Online Collaboration

Key Characteristics of Online Tools

Characteristics
of Online Tools

Concurrent
Multiple Users Real Time Global Reach
Access
 ICDL Questions

□ Single User
□ Real Time
□ Global Reach
□ Concurrent Access

Which one of the following is not a Key Characteristics of

Online Tools
 ICDL Questions

 Single User
 Real Time
 Global Reach
 Concurrent Access

Which one of the following is not a Key Characteristics of

Online Tools
 Multiple Users

Online collaborative tools support thousands

Thousands of team
Such as
members.

Facebook Wikipedia Amazon

These Sites provide information, goods, and services.

 Multiple Users

These Sites also allow users to create & participate in

online communities to:
Share information
Rate goods and services
Communicate in online forums or discussion boards.

Crowd
sourcing
Online forums or
discussion boards or
using of the
crowd
 ICDL Questions

□ True
□ False

Online collaborative tools allow users to create & participate

in online communities to share information, rate goods and
service, and communicate in online forums or discussion
boards.
 ICDL Questions

 True
 False

Online collaborative tools allow users to create & participate

in online communities to share information, rate goods and
service, and communicate in online forums or discussion
boards.
 Real Time

Real Time refers to events occurring instantly.

Multiple people can view and make changes to a
document at the same time.
 Example: if you and a partner are drafting a document with
Google Docs, the two of you can chat about your progress and
make changes to the document simultaneously.
 ICDL Questions

□ It cannot be used to reach a global audience.

□ It is considered very costly.
□ Multiple people can view and make changes to a document
at the same time.
□ Only one user can view and make changes to a document.

Which one of the following is a characteristic of an online

collaborative tool?
 ICDL Questions

 It cannot be used to reach a global audience.

 It is considered very costly.
 Multiple people can view and make changes to a document
at the same time.
 Only one user can view and make changes to a document.

Which one of the following is a characteristic of an online

collaborative tool?
 ICDL Questions

□ Multiple Users
□ Real Time
□ Global Reach
□ Concurrent Access

Which one of the following terms refers to events occurring

instantly
 ICDL Questions

 Multiple Users
 Real Time
 Global Reach
 Concurrent Access

Which one of the following terms refers to events occurring

instantly
 Global Reach

As long as they have an Internet connection,

collaborating team members can be working
remotely from anywhere in the world.

Best possible
team for a
project Regardless of
the location
 ICDL Questions

□ Multiple Users
□ Real Time
□ Global Reach
□ Concurrent Access

Which one of the following terms refers to working remotely

from anywhere in the world
 ICDL Questions

 Multiple Users
 Real Time
 Global Reach
 Concurrent Access

Which one of the following terms refers to working remotely

from anywhere in the world
 Concurrent Access

Concurrent Access refers to multiple users

interacting with a system simultaneously.
Concurrent Access refers to team members working
on the same document at the same time.

Access all
Any updates
Documents necessary No need for
to a
are all documents different
document
stored in a regardless versions of a
are seen
single place of their document
immediately
location
 ICDL Questions

□ Multiple Users
□ Real Time
□ Global Reach
□ Concurrent Access

Which one of the following terms refers to multiple users working

remotely from anywhere on the same document at the same time
 ICDL Questions

 Multiple Users
 Real Time
 Global Reach
 Concurrent Access

Which one of the following terms refers to multiple users working

remotely from anywhere on the same document at the same time
 Benefits of using Online Collaboration

1. Shared Files and Calendars

2. Reduced Travel Expense
3. Ease of Communication
4. Enhanced Teamwork
5. Global Access
 Shared Files and Calendars

Shared files and calendars make it easy for all team

members to have access to all:
 Necessary documents
 Schedule of events
 Regardless of their location

Example:
 When a change is made to a document or a calendar is
updated, it is instantly available to other team members to
view and/or use.
 ICDL Questions

□ True
□ False

When a change is made to a document or a calendar is

updated, it is instantly available to other team members to
view and/or use.
 ICDL Questions

 True
 False

When a change is made to a document or a calendar is

updated, it is instantly available to other team members to
view and/or use.
 Reduced Travel Expense

Eliminating Travel Expense

 Deliver cost savings to a project (reduce cost)
 Give time back to team members to work (create more hours
beneficial to work)
Eliminating
Travel Expense

Create more
Reduce cost hours beneficial
to work

Increase team engagement and interactivity

 ICDL Questions

□ Reduces unauthorized access to files.

□ Enhances mobility of staff and students.
□ Reduces the need to travel to collaborate.
□ Enhances individual work.

Which one of the following is a benefit of using online

collaborative tools?
 ICDL Questions

 Reduces unauthorized access to files.

 Enhances mobility of staff and students.
 Reduces the need to travel to collaborate.
 Enhances individual work.

Which one of the following is a benefit of using online

collaborative tools?
 Ease of Communication

Email

Instant Messaging

Team members can

VoIP
communicate via

Online Meeting

Chat
 Ease of Communication

Save time
Instantly
Working on a important
connect with the to
project
right person
Simplify tasks

Easy of communication
can add to the quality of
a project
 Enhance Teamwork

Since several companies have offices in multiple

cities and countries, it is important to keep all people
working on a project informed and engaged.
Company

People working
on a project
Offices
 Enhance Teamwork

People are exposed to different cultures and ideas

Team discussions and contributions can take place
asynchronously, so team members can contribute at
a time which is convenient to them.

Focus on their
specific work
Online Enable team
Collaboration Tools members Greater
understanding of
the larger team
effort
 Global Access

Global Internet access has enables organizations to

use collaborative tools that team members can log on
to no matter their location.
 Global Access

Collaborative
Tools

Synchronous Asynchronous

Online Instant
Email Blogs
Meetings Messaging
 Risks Associated with Online Collaborative Tools

1. Unauthorized Access to Shared Files

2. Insufficient Management of Version Control
3. Malware Threats
4. Identity / Data Theft
5. Service Interruptions
 ICDL Questions

 Sufficient Management of Version Control

 Malware Threats
 Identity / Data Theft
 Service Interruptions

Which one of the following is not a risk associated with online

collaborative tools
 ICDL Questions

 Sufficient Management of Version Control

 Malware Threats
 Identity / Data Theft
 Service Interruptions

Which one of the following is not a risk associated with online

collaborative tools
Unauthorized Access to Shared Files

Online
sharing
services

Free

Fast

Easy to
Use
 Unauthorized Access to Shared Files

Scenario

Employees use their personal

mobile devices to access their
shared documents

Cell phone or tablet is lost or

stolen

Trade secrets
Ends in the
Critical data wrong hands
Confidential Information
 Unauthorized Access to Shared Files

Solution
 Protect business by making secure documents sharing a
priority.

How

1. Policies and procedures must be put in place to

ensure that important documents remain safe.
2. Reliable and effective content control solution
combined with a format sharing policy.
Insufficient Management of Version Control

Problem
1. It is impossible to tell if and when someone has
accessed and changed a file.
2. Employees may make changes that are reflected in
one copy of a file, but not in any others.
Solution
 Online collaborative systems only allows one active version of a
file at any particular time, through most also archive past
version.
 Malware Threats

Malware = malicious software

Malware is a general term for any software which
causes damage, gather sensitive information, or gain
access to a single computer, server or computer
network, without the user knowing it.
 ICDL Questions

□ Malware
□ Instant Messaging
□ Service Interruptions
□ Identity / Data Theft

Which one of the following terms refers to a general term for any software
which causes damage, gather sensitive information, or gain access to a single
computer, server or computer network, without the user knowing it
 ICDL Questions

 Malware
 Instant Messaging
 Service Interruptions
 Identity / Data Theft

Which one of the following terms refers to a general term for any software
which causes damage, gather sensitive information, or gain access to a single
computer, server or computer network, without the user knowing it
 Malware Threats

Malware is used:
 Against corporate websites to gather guarded information or to
disrupt their operation in general.
 Against individuals to gain personal information.
 Malware Threats

Malware

Include

Trojan
Viruses Worms Spyware
Horse
 ICDL Questions

□ Viruses
□ Worms
□ Trojan Horse
□ Fireware

Which one of the following terms is not a Malware Threat

 ICDL Questions

 Viruses
 Worms
 Trojan Horse
 Fireware

Which one of the following terms is not a Malware Threat

 Malware Threats

Malware

Spread Through

Social media
Links in text
update Advertisements
messages to a
messages (e.g. on social sites
mobile device
tweets)
 ICDL Questions

□ Links in text messages to a mobile device

□ Social media update messages (e.g. tweets)
□ Advertisements on social sites
□ All the choices are true

Malware spread through:

 ICDL Questions

□ Links in text messages to a mobile device

□ Social media update messages (e.g. tweets)
□ Advertisements on social sites
□ All the choices are true

Malware spread through:

 Malware Threats

Examples: Emails

Invitation for connecting to a

social networking site
(such as Facebook or LinkedIn)
contain

Malware Trojan horse

Increase in spam
Major Problems
messages
 Identity / Data Theft

Sensitive Financial
Information

Proprietary Formulas
Company Data
& Algorithms

Secret Research
 Identity / Data Theft

Security developers
 Make it difficult for hackers to access information that very few
people would attempt.
 Continually update protective measures (difficult for a hacker
to exploit the system).
 Identity / Data Theft

Example
1. Person could create a false Facebook or LinkedIn
account.
2. Start friending people within a company in order to
gain trust and familiarity.
3. After a time, this person can ask for and receive
confidential information from unwitting employees.
4. When others see their fellow employees as contacts,
they are more inclined to accept an invitation from
the perpetrator, which furthers the intelligence
gathering.
 Service Interruptions

Cloud
Companies
Services

Unplanned
Planned Outage
Outage

Users informed
Maintenance with the problem
(Recovered Major Service if online service is
Minor incidents
within a Short Outage expected to be
Period of Time) unavailable for
more than 24
Users not Users not hours.
informed with the informed with the
problem problem
 Service Interruptions

Service interruptions can cause havoc in a business if

users are not warned beforehand.
Sound and vision quality is important when it is a
meeting, an event, a training session or a lesson.
 It is disappointing to be participating in a session where, the
audio is of poor quality.
 Key Concepts

Important of Intellectual Property Rights

Appropriate Use of Content
 Important of Intellectual Property Rights

Intellectual Property refers to creations of the mind:

Inventions
Literary and artistic works
Symbols
Names
Trademarks
Patents
Designs used in commerce
 Important of Intellectual Property Rights

Intellectual Property is difficult to protect, especially

with the Internet as a growing medium for
distributing and sharing intellectual property.
 Important of Intellectual Property Rights

Intellectual Property rights are a collection of

restricted rights from the creations of the mind along
with its copyrighted intellectual products.
It is covered by copyright laws, which protect the
holder to have an exclusive right to control
reproduction of such works for certain period of
time.
 Important of Intellectual Property Rights

Online collaborative tools and services make it

possible for Internet users to quickly share or trade
files, all of which are protected by intellectual
property law.
Copyright laws and intellectual property laws should
protect intellectual property online just as they
protect it in other forms.
 Appropriate Use of Content
Even when the
Academic assignment is an
Assignments individual assignment, it
is acceptable to
collaborate with others.

Individual

Group
 Appropriate Use of Content

It is important to understand the different between

collaboration and plagiarism.
 Collaboration means working together on a task.
 Plagiarism means copying another person’s work and
presenting it as your own.
 Appropriate Use of Content

When collaborating with others on a project, all

documentation created as part of the project must
not fall into the wrong hands.
Individuals working on the project cannot use any of
the information or documentation for any purpose
other than the project itself.
Register, Set up a User Account

FOR COLLABORATIVE TOOL

 Google Drive

Create a Google Account

Close (Sign Out) a Google Account
Delete a Google Account
Upload, Download, Delete

ONLINE FILES AND FOLDERS

 Google Drive

Upload a File or Folder

Download a File or Folder
Delete a File or Folder
ICDL Questions

MULTIPLE CHOICE
 ICDL Questions

In the Google Drive website, upload the file Reading.docx

from C:\Working Files\OC, accepting the default settings
if required.