7. Communications Flashcards
What is email?
a method of exchanging messages and files over the internet
main uses of email are:
Personal communication
Professional correspondence
Marketing
What guidelines do companies provide for the acceptable use of emails?
Purpose of the email
Using acceptable language
Email security, including anti-virus software
What are some acceptable language guidelines for emails?
Use appropriate language based on recipient and purpose
Maintain a professional tone for work-related emails
Avoid offensive, obscene, racist, or violent content
Do not send illegal material
Emails may be monitored, and violations can lead to punishment
Include a clear subject line
Use a professional email address
Use professional salutations
Avoid using all capitals (implies shouting)
Why is email security important, and how can it be maintained?
- Protects sensitive information from being accessed or altered
- Use strong passwords and change them frequently
- Enable spam filters and antivirus software
- Protect against both passive and active attacks
What is netiquette?
means respecting others online
- Respect opinions in forums, messages, and emails
- Most posts are public and can be read by anyone
- Use clear, inoffensive, and concise language
- Maintain a good impression with proper tone, spelling, punctuation, and grammar
adv of group emails?
mass communication with a defined set of recipients
It is easier to send out multiple emails
ensures no one misses out on an email containing key information
dis of group emails
spammers can utilise them to target a large group of people with ease
what are the three key email operations
CC- Carbon Copy
BCC - Blind Carbon Copy
Forward
Attachments
what is a carbon copy (CC)
used when you want to include additional recipients to view the email
what is blind carbon copy (BCC)
used when you want additional recipients to view the email without other recipients knowing
what is forwarding an email?
This allows you to send an existing email to a new recipient
what is attaching in an email?
these allow files to be sent along with the email message
What is spam, and why is it harmful?
Spam is unwanted or junk mail sent in large quantities
contains advertising, phishing attempts, or malware
Phishing emails impersonate reputable companies to steal personal details like usernames and passwords
How can spam emails be detected?
multiple spelling or grammatical errors
use broken English, though this is now improving with the use of AI
Spam emails will not address you by name
Often spam emails will ask you to enter your details by clicking a link
Reputable companies have now stopped doing this to make identifying spam a lot easier
How can spam emails be prevented?
anti-spam filters
Users can ensure they do not agree to marketing emails from companies they register with
Users can also ensure they do not reply to emails with sensitive data or complete online forms for websites by clicking links in an email
What is the Internet?
a network of networks
what does the internet allow you to do?
allows users to share and distribute information outside of an organisation
Send and receive emails
what is a blog
are journals shared on the internet by a writer (blogger)
regularly updated
written in an informal or conversational style
managed by individuals or small groups
People can share their opinions on a variety of topics
presented in reverse chronological order
allow for reader comments,
Other internet users can’t change the content of the blogs, they can only read them
what is a forum
an online discussion site where people can hold conversations in the form of posted messages
organised around specific interests, and divided into threads
primarily focused on peer-to-peer interaction
what’s a moderated forum?
A moderated forum is under the control of an administrator who determines what can and can’t be posted, preventing inappropriate or hurtful content from being published
whats an unmoderated forum?
An unmoderated forum means that no one is in charge and the moderation of the forum relies upon voluntary action between the users of the site
What is a wiki?
a website or web application that allows users to add or edit content
designed to facilitate collaboration and knowledge sharing from many people
holds information on many topics which can be searched
Posts are not in chronological order
The structure is determined by the content or its users
Changes can be tracked and reverted if necessary
what is social networking?
A social network website is a platform where users can connect with others and share content
examples of social networking platforms
Facebook
TikTok
(Twitter)
Instagram
LinkedIn
what’s an Internet Service Providers (ISPs)
a company that provides access to the Internet to users and businesses
what are web browsers
is a software application used to locate, retrieve, and display content on the WWW
display images, videos and other files
what is a hyperlink
s a word/phrase/image which references data that the reader can follow by clicking or tapping, usually taking you to another web page
Most web browsers have the following features:
Home page
Ability to bookmark favourites
Keep a history of visited websites
Hyperlinks which allow users to navigate between pages
what’s a URL
Uniform Resource Locator (URL)
are the web address a user types into a web browser
What are search engines?
tools that locate and display web pages related to the search terms entered by the user
uses algorithm.
what are the 3 stages search engines work in
Crawling
Indexing
Ranking
what is crawling?
web crawlers scour the internet daily to retrieve new websites
what is indexing
how websites are categorised based on the content of their web pages
what is ranking
how websites are ranked and listed on search engine pages
Arguments for policing the internet
The internet contains a large amount of inappropriate and criminal material
The internet can expose users to harmful or illegal content
More control would prevent younger users and vulnerable groups from being exposed to undesirable content
Arguments against policing the internet
Data restriction: Parental, educational, and ISP controls could limit access to certain information or websites
It can be argued that it would go against freedom of speech
It is not up to one person to define what people find offensive
what is a protocol?
a set of rules that govern communication on a network
types of protocols
HTTP & HTTPS
FTP
SSL & TLS
VoIP
SMTP
what is Hypertext Transfer Protocol (HTTP)
allows communication between clients and servers for website viewing
allows clients to receive data from the sever and send data to the server
what is HTTPS
same as HTTP, but added layer of security (encrypted)
used to protect sensitive information such as passwords
What is FTP?
File Transfer Protocol (FTP) allows sending and receiving files between computers
Uploading and downloading files to/from a web server
offers greater efficiency and support for bulk transfers and large files such as resuming interrupted transfers
FTP clients are software applications that use the FTP protocol to make the process easier for users
what is SSL?
Secure socket layer (SSL) is a security protocol developed to provide secure communication over the internet
what is TLS
TLS is a successor to SSL and is also a security protocol used to provide secure communication over the internet
How does SSL operate
SSL operates by encrypting a user’s data using a public key
This is done by sending a digital certificate to the user’s browser
This contains the public key which can be used for authentication
whats common in SSL and TLS?
both use encryption
where is SSL used?
Online banking
Online shopping
Using cloud storage
Messaging
Social networking websites
Intranets/extranets
