilities, and students).
2. Create a Microsoft Excel document to record your friends‘ birthdates
and hometowns.
3. Create Microsoft PowerPoint slides for a presentation about why you
decided to study at English Department.
4. Create a simple database using Microsoft Access to record your friends‘
educational backgrounds.

By using a productivity suite, you can create not only documents but also a
website. An example of the productivity suite that provides a tool to create a
website is Google G Suite.

The first thing you‘ll need to do is go to the Google Sites website: site.new. If you
haven‘t already signed in to your Google account, it will ask you to sign in (or
create an account if you don‘t already have one). The opening page looks like
this:

51
When you click on ―Header type‖ you‘ll see you have four options:
1. Cover
2. Large banner
3. Banner
4. Title only

You can click on each of them to get an idea of what each one means. For this
example, choose ―Large banner‖ (you can change it later if you want).
And when you click in the ―Your page title‖ area, you can type the title of this
web page. You can also click on ―Change image‖, and upload a picture from your
computer as a background image. And ―Enter site name‖ is where you would put
the overall name of the website. So, here‘s our site so far:

Over on the right side, you see 3 tabs:

 Insert – this is where you would decide what content goes on this page that
we‘re working on
 Pages – this is where you add more pages to this website
 Themes – you will see several options for the design of the site

For the time being, choose ―Aristotle‖ option. Then go back to Insert, and chose
to insert a text box. This gives you a place to type whatever written content you
want to put on this page. Type a couple of sentences, which then appear under the
main header image (you can type as much text as you want):

52
Now go back to Insert, and choose to insert a picture. You can upload an image
from your hard drive, or you can choose from your albums on Google Photos.
Then, write a little about that picture and drag that text to be right next to the
image.

So, you can see, just about anything you would want to add to your web page is
available in that tool section on the right side. Scroll down a bit and you‘ll see lots
more options:

The best way to get a feel for these things is to just click on each one and see what
it does. You can create a button that links to some other website. You can put in a
divider line to separate groups of content. You can embed a YouTube video. You
can put in a form, where you can ask questions and people can fill out the form
and submit it to you. You can insert documents, spreadsheets, all kinds of stuff.
At the top of the page you also have some other controls. In the middle is an icon
of an eyeball.

53
You can click the eyeball to get a preview of your site at any point. You can try
adding something, preview it, then go back to editing until you get it exactly how
you want it to look.

And when you‘re done, click the big ―Publish‖ button to take your site live for the
world to see.

That will give you some options. The primary one is to determine the actual
address (URL) for your site. Since the previous site is named lillyandfenway that
means the address for the site is:
https://sites.google.com/view/lillyandfenway

You could also get a domain name so that it looks more personal or professional.
Such as, ―lillyandfenway.com‖ or something similar, depending on what domain
names are available. That just makes it easier to tell people the website and have
them remember it.

You can also set a limit on who can view the website. In most cases ―Anyone‖ is
fine since that makes it public for anyone to be able to see it.

So, there you have it – creating your own website with Google Sites.

PROJECT 6.2

Create your own website. Share some general information about your
hometown.

54
 UNIT 7

COLLECTING DATA

Learning Objective: Students are able to create an

online form to collect data.

The increased online accessibility has meant the collection and analysis of market
research data has soared. At some stage during the day you will more than likely
be asked to complete a web or online form, whether it is an application for
something, an event sign up, or even a subscription.

Web forms can be used to gather a wide range of data for multiple purposes - they
are part of everyday life! The forms might be used for a personal application or to
take customer details for an account setup. The forms provide you with an easy to
implement, secure solution to gather the data you need in a consistent automated
manner.

With the right online form creation tool, you can quickly produce fully responsive
forms that will capture and store data instantly. User-friendly, clear and instantly
editable, web forms mean you can make the move to a paperless environment in a
few easy steps.

How to design better web forms

There are a few things you can do to improve the experience your visitors will
have when using your web forms. Let‘s take a look at a couple of general ideas as
well as best practices for better web forms.

Inform the visitor

Information is the key to a perfect user experience on any respective website.
Therefore it is important to educate your visitors about anything they might want
to know about filling in your web form. This can for example be why they need to
fill in a form to begin with, what happens with the data, or why you ask for certain
information. Highlighting the primary reason for filling in a web form is
reassuring for your visitors and keeps them from getting frustrated.

Offer assistance
Especially form fields that are not very common, or self explaining might need
some explanatory information. Not all your visitors might be used to filling in
web forms, or they might not understand your question. Adding help text allows
you to offer additional information in a subtle and unobtrusive way. You don‘t
want to distract, but will want to offer assistance if needed.

Consider different languages

It is important that you consider the language you use for your web forms. Not
everyone, who is visiting your website might be comfortable with your primary
language. Moreover, if your company seeks an international audience, you should

55
take into account multiple languages. This counts not only for the form labels, but
also for your verifications and error messages.

General best pratices

While the above were rather general, here are some concrete best practices of
what you can do to improve the experience of your web forms.

Keep it simple
 Keep it simple. Only ask for information that you really need.
 Order form fields in a logical way and by their importance.
 Make clear what you expect by showing examples in front of the form
field (e.g. abc@Xmail.com).
 Allow users to toggle through the form using their keyboard.
 Offer likely default values

Offer clear error messages

 Use on the fly error messages to give direct feedback and allow users to
make instant corrections.
 Spacing between fields allow users to easily relate error messages to the
respective form field.
 Be specific about your error messages.
 Save correct data in case the user has to go back to make corrections.

Give feedback
 Highlight mandatory fields to avoid frustration.
 Use color combinations to inform the user about his progress while filling
in the form (e.g. red for any ‗error or incomplete‘ information while green
signifies ‗correct‘).
 Indicate steps to make the process of filling in the web form clear.
 Offer clear feedback after user submitted the data.

CREATING A FORM WITH GOOGLE FORM

The simplest way to start building a form is by using the Google Forms app. Go to
docs.google.com/forms (requires Google account), then either choose a template
or start a blank form.

There‘s also a link to Google Forms in Docs, Sheets, and Slides: click File ->
New -> Form to start a new blank form. Or, in Google Sheets, click Tools ->
Create a Form to start a blank new form that‘s automatically linked to that
spreadsheet. That‘s the quickest way to get data into a new or existing
spreadsheet: open the spreadsheet where you want the data, start a form, and the
form responses will automatically be saved there without any extra clicks.

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The Forms editor is straightforward. Your form fills the center of the screen, with
space for a title and description followed by form fields. Click a form field to edit
it and add a question. Use the dropdown box next to the field to choose the field
type, such as multiple choice, checkboxes, short answer, and so on.

Google Forms offers several settings options. The floating toolbar on the right lets
you add more form fields. On the top right menu you can change the form‘s color
scheme, preview the form, use the Send button to share the form, and access other
extra options, including installing add-ons for Forms. Switch from the Questions
tab to the Responses tab in your form editor to see current responses to your form
and link it to a spreadsheet.

All you need to do is add your questions and send the form out, so let‘s look at the
form options and what you can do with each.

Google Forms Field Options

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Google Forms includes 12 field types: 9 question types, along with text, photo,
and video fields. Just click the + icon in the right sidebar to add a new question, or
click the text, photo, or video icons to add media to your form.

Each field includes a copy button to duplicate the field, for a simple way to add
similar questions to your form. There‘s also a delete button, options to make the
field required, and a menu with extra options on the right side. You can switch
question types at any time, though do note that your field settings and questions
will reset if you switch from multiple choice, checkbox, or menu to any of the
other question types. And, to quickly fill in questions in fields, just press enter to
start adding another one.

Here‘s what each field type offers:

Title and Description: The title and description fields are added automatically to
every form and field— though the description is hidden by default on most
fields—and you can add an extra title block anywhere with the Tt button. You can
leave the title and description blank on questions, but the main form title must be
filled in.

The description doesn‘t include formatting options—though you can include links
(in shortened format, like zapier.com, or as the full length style like
https://zapier.com/), and form readers can click those to see your site or related
material.

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Short Answer: This field is perfect for asking for small bits of text: names, email
addresses, values, and more. You get one line of text to answer the question—
though your users could actually enter as much text as they want.
To make sure you get the answers you need, this field includes number, text,
length, and regular expression data validations. Number validations help you
watch for ranges of values, while text validations are perfect to watch for email
addresses or links.

Paragraph: Much the same as the short answer field, this is a field for text—long-
form text. Length and regular expression are the only data validations available
here, so only use it when you want detailed feedback or longer notes in the
answer.

Multiple Choice: The default field for new questions in a Google Form, multiple
choice lets you list options and have users select one. You can then have the form
jump to another section based on the answer or have the answer options shuffled
to prevent bias.

Checkboxes: Similar to multiple choice, this field lets you list answers and have
users select as many as they want. It also includes data validation to require users
to select a specific number of options. It doesn‘t include section jumps, however.
Dropdown: Want all of the answer options in a menu? This field‘s for you. It‘s the
exact same as the multiple choice field—with the same section jump and shuffle
options—only this time the answers are in a menu. This is useful for keeping your
form compact when there are many answer options.

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Linear Scale: The field to let people select a number in a range, linear scale lets
you set a scale from 0 or 1 to 2-10 with labels for the lowest and highest options.
And yes, emoji work for labels, too.

Multiple Choice Grid: This is perhaps the most confusing field, as the fields are
displayed in a list rather than in the grid as they‘ll appear to readers. Essentially,
you‘ll add questions as rows, and options about them as columns.

You can include as many rows and columns as you want, though do note that
readers will have to scroll right to see more than 6 columns on desktop browsers
or just 3 columns on mobile. You might want to keep the form preview open
while setting up grid questions—just tap the eye icon on the top right, and refresh
that page to see your changes.

Also, in addition to the standard option to require responses, the grid lets you
require a response per row and can also limit users to only one response per
column.

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Date: Want to ask for a specific date or time, perhaps to schedule an event or log
an activity? The date field is the one you want to select. It can ask for a date and
month and, optionally, the year and time as well.

Do note that the date format will be shown in the default format for your location.
If your Google Account is set to US English locale, dates will be formatted as
MM/DD/YYYY; UK English accounts, on the other hand, will show dates as
DD/MM/YYYY. Your users will see the date options in your locale‘s date format,
unless they‘re logged into their Google Account, so be sure to keep that in mind
when creating forms.

Time: Time lets you request a length of time in hours, minutes, and (optionally)
seconds, for a way to log how long an activity took.

Image: Google Forms lets you upload an image, insert one from a link or Google
Drive, or take a photo from your own webcam (as long as you have Flash
installed). Or, you can search Google Images for photos, including royalty free
stock photo and images from LIFE that are licensed to use inside Google Drive.
Video: Google Forms only supports YouTube videos, which you can add either
through search or with a link.

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Whether you‘ve added images or videos, your form entry will have the standard
title and description, along with options to resize and show the video or image
centered, left, or right aligned.

PROJECT 7

You plan to conduct a seminar. Create a registration form for the presenters
and participants.

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 UNIT 8

CREATING INFOGRAPHICS

Learning Objective: Students are able to collect

information and create an infographic based on specific
data.

Infographics have evolved in recent years to become a means of mass

communication; they are designed to reach a wider audience by simplifying
complex subjects and arranging it in an easy to digest format, unlike other types
of visualizations. Because of its fair simplicity and a compelling storytelling, it
has gained a lot of popularity in recent years, and we can see infographics being
shared all over the internet and social media.

But what is an infographic? To better understand the infographic definition, it

helps to know where the term came from. Infographic is a portmanteau of
‗information‘ and ‗graphic‘. An infographic (information graphic) is a visual
representation of information which aims to make the data easily understandable
at a first glance.

An infographic makes minimal use of text and can be a powerful tool for
displaying data, explaining concepts, simplifying presentations, mapping
relationships, showing trends and providing essential insights. The use of
compelling images on an infographic can make what is an abstract idea that much
easier to understand (hence infographics popularity in marketing and instruction).
Infographics simplify large data sets providing a high-level view and making
them easier to digest at first glance. They help convey data in a compact and
shareable form.

TYPES OF INFOGRAPHICS
Infographics come in various forms. They are categorized based on purpose, types
of objects used and the flow of information. Note that an infographic will not
always strictly fall into a specific category. Actually, most infographics will have
elements of multiple types of infographics. The types of infographics that will be
most appropriate in a given situation will depend on the objective of the data
visualization. Choose the type of infographic that avoids ambiguity and best helps
the reader extract actionable information and valuable insights.

Let‘s look at the most widely used types of infographics and have examples of
each.

Informational Infographic
The informational infographic is distinguished by its above average use of text
when compared to other types of infographics. The graphic may be enhanced by
icons, shapes, colors and other visual elements but overall, the emphasis is on the
words.

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Timeline Infographic
Timeline infographic depicts events or actions in chronological order. They are
often used to demonstrate a product‘s development, a historical trend or an idea‘s
evolution. Timeline infographic makes use of icons, images, and graphic elements
to put the point across. The timeline‘s format may be vertical, horizontal or
winding. Vertical and winding timeline infographics are usually easier to read. A
horizontal timeline infographic works best in posters, presentations, and
environments where space is not a constraint.

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Charts Infographic
Сharts infographic has a chart as the centerpiece of the information visualization.
Colors, shapes, and icons may be added for emphasis and/or
explanation. Charts work best when performing a basic comparison of items.
Instances where charts infographic would be relevant include the number of
students in various universities, Twitter followers of different basketball teams or
the population in select cities.

Pie Charts Infographic

A pie charts infographic is one where the focus object is a pie chart. Whereas
a pie charts infographic is technically a subset of a chart infographic, we assign it
a distinct category given its widespread use. Pie charts are great for showing an
item‘s different components or how one value compares to several other values.

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How To Infographic
How to infographic describes the steps involved in achieving a certain outcome.
Examples of outcomes whose process could be portrayed using a how to
infographic include a product‘s manufacture, an ISO certification, a professional
qualification or a medical procedure. The definition of this type of infographic
inherently implies that each step is usually a logical consequence of preceding
ones.

Process Infographic
Process infographic is similar to a how to infographic. The key distinction is that a
process infographic depicts decision-making processes. Process infographics are
also referred to as decision trees or flow charts. Each step is linked to the next

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with lines and directional arrows. Examples of situations where a process
infographic may be applied include personality type determination, assembly line
manufacturing, software programming, project planning and process audit.

Comparison Infographic
A comparison infographic examines the similarities and differences between two
or more products, locations, events, actions, ideas or individuals. Examples of
situations where this type of infographic may work include a comparison of
Managers vs. Leaders, Insourcing vs. Outsourcing, or Past Strategy vs. Present
Strategy. The comparison infographic creates a contrast and helps identify the
pros and cons of one item in the context of an alternative. The graphic will usually
be split into two or more sections depending on the number of items being
compared.

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Number Infographic
A number infographic is recognizable by the emphasis on numbers. Perhaps you
want to show the various ways food is lost or wasted, how a war has impacted a
given country or the vital numbers when applying for a mortgage. These examples
and more can be well portrayed by a number infographic.

VISUAL ELEMENTS OF INFOGRAPHIC

Whereas there are different types of infographics, certain elements are key to
making a visual representation of data qualify as an infographic. Virtually all
infographics will make use of each of these to some degree.

Infographic Colors
Colors are perhaps the most eye-catching aspect of an infographic so we‘ll spend
the most time addressing this topic. The color scheme you choose can make or
break your infographic. Colors can either highlight or obscure information. There
are a number of factors to consider and whose importance will vary depending on
the nature of the graphic.

For instance, if you are making an infographic comparing America‘s major

political formations, using red for Republican and blue for Democrat in line with
convention would go a long way in making the graphic easy to understand.
Another important aspect of infographic colors choice is differentiation. When
comparing items, use colors that show a stark contrast between the two. Black and
gray, for instance, would be poor choices in demonstrating how different two
types of cars are.

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Take text color into consideration when choosing infographic colors. White text
on a yellow background is a strenuous read. Choose colors in line with the
background color of the page where the infographic will be posted. While there is
nothing inherently wrong with placing an infographic with a white background on
a website with a white background, it can make it harder for readers to see where
the infographic begins.

If the infographic touches on a brand, use the official brand colors as much as
possible for consistency. Some colors evoke certain emotions and there is no harm
in taking advantage of their existing connotation. Blue and red colors are thought
to show stability and trust. That‘s why the bulk of financial services brands (and
hence their infographics) use these colors. Green goes well with environmental
issues.

Finally, keep things consistent. This does not only apply to colors but other
elements as well. If you used a certain color scheme at the beginning of a series of
infographics, you may want to stick to it in subsequent infographics on the same
topic. That would make it easier for a reader to follow the story over time.
Consistency applies within the infographic too. Don‘t show an infographic
element in one color at the start only to shift to a different color further down
within the same graphic.

Infographic Fonts
The number of fonts has increased dramatically in recent years. There are now far
more infographic fonts options than the usual Times New Roman, Arial, Calibri
and Comic Sans. Fonts can be classified in several ways but many experts place
them in four broad groupings: Serif, Sans-Serif, Script, and Decorative.
Serif fonts (e.g. Merriweather and Times New Roman) have small lines attached
at the end of each letter and are considered more formal. Sans-Serif literally
means ‗without serif‘ and these fonts (e.g. Arial, Helvetica and Lato) do not have
the small lines. They are more streamlined and modern looking than Serif fonts.
Script fonts have a handwriting feel and are seen as fun, casual or elegant.
Decorative fonts have a novelty to them (e.g. the snowcapped fonts on Christmas
graphics) and should be used sparingly and for specific subjects.

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Just like colors, not all font types will work with your infographic. As a general
rule, the infographic fonts you should use depend on the infographic‘s overall
theme. Comic Sans, for example, will not be ideal for the majority
of business infographics. The infographic fonts you choose will give readers the
first impression of the content and hints at how they should gauge the rest of the
infographic. Your font could be saying ―tropical vacation‖ when it should be
saying ―Lower Manhattan office‖.

Once you have established the purpose of your graphic, look through the
infographic fonts you have available on your editor‘s library. If working from
your desktop, tablet or smartphone, you can download additional fonts from the
internet. If you have already created an infographic on the same subject before,
you would probably want to stick to the same theme. Whether it‘s a brand and has
a designated font, go with that.

The type of font is not the only decision you‘ll make on fonts. You‘ll also want to
choose whether to go with light, bold or italic versions of the font. Bold fonts are
great for headlines and sections of the infographic you would want to draw the
most attention to. Headers and sub-headers should have a larger font than the rest
of the infographic.

Remember that the inclusion of text in your infographic means you are keen on
communicating an important message. The readability of the font is, therefore, a
vital quality. Pay attention to how the text will be seen in different settings.
Something that‘s visible on a laptop may be difficult to decipher on a smartphone.

Do not overdo it. The goal of the font is not to excessively dazzle the reader.
Ultimately, you want a font that helps explain the content of the infographic in a
subtle way and not one that becomes the subject itself. Infographic fonts should
maintain a healthy balance between providing emphasis and remaining somewhat
understated.

Infographic Icons
Choosing the right infographic icons can make the difference between a verbose
and winding visual, and an engaging and impactful one. Icons are sometimes
taken for granted but can actually come in handy when packing plenty of

70
information in small spaces. A single icon can replace a paragraph of
explanations.

There are a number of helpful tips that come in handy when choosing the
infographic icons to use. Look for items that can be replaced with an icon. Is your
infographic about different types of fruits? Replace each fruit name with its
respective icon. Want to show a certain type of activity such as running or
walking? There are icons for that too.

Use icons instead of legends to label a pie chart or the columns of a bar chart. For
example, if you are comparing the attributes of different social media platforms,
you can use the icon of each network instead.

Correct icon use is distinct by the ability of the graphic designer needing little to
no words to explain what the object represents. There is a wide range
of infographic icons one can choose from that cover nearly any subject.
If you are using an icon to represent the characteristics of a large population,
setting each icon to represent 20,000 people may make it easier to read than
having each icon depict 5,000 people. Even when infographic icons must be
labeled, descriptions shouldn‘t be wordy.

Remember to match your choice of icons to the infographic‘s overall color and
font themes. Like fonts, infographic icons shouldn‘t be a distraction. They are a
means of further explaining the infographic‘s core message.

Infographic Images
Some of the basic rules around the use of icons apply to infographic images too.
Images shouldn‘t ‗take over‘ the infographic else you risk reducing the graphic
into a patchwork of images with a smattering of text. Images can replace what
would otherwise have been acres of explanations. Make sure the colors on the
image are consistent with the infographic‘s color theme.

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There are other additional considerations though when choosing infographic
images. For starters, avoid clichés (also known as stock photos). Do not use
images that have likely been seen by readers multiple times already on other
infographics or websites. Even if the infographic explores an original idea, the
presence of such images dilutes its impact and makes an otherwise exciting
message seem boring and tired.
Use animals and people to make the infographic more specific and personal. Go
out of your way to ascertain that the infographic images are up-to-date and
relevant. Do not use an image of a 1970s white collar worker on an infographic
explaining the work environment in today‘s office.

Creating an Infographic
There are so many resources available on creating infographics and so many
places online that offer free tools and software. Here are some examples:
 Piktochart http://piktochart.com
 Canva https://www.canva.com
 Infogram.com https://infogram.com
 Easel.ly http://www.easel.ly
 SmartDraw http://www.smartdraw.com

PROJECT 8
Using Infogram.com, create an infographic about one of the following
topics:
 The history of State Polytechnic of Malang
 The number of students in each department of State Polytechnic of
Malang
 The differences between studying in a high school and in a college
 How to succeed in your study
 Tips to improve English vocabulary

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 UNIT 9

ONLINE COLLABORATION

Learning Objective: Students are able to work together

to create, edit, publish, and share documents online.

Online collaboration is a communication system that allows a group of people

located at different location to work together on the same project in real-time by
using the Internet. People engaged in online collaboration can use PowerPoint
presentations, word processor documents and other brainstorming tools to work
together simultaneously even without existing in the same room. In this way, in
today's world of internet and technologies online collaboration tools can be used
as one of the modern means of communication that can be used to achieve the
same target.

It can also be described as a group effort for creating an online content. An online
collaboration can be completed successfully by a group of participants by using
various online collaboration tools to complete a project..

Benefits of Online Collaboration

Online collaboration offers a number of benefits to a business organization that is
working from multiple workplaces. Some of the commonly experienced benefits
of online collaboration are briefly described here under to help you in making a
well informed decision for using it in your company.

 Make It Easy to Keep Track of A Project:

Many online collaboration services like ezTalks Cloud Meeting have various
types of capabilities to track a project so that the members of a team can easily

73
 evaluate its day-to-day progress. It also allows the team members to see the
documents before making any change, who made the recent changes in the
documents and appointing a colleague to review the document along with
tracking the project. All these things help in managing a project more easily.
The participants of an online collaboration need not use email as the main
source of communication between its members. In this way, now you need not
search your inbox to find out a lost document.

 Flexibility to Remain Anywhere:

The members of a team can work together by using online collaboration
software even without moving to the central location if they have an internet
connection. In other words, they can work together even if they are dispersed
at different locations. They can work together on the same project even if they
are located in different cities, states or countries. In this way, by using online
collaboration an organization can deploy the best possible professionals on a
project even if they are not located at the same location. The employees can
remain in touch with their project even if they are on a business trip or away
from their office due to some other urgent work. They can collaborate with
their team as they do from their own workplace.

 Easy Reporting:
Though the process of creating reports for all types of work projects is almost
same but the situation usually becomes stressful at the time of reporting to
higher authorities. While working with a large team on a certain project,
sometimes you can fail to track some of the activities. But by using online
collaboration tools like ezTalks Cloud Meeting such possibilities can be
ignored. You can easily include all the activities related to that project while
generating its detailed report instantly. In this way online collaboration allows
the members of the team to focus more on result oriented activities.

 Quick Action:
You need not make multi video conference call or organize meetings with
team members to review documents related to a project by using a good online
collaboration tool. The tool can automatically upload the documents and
inform the reviewer about this uploading through email so that they can be
reviewed and the changes can be made as soon as possible. After changes the
tool also informs all the members of the team about the reviewing of the
documents and their availability for further action. In this way online
collaboration tool makes it easy to organize a steady flow of the work on a
project by allowing its team members to contribute promptly wherever
required.

 Storage of All Documents at Central Place:

Online collaboration tools also make it easy for the members of a team
situated at different locations to access all the related documents anytime.
Moreover the members need not save the necessary documents on their
personal storage devices like USB stick etc. if they want to work on them even
when they are not in their office. They can easily see the updates made on the
document recently. The team members also do not need to email different

74
 versions of a document to other members as all the versions will be available
to all of them every time.

COLLABORATION IN GOOGLE DRIVE

Google Drive gives you access to a suite of tools that allows you to create and edit
a variety of files, including documents, spreadsheets, and presentations. It also
makes sharing your files simple and allows multiple people to edit the same file,
allowing for real-time collaboration.

Create a new file

Here are the steps to create a Google Docs file.
1. From Google Drive, locate and select the New button, then choose the
type of file you want to create. In our example, we'll select Google Docs to
create a new document.

2. Your new file will appear in a new tab on your browser. Locate and
select Untitled document in the upper-left corner.

3. The Rename dialog box will appear. Type a name for your file, then
click OK.

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 4. Your file will be renamed. You can access the file at any time from your
Google Drive, where it will be saved automatically. Simply double-click
to open the file again.

You may notice that there is no Save button for your files. This is because Google
Drive uses autosave, which automatically and immediately saves your files as you
edit them.

Sharing a file
Whenever you share a file from your Google Drive, you can let others view and
even edit that same file. While you can share any file stored on your Google
Drive, it's important to note that you can only use the collaboration features for
files created within your Drive.

When you share a file, you have to set the sharing setting to suit your need. So, for
example, do not choose ―Public on the web‖ if your file is only intended for your
team members.

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When you share a file with a limited group of people, your collaborators
must sign in with a Google account to view or edit the file. However, when you
share with a larger group or make the file public, your collaborators will not need
a Google account to access the file.

To share a file with a limited group of people:

1. Locate and select the file you want to share, then click the Share button.

2. A dialog box will appear. In the People box, type the email addresses of
the people you'd like to share the file with. If you want, you can add
a message that will be emailed to the people you share the file with.
3. Click Send. Your file will be shared.

For more control over your files, you can click the drop-down arrow to decide
whether people can edit, comment on, or simply view the file.

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Sharing with a link
You can easily share a file with a larger group of people by providing a link to
any file in your Google Drive. A link is basically a URL or web address for any
file you want to share. This can be especially helpful for files that would
be too large to send as an email attachment, like music or video files. You can
also share a file by posting the link to a public webpage. Anyone who clicks the
link will be redirected to the file.

To share a link:
1. Locate and select the file you want to share, then click the Share button.

2. A dialog box will appear. Click Get shareable link.

3. A link to the file will be copied to your web clipboard. You can
then paste the link in an email message or on the Web to share the file.
When you're finished, click Done.

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Files shared with you
People can also choose to share files with you. These files will appear in
your Shared with Me folder. However, if you'd prefer to access a file from your
Google Drive without switching to this view, you can move it. To do this,
navigate to your Shared with Me folder, hover the mouse over the desired file,
then select Add to My Drive.

Collaboration tools
Whenever you share a file in a Google Drive format, you'll have the option to
allow your co-editors to change and edit the file. Google Drive offers several
tools that enhance collaboration by making it easier to communicate with your
co-editors and to see which changes have been made and by whom.
Click the buttons in the interactive below to learn about the collaboration features
in Google Drive.

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Suggesting mode
Google Drive also has a feature called Suggesting mode, which is similar to
the Track Changes feature in Microsoft Office.

This allows each collaborator to make changes, while giving the other
collaborators a chance to review the changes before making them permanent.

PROJECT 9
Work in a group of 3-4. Create a file in Google Docs where you and your
friends can write some information about your favorite places to eat out.
Each of you should proofread each other‘s work.

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 UNIT 10

VISUAL AIDS IN PRESENTATIONS

Learning Objective: Students are able to use various

presentation aids to support successful presentations.

Visual aids can be important parts of presentations. When they are used well, they
will enhance your presentations. They add a more visual element to the auditory
aspect of you speaking. They therefore help to engage your audience on more
levels, and also keep them interested.

What are visual aids? Visual aids are items of a visual manner, such as graphs,
photographs, video clips etc used in addition to spoken information. Visual aids
are chosen depending on their purpose, for example, you may want to:
 Summarise information.
 Reduce the amount of spoken words, for example, you may show a graph
of your results rather than reading them out.
 Clarify and show examples.
 Create more of an impact, for example, if your presentation is on the
health risks of smoking, you may show images of the effects of smoking
on the body rather than describing this.
 Emphasise what you're saying.
 Make a point memorable.
 Engage the audience and maintain their interest.
 Make something easier for the audience to understand.

However, you should only use visual aids if they are necessary to maintain
interest and assist comprehension in your presentation. Do not use visual aids just
because you can, or to demonstrate your technological competence. Doing so may
make it harder to get your messages across clearly and concisely. For each visual
aid or slide, ask yourself why you are using it. If there is no real purpose, don’t
include it.

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You can use visual aids with supports of hardware and/or software. Here are some
hardware and software you can consider.

HARDWARE
1. Computer is used to display text and graphics during
presentations. Basically, it can display anything that
you put on your computer screen, including entire
presentations generated by presentation software. An
excellent tool if used in moderation, but not as an
alternative to you—the speaker. It is often used in
conjunction with an overhead projector or other projector, which projects the
image from the computer screen onto the wall screen.

2. A projector is an output device that can

take images generated by a computer or
Blu-ray player and reproduce them by
projection onto a screen, wall, or another
surface. In most cases, the surface projected
onto is large, flat, and lightly colored. For
example, you could use a projector to show
a presentation on a large screen so that
everyone in the room can see it. Projectors can produce either still (slides) or
moving images (videos).

Below is a list of all the different ways a projector can be used today.
 Project a PowerPoint presentation at a business meeting.
 Project a computer screen to teach a class in school.
 Project a TV or computer with a movie playing to a large screen.
 Demo a product or service at a convention center.
 Transform a wall, house, or another object to give it a different
appearance.
There are two main types of projectors, short-throw and long-throw. A short-
throw projector is placed closer to the screen and is designed to be used in
places like conference rooms. On the other hand, a long-throw projector is
usually positioned quite a bit further from the screen and is commonly used in
lecture halls and locations with lots of seating.

3. A presentation clicker or a wireless presentation

remote control is a device that allows you to
wirelessly control the slides stored in your computer.
It resembles a simple mouse and has at least two
buttons, forward and back, that move forward or
backward in the presentation slides. A clicker may
have a laser pointer that you can use to point out
certain aspects of each slide, as well as other
embellishments, and most are small enough to
comfortably hold in one hand. Using a clicker allows
you to remove away from your computer, walk around the stage, and engage

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 more closely with the audience, without giving up control of the computer.

4. A screen mirroring
device, like Anycast or
EzCast, can be useful if
you want to share content
on one screen to another
screen or a projector, such
as presentations, videos,
apps and photos. Simply, it wirelessly mirrors what‘s on the screen of one
device onto another screen for easy viewing and access. This device is usually
based on Miracast technology. Miracast is the wireless technology that
replaces the cable that runs between a device and a display. Miracast is its
own connection, so its use does not add traffic to existing wireless networks.
Devices that are Miracast enabled do not require any modification to work
with screen-mirroring devices. Some older devices might be updated to use
Miracast.

Newer Windows and Android mobile devices are Wi-Fi Miracast ready. Older
Windows 7 and Windows 8 devices can be modified to work.

5. A flip chart consists of several leaves of paper that you 'flip' or turn over.
Some people prefer the flipchart to the whiteboard, but its use is limited to
smaller presentations.
At many venues, however, they have been replaced by
interactive whiteboards.

A flip chart can be prepared in advance and is portable; it

requires no power source and no technical expertise. Flip
charts are ideal for collecting ideas and responses from the
audience and are good for spontaneous summaries.
However, if the audience is large, a flip chart will be too
small to be seen by everyone.

SOFTWARE
1. It is now common to use presentation
software such as Microsoft PowerPoint.
Indeed, few presenters would dare to attend
an event without a PowerPoint file.
However, it is still possible to manage without. So me of the very best
lecturers and speakers do not use PowerPoint. At most, they might draw on a
flip chart or whiteboard. What they have to say, and the style in which they
say it, is compelling enough to hold their audience. For most of the rest of us,
PowerPoint is likely to be the way forward, however.
Here are some tips for using PowerPoint.
 Keep it simple. Use no more than three to five bullet points per slide and
keep your bullet points to a line of text, if possible. Your slides should be a

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 guide to what you are going to say, not a verbatim account.
 Don’t use visual effects unless they actually add to your
presentation. PowerPoint has some very nice options for adding and
subtracting text, but they can be very distracting. Stay away unless you
really know what you‘re doing.
 Keep it short. A half-hour presentation can usually be summarised into
six to ten slides at most.
 Don’t use the notes function. PowerPoint has a ‗notes‘ function that
allows you to write notes under the slides for your benefit. Don‘t. You will
try to read them off the screen, and stop talking to your audience. Instead,
use cue cards held in your hands and focus on your audience.

2. Google Slides can be your choice if you

prefer doing thing online. It basically is a
very simple presentation program to use as
it does not offer the variety and selection of design elements that PowerPoint
does for the user. Its templates are extremely basic and do not have many
options for the presenter to embrace creativity in the slide design. The one
significant advantage Google Slides has over PowerPoint, however, is the
ability to collaborate in real time and share documents easily. This is a unique
strategy that many companies prefer when looking for team collaboration or
direct customer feedback.

3. Prezi is a web-based tool for

creating presentations. It's similar
to other presentation software like
Microsoft PowerPoint, but it
offers some unique features that
make it a good alternative. In
recent years, it has become
popular in schools and
businesses.

Most types of presentation software use a slide-based approach, where you

move back and forth between individual slides. Prezi, however, uses a canvas-
based approach. Instead of using slides, Prezi has one very large canvas that
your presentation moves around on, zooming in and out to view various
frames.

You might be wondering what makes Prezi different from other presentation
software, like PowerPoint. For one thing, Prezi is completely free to use.
There are upgrades you can pay for to unlock additional features, but
everything you need to create and share a dynamic prezi is available free of
cost. Another great reason to use Prezi is that it is run entirely through your
web browser, meaning there will be fewer compatibility issues than with other
programs like PowerPoint. Your prezi will always look the same, no matter
what computer you're viewing it on.

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4. Microsoft provides Office Remote, an app
that lets you control desktop Word, Excel,
and PowerPoint presentations with your
Android or iPhone. Using Office Remote,
you can jump between PowerPoint slides and
control an on-screen "laser pointer" with your
finger. The app also lets users scroll through
Word documents or quickly pull up a specific
section, and you're able to navigate Excel
spreadsheets in much the same way.

In order to present using the ―Office Remote‖ app on your smartphone

(available on Google Play Store, Apple App Store and Microsoft Store), you
need to have a computer running Windows 7 or later with Microsoft Office
2013 or later. You also need to have Bluetooth available and turned on, on
both your computer and your mobile phone since this is what the devices use
to communicate with one another.

PROJECT 10
1. Practice using each of the hardware and software listed above.
2. Work in pairs. Demonstrate how to operate one of the
hardware/software listed above.

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 UNIT 11

ONLINE FILE SHARING

Learning Objective: Students are able to share online

files and manage them for private or public users.

Human beings (at least most of them)

have a need to exchange information
with other people. People don‘t live in
isolated places where nobody else exists.
People have relationships with each
other and they interact and exchange
ideas, which makes their relationships
progress. It is no fun to get excited by an
idea (or perhaps having good news about
something) without anyone to share it
with.

With technology being as advanced (and evolving on an extremely regular basis)

as it is, it is easier than ever to exchange all sorts of exciting and valuable
information online. The more valuable your content is, the more people will be
willing to give it to other people. Shareability is an extremely critical factor for
your business.

Previously, working with a lot of paper documents was time-consuming and

messy, but now as the digitization has made its mark in the work process too;
collaborating and sharing files have never been this easy. There‘s no need to
worry about sending a confidential file by courier service and waiting for it to get
delivered. As everything can be done online, the file transfer process has become
quick and efficient. Working in a cloud-based environment and getting the
advantage of unlimited virtual storage space has become a useful trend nowadays.
Futurists claiming that more new and useful features are going to be integrated
into the cloud for making the organizations work efficiently.

Some considerations of online file sharing include:

Cost Effective
If all the documents are getting stored online, then it is already cutting the expense
because there‘s no need of buying papers, printing ink, or even no need of hiring a
person to manage all the folders. If the files are saved online, then you don‘t have
to spend money to the courier for delivering any file or package. The file share
process can be done online via e-mails and any other transferring procedure.

The cloud-based computing sounds like it is expensive; however, it is not. Cloud-

based software comes with many other transfer tools that even can send both
encrypted and unencrypted files faster without sending them via e-mails. The only

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requirement is to have one working computer and an active faster internet
connection, as you are paying internet bills monthly, and the whole process for
file sharing is happening online, then no need to pay any extra cost.

Security
Security and privacy control are significant things for any company. After a
survey, AIIM stated that 60% large organization has claimed that there are high
chances of risk if any confidential files get leaked, and 13% have mentioned that
it would be a disaster for them if the sensitive files go to the wrong people. A
courier company can have a good reputation, but the casual behavior of delivery
guy can be the reason for a company making its way to the news headlines for
being the victim of data theft.

Online file transfer can fix these problems and can save the headache that can be
caused by data breaching. While transferring files, it is possible to encrypt those
documents if needed. Dealing with a trustworthy service provider is advisable in
such cases. The cloud-based system comes with many other security features that
it makes it hard to penetrate by the hackers; it also offers to scan the receiving
files for any malware.

Effortless Collaboration
If transferring the files goes smooth then obviously the collaboration would be
quick and seamless. As working in a cloud-based system can make the files
accessible from any device with an active an internet connection; it is possible to
send and receive information, in short, collaborate with other project co-
coordinators even if anyone is working from home or some other places without
any delay.

Project Management
While the file transfer and collaboration is going smoothly, then there won‘t be
any problem managing the projects and no more delay in delivering the projects to
the clients. It is possible in the cloud to monitor each and every action of the
employees working on a file to complete a project. If a file is modified by several
employees then also it can be seen who has used the file and did what type of
modification to the file, even the device details, time and location of the
modification will be updated there.

SIMPLE STRATEGIES FOR SHARING FILES

Not so long ago, file sharing was a groundbreaking technology. However, using
the cloud to share files and collaborate on projects has quickly become the
cornerstone of many workflows across countless industries. Just like anything
else, there‘s a right way to navigate the world of file sharing and implementing a
few file sharing tips can take your file sharing to another level.

1. Planning your shared file structure

It seems like no two people organize their files the same way. For personal files
stored on your local device, that‘s totally fine. However, when it comes to
creating and sharing files and folders, it can get messy really fast if you don‘t plan

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your shared structure in advance.

Inconsistencies in file names and folder structures can limit your productivity. Just
think about it– you aren‘t going to get anything done efficiently if you‘re
constantly searching through folders to find the one that you need.
Best practices:
 Keep it simple. Nobody is going to remember complicated file or folder
names. You‘ll want to create a structure with enough detail to keep things
organized, but make sure you don‘t get carried away.
 Get on my level. We‘ve all seen the never-ending folder within a folder
phenomenon. Limit yourself to 3-5 levels of folders to keep things
organized.
 Be consistent. Once you implement your file structure, don‘t change it or
allow exceptions.
 Be clear. Create a document with your shared file structure guidelines and
post it somewhere that anyone can access it. That way, there is no
confusion about expectations.

2. Creating an effective naming convention

We touched on this already with file/folder structure, but creating an effective
naming convention is so important that it really deserves its own section. If you
leave people to their own devices, they‘ll revert back to naming files in whatever
way makes sense for them which is rarely the best way for the larger organization.
Best practices:
 What’s in a name? Name files according to function (2019 Expense
Report) rather than their owner‘s name (Jim‘s ER).
 Be selective. If your file sharing platform automatically date stamps your
document, you don‘t need to put that information in your file name.
Include only the most important information in your file names.
 Be consistent. Once you implement your naming convention, don‘t
change it or allow exceptions.
 Be clear. Create a document with your naming convention guidelines and
post it somewhere that anyone can access it. That way, there is no
confusion about expectations.

3. Making it easier to find things

Implementing a thorough and well-thought-out file structure and naming
convention will help you find your files faster. However, many platforms offer
additional tools– like file tagging– that can make finding the right file even easier.
Make sure you look out for and take advantage of these additional organizational
tools whenever possible.
Best practices:
 All aboard. Make sure everyone is on board with these exciting tools.
This may mean holding training sessions to get everyone up to speed.
 Create a plan. If an additional feature, such as tags, is going to become a
key part of how you organize files, you may want to create a plan for how
you tag files as well.

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4. Collaborating Effectively
One of the greatest advantages of using a cloud-based file sharing and storage
platform is that it gives your team new ways to collaborate within and among
themselves. Collaboration is opening all sorts of doors and making it possible to
connect with team members and experts from outside of the organization no
matter where they are in the world.
Best practices:
 Stay online. Don‘t allow offline versions of documents. Keeping the
official version of your project in the cloud ensures that everyone has
access to the most up-to-date information at all times.
 Limit access. Sometimes, it‘s necessary to share files with people outside
of your organization. When this happens, take precautions to keep your
data safe. You can implement access controls and passwords to protect
your documents.
 You have options. Many platforms offer a variety of options that make
managing collaborative documents easy. Look for features such as
document read, notifications, approvals, and comments.

5. Accessibility
Not everyone needs access to every file. To keep your files as secure as possible
and prevent any unintentional edits or mistakes, create a system that defines who
should have access to what documents.
Best practices:
 Consider capabilities. Does everyone need to be able to edit this
document or should some people be restricted to view or comment access?
 Off the grid. Some people may need offline access to documents. In order
to ensure that the most up-to-date version is always the version in the
cloud, you will want to make sure you limit this privilege as much as
possible.

6. Document retention
Getting rid of old and unneeded files and folders is essential to staying organized.
However, since many cloud storage platforms offer virtually unlimited storage,
following a document retention strategy tends to fall by the wayside after an
organization switches to the cloud.
Best practices:
 Check the rules. Many industries have rules and regulations about how
long certain types of documents must be retained. Use this information to
help you design your document retention plan.
 Birds of a feather. Or rather, files with similar retention rules should be
kept together.
 Stay online. Don‘t allow offline versions of documents. This way, when
it‘s time to delete a file, you can be sure that there aren‘t lingering versions
floating around.

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SHARING FILES AND FOLDERS FROM CLOUD STORAGE

Cloud storage isn‘t just for your own personal files. You can use it to easily share
files without any hassle. Share files back-and-forth with your friends and
colleagues, or make them available to the entire Internet. Shared files can
automatically sync to each person‘s computer, or you can access them via the web
or mobile app. It‘s a more convenient way to share files than emailing them back
and forth.

In this unit, you will learn how to share files and folders from Dropbox.
To quickly share an individual file with someone, right-click the file in your
Dropbox folder and select Share Link. You can also right-click the file in the
Dropbox web interface and select Share Link, too.

Dropbox will copy a public link to the file to your clipboard. Send the link to
someone — or post it online for all to see — and people will be able to access and
download your file. Anyone with the link will have access to your file, so it‘s not
the most secure way to share — but it is the easiest, fastest way.

Here is an example of a Dropbox link.

https://www.dropbox.com/s/eog3ed9yj2jvzh6/6270060.jpg?dl=0

Dropbox can also share folders with specific people. To do this, either right-click
a folder in your Dropbox folder on your desktop and select Share this folder, or
right-click the folder in Dropbox on the web and select Invite to folder.

You‘ll be taken to the Dropbox website, where you can add the email addresses of
specific people you want to share the folder with. They‘ll need a Dropbox account
to access the folder. Once they‘ve accepted, the folder will appear in every
person‘s Dropbox account and anyone can copy files to and remove file-s from
the folder. It‘s a great way to ensure you and a friend or colleague all have the

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same files. The files and any changes or removals will sync to each person‘s PC
automatically, just like any other Dropbox folder.

Dropbox only allows you to use ―view-only‖ sharing if you have a paid Dropbox
Pro or Dropbox for Business account. Otherwise, anyone you share the folder
with can edit it, adding new files to it, removing files from it, and modifying
existing files.

Shortening a link
Sometimes you have to share a link (URL) with a person to whom you cannot
send the link electronically. In this situation, it will be difficult for him/her to
remember or write a very long link. Shortening the link can solve the problem.
Short URLs are links that have been shortened by a URL shortener service like
Bitly and Tinycc and are typically under 30 characters. These shortened links
function just like a normal URL but because they are shortened they are much
easier to share, manage, and analyze.

Here is an example of a what a shortened link looks like:

Before:
https://bitly.com/pages/landing/get-enterprise?utm_content=site-enterprise-
button&utm_source=organic&utm_medium=website&utm_campaign=null&utm_
cta=web-blank-blank-topbutton-getenterprise-none-enterprise

After:
https://bitly.is/EnterpriseButton

As you can see, the link is much more manageable to share across channels, plus
now you are able to easily measure link performance.

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Shortened links provide a wide number of benefits:
1. They are easier to share across channels both online and offline
2. Shortened links can provide a comprehensive, integrated view of your
digital marketing performance
3. They help establish your brand across different platforms
4. They can improve click-through rates
5. They can be more easily updated and changed
6. They also improve usability as users transition from platforms

Shortening URLs in Bitly, for example, is extremely simple and requires just a
few moments of your time with these simple steps.

1. Sign up for a free account

2. After you log in, click on ―Create Bitly link‖ at the top of the page

3. Copy the URL you want to share from your website, social media account
or other location
4. Enter your URL and create your shortened link
5. Customize the link

In your account, you can track total clicks, where they came from, and when!

PROJECT 11
1. Practice sharing a file with your friends using email, WhatsApp,
Instagram, or other platforms.
2. Create a simple event poster and include a link to the registration
form you have created.

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