I.T Tool Class XI (Book-2)

Central Board of Secondary Education
Shiksha Kendra, 2, Community Centre, Preet Vihar, Delhi-110301
IT Level 3: IT Tools
Class XI
Girish E:RakeshRevised_IT Tools
Students Handbook

NVEQ IT Level 3: IT Tools – Class XI
Price : `
First Edition : July, 2014
© CBSE, India
Copies :
No Part of this publication may be reproduced, stored in a retrieval system or
transmitted, in any form or by any means, electronic, mechanical photocopying,
recording or otherwise without the prior permission of the publisher.
Published by : The Secretary, Central Board of Secondary Education,
Shiksha Kendra, 2, Community Centre, Preet Vihar,
Delhi - 110301
Design & Layout BY : India Offset Press, A-1, Mayapuri Industrial Area, Ph-1, ND-64
PRINTED BY : M/s.

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The constitution of India
Preamble
We, The people of india, having solemnly resolved to constitute India into a soveign
socialist secular democratic republic and to secure to all its citizens:
Justice, Social Economic and political;
Liberty of thought, expression, belief, faith and worship;
Equality of status and of opportunity; and to promote among them all;
fraternity assuring the dignity of the individual and the [unity and integrity of the Nation];
in out constituent assembly this twenty-sixth day of November, 1949, do hereby adopt
enact and give to ourselves this constitution.
1. Subs, by the Constitution (Forty-Second Amendment) Act. 1976, sec. 2, for Sovereign Democratic Republic
(w.e.f. 3.1.1977)
2. Subs, by the Constitution (Forty-Second Amendment) Act. 1976, sec. 2, for unity of the Nation (w.e.f. 3.1.1977)
The constitution of India
Chapter IV A
Fundamental Duties
Article 51a
Fundamental Duties - It shall be the duty of every citizen of India-
(a) to abide by the Constitution and respect its ideals and institutions, the National Flag and the
National Anthem;
(b) to cherish and follow the noble ideals which inspired our national struggle for freedom;
(c) to uphold and protect the sovereignty, unity and integrity of India;
(d) to defend the country and render national service when called upon to do so;
(e) to promote harmony and the spirit of common brotherhood amongst all the people of India
transcending religious, linguistic and regional or sectional diversities; to renounce practices
derogatory to the dignity of women;
(f) to value and preserve the rich heritage of our composite culture;
(g) to protect and improve the natural environment including forests, lakes, rivers, wild life and to
have compassion for living creatures;
(h) to develop the scientific temper, humanism and the spirit of inquiry and reform;
(i) to safeguard public property and to abjure violence;
(j) to strive towards excellence in all spheres of individual and collective activity so that the nation
constantly rises to higher levels of endeavour and achievement.

I n an increasingly globalised world and the changing paradigm of urbanized
living the demand for Information Technology (IT) has increased manifold the
world over. In this ever expanding sector, it has become essential to provide
competency based vocational education. It is in this context that CBSE has launched a
course in Information Technology under NVEQF/NSQF from level 1 to 4.
This student workbook,” IT Tools “for class XI which forms a part of vocational
qualification package for students who have passed Class X or equivalent examination,
was prepared by a group of experts. The It-ITeS Skill Development Council Approved by
the National Skill Development Corporation (NSDC) for the IT/ITeS Industry developed
the National Occupation Standards (NOS). The National Occupation Standards are a set
of competency standards and guidelines endorsed by the representatives of IT Industry
for recognizing and assessing skills and knowledge needed to perform effectively in the
workplace.
It has been a deliberate effort to keep the language used in this student manual as simple
as possible. Necessary maps, pictorial illustrations and tables have been included to
help the students to understand the concepts without any difficulty.
Practicing professionals from the field of Information Technology (IT) comprised the
team of authors for this book. The Board thankfully acknowledges their contribution in
completing the book in record time. I hope this book will help the students to serve a
useful resource in this subject.
The Board is grateful to the members of the Committee of Course for their advice,
guidance and total commitment towards development of this course. We are indeed
indebted to these academic advisors who have lent us the benefit of their rich and
insightful experience. I would like to appreciate Vocational Education Cell, CBSE for
coordinating and successfully completing the work.
Comments and suggestions are welcome for further improvement of the book.
Vineet Joshi
Chairman, CBSE
Preface

Acknowledgements
Advisors
1. Sh. Vineet Joshi, IAS, Chairman, CBSE.
2. Sh. M.V.V. Prasada Rao, Director (Vocational and Edusat), CBSE.
Editing Coordination
1. Dr. Biswajit Saha, Additional Director, (Voc. Education) CBSE.
2. Ms. Swati Gupta, Deputy Director, (Voc. Education), CBSE.

Contents
Unit - 1: Computer Organization OS: User Perspective ............................... 1
Topic 1: Understanding of Hardware..........................................................
Topic 2: Basics of Operating System..........................................................
Unit - 2: Networking and Internet ..................................................................... 27
Topic 1: Network Safety concerns..............................................................
Topic 2: Network Security tools and services.............................................
Topic 3: Cyber Security..............................................................................
Topic 4: Safe practices on Social networking.............................................
Unit - 3: Office Automation Tools ................................................................... 133
Topic 1: Spreadsheet..................................................................................
Topic 2: Word processing...........................................................................
Topic 3: Presentation..................................................................................
Unit - 4: Multi Media Design: (Open Source Design Tools) .......................... 159
Topic 1: Interface and Drawing Tools in GIMP............................................
Topic 2: Applying Filters..............................................................................
Topic 3: Creating and handling multiple layers...........................................
Topic 4: Using Stamping and Smudging tools............................................
Topic 3: Importing pictures.........................................................................
Unit - 5: Troubleshooting: Hardware, Software and Networking ................. 213
Topic 1: Commonly encountered problems................................................
Topic 2: (Monitor: No display, KB/Mouse not responding, monitor giving
beeps, printer not responding, check for virus, Delete temporary
files if system is slow, adjust mouse speed).................................

Unit - 6: Work Integrated Learning IT - ISM ................................................... 225
Topic 1: Identification of Work Areas..........................................................
Topic 2: Work Experience...........................................................................

Paper - I
Total Marks: - 100
(Knowledge- 50: Practical-50)
Unit Code Unit Title Total Hours
ITDC-301 Computer Organization OS: User perspective
• Understanding of Hardware
• Basics of Operating System
15
ITDC-302 Networking and internet
• Network Safety concerns
• Network Security tools and services
• Cyber Security
• Safe practices on Social networking
• Email messaging
• Digital Literacy
10
ITDC-303 Office automation tools:
• Spreadsheet
• Word processing
• Presentation
40
ITDC-304 Multi Media Design: (Open Source Design Tools)
• Interface and Drawing Tools in GIMP
• Applying Filters
• Creating and handling multiple layers
• Using Stamping and Smudging tools
• Importing pictures
35
ITDC-305 Troubleshooting: Hardware, Software and Networking
• Commonly encountered problems
• (Monitor: No display, KB/Mouse not responding,
monitor giving beeps, printer not responding, check for
virus, Delete temporary files if system is slow, adjust
mouse speed)
10
ITDC-306 Work Integrated Learning IT - ISM
• Identification of Work Areas
• Work Experience
14
124

1
Computer
Organization OS:
User Perspective
Computer
Organization OS:
User Perspective
Unit - 1Unit - 1

2
Unit-1
Learning Objectives
After studying this course the students will be able to:
v Understand what is hardware
v Identify the Input and Output devices
v Identify components and peripherals of computer
v Understand what is Operating System
v Understand the features of Operating System
v Different versions of Windows 7
v Control Panel
Introduction
The computer is an electronic machine made with electronic devices. It accepts the
raw data through input device processes it based on the set of instructions given
(called programs) and produces the information as output on the output device.
Computer hardware refers to the physical components or peripherals (physical parts
of a computer such as CPU, Mother Board, RAM, keyboard, Mouse, monitor, Optical
disk drive, storage disk etc. all of which are physical objects that you can actually
touch.
A computer requires both hardware and software to operate. It cannot operate solely on
the hardware. However, a computer is a dumb machine. It cannot operate on its own.
It requires human interaction (user) for its operation. However, a computer user cannot
interact directly with the computer hardware. He/She requires some kind of interface to
interact with the computer’s hardware. This interface is known as the operating system
(OS).
Definition of Computer
The computer is an electronic machine made with electronic devices. It accepts the raw
data through input device processes it based on the set of instructions given (called
programs) and produces the information as output on the output device. The important
feature of computers is its storage capability which can store the information and can be
retrieved as and when required.

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Unit-1
Characteristics of Computer
Computers are popular because of following characteristics:
• Speed: Computer can perform a task much faster than done manually.
• Accuracy: Computer gives accurate results compared to task done manually.
• Storage: Computer stores the information in its main memory and the same can be
retrieved based on the requirement.
• Multitasking: Computer performs multiple tasks simultaneously. For example, one
can use the computer to take a printout of an inventory report and at the same time
can use it to draft letters.
• Communication: Computer can be used to exchange information between two or
more computers. Internet is the best example of this.
Application Areas of Computers
The influences of computers are widespread and are used in various application areas
mentioned below :
• Business Area
• Entertainment Area
• Education Area
• Medicinal Area
• Finance/Banking Area
The Language of Computers
Computer being electronic machine it knows only “ON” or “OFF” (‘0’ or ‘1’). Any data
that is to be fed, processed or stored should be converted into combination of 0s and
1s. This is called binary notation and 0 or 1 is called a Bit.
Bit is a basic memory unit.
Byte is unit of data consists of 8 bits
Kilo Byte (KB) equals 1024 – Bytes
Mega Byte (MB) equals 1024 Kilo Bytes
Giga Byte (GB) equals 1024 Mega Bytes
Data Transfer Inside a Computer

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Unit-1
All the data movements within a computer occur through buses. A bus is a group of
electrical conductors, mostly wires, running parallel to each other carrying a charge from
one point to another within the computer. A bus can be copper traces on a circuit board
or wires in a cable.
Usually, a bus is found in multiples of eight (8, 16, 32, 64, and so on). In the early
computers, manufacturers used a set of eight wires for constructing buses. This allows
the transmission of eight bits, or one byte, of information at a time.
The bus width is one of the important characteristic to optimize the performance of the
computer. Wider the bus, more bits can be transferred simultaneously resulting in faster
data transmission. 8-bit bus can carry only 8-bits of data at a time, while the 32-bit bus
can carry 32-bits of data simultaneously. As a result a bus with 32-bit width will transfer
more amount of data compared to a bus with 8-bit width.
In a computer, a bus is used to connect the main processor, the memory, and all input/
output devices. If the bus connects main processor with the computer memory, then it
is called a system bus or front side bus. If the bus connects input, out put devices, then
it is called I/O bus.
Parallel and Serial Communication
As discussed earlier the basic function of computer is to take an input, process it and
produce the desired output. In order to perform this function, computer exchange data
amongst its various components. In certain computer components, these data are send
in serial order, one after the other in a sequence. This means only a single bit can be
send at any given time. This type of communication is called serial communication.
The following diagram illustrates the serial communication:
Fig. 1.1: Serial data Communication
In the preceding figure, observe that only one bit travels at a time between the two points
X and Y.
However, the disadvantage of serial communication is that it provides a slow mean
of data communication. And with the advancement in computer development, faster
means of communication is required. Hence to fasten the communication more wires
are used to connect the components of the computer. In this way we can send multiple
bits simultaneously. This enables the data to travel faster. This type of communication is
called parallel communication.

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Unit-1
The following diagram illustrates the parallel communication:
Parallel data Communication
In the preceding figure, observe that four bits travel at a time, through four wires, between
the two points X and Y.
We can draw analogy of the computer communication with cinema ticket booking.
Suppose a cinema hall has only a single ticket booking counter. The ticket clerk can
handle only one customer at a time and since there is only one counter only a single
customer can book a ticket at any given time. This may result in long queue and more
time for a customer to reach the booking counter and then getting the ticket. However,
if there are multiple windows for booking tickets, result in multiple customers to book a
ticket at any given time. In addition, the queue will also get divided amongst the multiple
counters resulting in shorter queue. This will result a customer to get the cinema ticket
in much lesser time.
In the above analogy, if the cinema hall has a single ticket booking counter, then it is
serial communication. And if the cinema hall has multiple ticket booking counters, then
it is a parallel communication.
Basic Elements of Computer
Hardware Software
Computer consists of two basic building blocks :
• Hardware and
• Software.

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hardware refers to the physical components or peripherals (physical parts of a computer
such as CPU, Mother Board, RAM, keyboard, Mouse, monitor, Optical disk drive, storage
disk etc. all of which are physical objects that you can actually touch.
Software is set of programs containing set of instructions to perform the task. It can be
classified in to Operating system and Application Software.
Operating System
It acts as an interface between Computer and peripherals and optimizes the utilization of
resources. It also acts as a mediator between User and Computer. It converts the English
like language to machine language (0’s and 1’s) and fed to computer for necessary
processing. The processed data which is in the form of machine language converts back
to English like language for User understanding.
Literally it is difficult to work with the PC effectively without Operating System. Example:
Windows XP, Linux etc.
Application Software
Set of programs developed to perform a specific task.
Example: Microsoft Word - this is an application software used to prepare letters with
features like formatting the data, Dictionary etc.
How Computer Works
Introduction
A computer usually performs four major operations or functions mentioned below:
• Input: Accepting data and instructions
• Processing: Process the data based on instructions
• Output: Produce the processed data to the output devices
• Storage: Stores the data/Information on the Hard disk
The following block diagram illustrates the basic functionality of computer:

7
Unit-1
Basic Functionality of a Computer
Input
This is the process of computer accepting the data or instructions through input device
namely Keyboard for the necessary processing. In this process the raw data is converted
into machine language and fed to CPU (Central Processing Unit) for necessary
processing.
Processing
This is the process of performing operations, such as arithmetic and logical operations,
based on instructions. The CPU takes data and instructions from input device and
processes it. The processed data is then sent to the output or storage unit.
Processing unit consists of two parts mainly known as “Control Unit” and “Art hermetic
and Logical Unit”. The Control unit controls the flow of data from various I/O devices
and internal components. The Arithmetic and Logical Unit performs the data processing.
This is also known as Micro Processor.
Output
The processed data (Information) from CPU which is in the form of machine language
will be converted to user understandable language (like English) and then fed to output
device like monitor or Printer.
Storage
The storage unit is used to store the data or Information permanently for future retrieval.
It acts as an input, output device. It feeds the raw data stored within to the CPU and
stores processed data. Hard disk is considered to be one of the main storage device.

8
Unit-1
Components Peripherals of Computer
Introduction to Computer Components Peripherals
A computer consists of several physical components and each physical component is
designated to perform one of the operations discussed in the previous section. These
physical components of a computer are called computer hardware.
The computer hardware device can be attached internally or externally to the computer.
Devices connected internal are called the Primary components and connected external
are called peripherals.
The following diagram shows some of the computer components.
Primary Components of Computer
Below are some of the devices that are attached internally to the computer are called
Primary components.
• Motherboard
 It is the Main circuit board accommodates Processor slot, Chipset, Front side
bus, Controller bus, RAM Slots, Extension slots (PCI), Controllers Connectors

9
Unit-1
for internal components, Ports for KBD Mouse, USB Ports, Display Connector,
Audio processing circuitry and connectors for Speakers Microphone, Parallel
port for printer connection, Serial port for data communication etc.
• Processor
 It is the brain of the computer. Data Processing and Execution of the task is
performed in it.

10
Unit-1
• CPU Heat sink Fan
 Heat sink and Fan is placed on the top of the processor to maintain the
temperature at pre defined level. The Speed of fan can be controlled based on
the heat generated by the processor.
• RAM
 RAM (RandomAccess Memory) is a Semiconductor Memory used as a temporary
storage supporting the processor. CPU retrieves the raw data from RAM and
pushes the processed data to it.
• Floppy Disk Drive
 Used to read, write Floppy disks

• Hard disk
 It is a Magnetic memory device used for bulk/permanent storage. The data
stored in this can be retrieved based on requirement.

11
Unit-1
• Optical Drive
 Optical drives are used to read/Write (Depends on Drive) data from the optical
media called CDROM, DVD ROMs. These Optical media can store huge amount
of data ranging from 700 MB to 4.5 GB compared to Floppy disk capacity of
1.44 MB. Some of the advantage are data portability and data retention.
• SMPS
 Switch Mode Power Supply (SMPS) Converts the AC input into DC out put. The
Out put Voltages are constant irrespective of the input Voltage. The DC Out
of the SMPS will be fed to various components of Computer. SMPS connects
to motherboard on SMPS power connector. Different color of wires provides
different voltages on output. Even connectors are also specifically used for
separate devices or peripherals.
• Add on Cards - Modem, Network card, PCI Express Card etc.
 Add on cards are used to expand the computer functionalities. These are
attached to the PCI slots available on the motherboard. These are used based
on requirement.

12
Unit-1
■ Modem card: enables the computer to connect to the internet
■ Network card: enables the computer to connect to the Local Network
■ PCI Express card: Used display high end 3D graphics
In addition to above mentioned devices, there are two more devices that are though
attached externally are called computer components. These are keyboard and mouse.
Computer Peripherals
Below are some of the devices that are attached externally to the computer, except
keyboard and mouse, are called computer peripherals. The various computer peripheral
devices are:
• Keyboard Mouse
 Keyboard is an Input device used to input the data to the computer.
 Mouse is a pointing device used to select a particular option shown on the
monitor
• Printer
 Printer is an output device used to take the print out of files. It could be a document
or a photograph. The quality of the printout depends on type of printer we are
using.

13
Unit-1
• Scanner
 Scanner is used to digitize physical documents/Photographs.
• Output devices Monitor (CRT/LCD)
 Monitor is an output device displays images and texts generated by computer.
• Joystick
 It is a gamming devices used while playing animated games in computers

14
Unit-1
• Microphone
 Microphone used to record the voice, Dictate to a computer (Converts to text,
chat).
• Webcam
 Webcam used for lower level video conferencing through internet. In this
technique the users can see live each other during the session.
Operating System – A Brief Introduction
What is an Operating System?
A computer requires both hardware and software to operate. It cannot operate solely on
the hardware. However, a computer is a dumb machine. It cannot operate on its own.

15
Unit-1
It requires human interaction (user) for its operation. However, a computer user cannot
interact directly with the computer hardware. He/She requires some kind of interface to
interact with the computer’s hardware. This interface is known as the operating system
(OS).
An operating system is defined as software that acts as an interface between the user
and the computer hardware, and which provides a platform on which other software
applications can run. The OS is divided into two main components: kernel and shell. The
kernel is the core component of the OS that interacts with the computer hardware. The
shell is a piece of software that provides an interface for users. It usually refers to an
operating system shell which provides access to the services of a kernel.
The following figure shows a typical architecture of an OS illustrating shell and kernel:
Fig. 2.1: OS Architecture
An operating system can be a text-based interface or graphical user interface (GUI). In
text-based interface the letters, numbers, and symbols are entered on a command line
to communicate with the OS. An example of a text-based OS is MS-DOS.
On the other hand a GUI presents graphical representations of commands, such as
icons, toolbars and menu bars, to interact with the OS. Some popular examples of GUI-
based OS are Windows 95/98/Me/2000/XP/Vista/W7.
Identifying Functionalities of Operating System
An operating system is responsible for performing wide variety of tasks. Some of the
most important tasks are:

16
Unit-1
• User interface
• File management
• Device management
• Memory management
• Process management
• Networking
• Security
User Interface
An important task of an operating system is to act as a mediator between the computer
hardware and the computer user. It interacts with the computer hardware on behalf of
the user. However to do so the OS needs to take input from the user.
The OS displays an interface on the computer monitor that it uses to communicate with
a computer user. The user communicates with the computer through this user interface
by typing in few simple commands without the need of remembering complicated control
methods.
Today, the GUIs are the most widely used user interface making use of mouse, keyboard,
drop-down menus, toolbars, etc. Because of ease of working with a GUI, today GUI-
based OS like Windows XP are most widely used amongst computer users.
File Management
A file is a collection of information stored on a disk. You make a file when you create
information (such as text or graphics) using some application, give the file a name and
save it on a disk. However, it is actually the OS that physically creates the file and store it
on a storage media. But apart from creating and saving a file, an OS is also responsible
to retrieve the content of the file or to remove the file from the storage media, when the
user gives the necessary commands.
Device Management
The OS is also responsible for managing various input and output devices attached to
the computer. It is responsible for controlling the working of hard disk drive, displaying
output on monitor, or communicating with peripherals like printers.
However, to communicate with various input/output devices, the OS requires special
software called the driver. This is because the OS is written in a high-level programming

17
Unit-1
language (which humans can understand) whereas the input and the output devices
attached to the computer can understand electrical signals only. It is the responsibility of
the driver to translate the OS commands into electrical signals (bits and bytes for most
devices) or a series of laser pulses in a printer.
Memory Management
An important task of an OS is memory management. Computer memory is one of the
most crucial components of the computer system. The computer memory consists
of registers, cache, random access memory, etc. It is the responsibility of the OS to
determine which memory component is free and which can be allocated or deallocated
to a resource. This resource can be a hardware device like printer etc. or a software
application like Word etc.
An OS is also responsible for managing the virtual addresses. If multiple resources are
accessing the computer memory simultaneously, then it is the responsibility of the OS
to prevent the resources from interfering with each other’s memory. This is achieved by
assigning separate address spaces for each of the resources which are in the memory.
Each resource can access only that part of the memory that is uniquely assigned to it.
The OS can also write inactive memory pages to secondary storage. This process is
called paging or swapping.
Process Management
Every program running on a computer, be it a service or an application, is a process.
And most of today’s processor support multitasking, executing several processes at a
time. But despite of this fact, only one process can be executed by a CPU at any given
time. It is the responsibility of the OS to determine how to allocate the CPU to any given
process. This is called process management.
All the processes that are seeking for CPU usage are added to a process queue. Most
OS allocate certain priority level to a process that is seeking for the CPU usage. The OS
also allots a certain CPU time to each of the process. This is called time slicing.
When a process currently in CPU exceeds the time assigned to it, it is removed from
the CPU and is placed at the end of the process queue. The next process that is to allot
the CPU is the one that is having the highest priority. Therefore, using time slicing and
priority level, an OS can schedule the CPU resource amongst different processes that
are vying for the CPU resource.

18
Unit-1
Networking
Most current OS has a built-in support for TCP/IP networking protocols. This means that
computers running dissimilar operating systems can participate in a common network
for sharing resources such as computing, files, printers, and scanners using either wired
or wireless connections.
Security
Most of today’s OS provide some or other form of security level. They provide mechanism
to protect your computer as well as the data stored in the computer. They provide
password protection to keep unauthorized users from accessing your system. Some
operating systems also maintain activity logs and accounting of the user’s time for billing
purposes. An OS also provide backup and recovery utilities to use to recover the system
in case of system failures.
Windows 7 system requirements
If you want to run Windows 7 on your PC, here’s what it takes:
• Processor
 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor
• RAM
 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit)
• Storage
 16 GB available hard disk space (32-bit) or 20 GB (64-bit)
 Explaining Different Windows 7 Editions
Windows 7 is the successor to Windows Vista. Different versions of Windows 7 are :
• Windows 7 Starter
• Windows 7 Home Basic
• Windows 7 Home Premium
• Windows 7 Professional
• Windows 7 Enterprise
• Windows 7 Ultimate
Windows 7 Starter supports very less features so we can say that the first version of
Windows 7 is Home Basic. Each version of Windows 7 is slightly different and offers
different options. The majority of consumers will choose Windows 7 Home Premium,
and most businesses choose Windows 7 Professional.

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Features of different versions of Windows 7
Features/
Availability
Starter Home
Basic
Home
Premium
Professional Enterprise/
Ultimate
OEM licensing Emerging
markets
Retail
and OEM
licensing
Volume
licensing
Retail
and OEM
licensing
64-bit and 32-bit
versions
32-bit only Both Both Both Both
Home Group (create
and join)
Join only Join only Yes Yes Yes
Multiple monitors No Yes Yes Yes Yes
Fast user switching No Yes Yes Yes Yes
Desktop Wallpaper
Changeable
No Yes Yes Yes Yes
Windows Mobility
Center
No Yes Yes Yes Yes
Multi-Touch No No Yes Yes Yes
Premium Games
Included
No No Yes Yes Yes
Windows Media
Center
No No Yes Yes Yes
Encrypting File
System
No No No Yes Yes
Location Aware
Printing
No No No Yes Yes
Remote Desktop
Host
No No No Yes Yes
Windows Server
domain
No No No Yes Yes
Windows XP Mode No No No Yes Yes
AppLocker No No No No Yes
BitLocker Drive
Encryption
No No No No Yes

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Unit-1
Features/
Availability
Starter Home
Basic
Home
Premium
Professional Enterprise/
Ultimate
Subsystem for Unix-
based Applications
No No No No Yes
Multilingual User
Interface Pack
No No No No Yes
Virtual Hard Disk
Booting
No No No No Yes
How to install Windows 7
Step-1
Make DVD – The First Boot Device. This setting can be done from BIOS.
Step-2
Insert the Windows 7 DVD into your computer’s DVD-ROM drive, and restart the
computer. Windows 7 Setup should start automatically.

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Unit-1
Step-3
Step-4 Select “Custom” option, for fresh installation of windows 7.

22
Unit-1
Step-5 Provide the name of user you want to create and the name of the computer. Also
enter the new password in the next screen.
Step-6 Type the product key which is provided by the Microsoft corporation at the time
of purchase of Windows 7.

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Unit-1
Step-7 Set the date, time and time zone also. You may set these all later on also.
Step-8 After this, all the settings finalizes by setup.

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Unit-1
Step-9 Finally, Windows 7 desktop appears at the end of installation.
Step-10 After the installation, the first setting to be change is display setting. To do this,
right click on the desktop, select “Screen resolution”

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Unit-1
Step-11 Click on the resolution and select the desired setting for display.

27
Networking
and Internet
Networking
and Internet
Unit - 2Unit - 2

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Unit-2
Learning Objectives
After studying this course the students will be able to
v What is Network? Types of Network
v Advantage and disadvantages of network.
v Networking devices.
v What is Internet?
v Network Safety concerns.
v Network security tools and services.
v Cyber security.
v Safe Practices on social networking.
Introduction
Today everywhere like banks, IT Company, retail sector, education, transportation etc.
you could find the implementation of computer networking.
A network is connection of two or more computers that are linked to share resources
(Hardware/Software). This lesson gives idea about what is network and how many types of
network we have? What are the advantages and disadvantages of computer network?And
the different network devices for LAN/WAN that are used to setup computer network.
This lesson also gives you practical hands on experience on network Communication,
internet, basic network security, cyber security etc. Additionally it also helps the learner
on various network security tools.
Here you will also learn about what the social networking sites are and how to access
them safely.
What is Network?
A network is two or more computers, or other electronic devices, connected together so
that they can exchange data.
For example a network allows computers to share files, users to message each other, a
whole room of computers to share a single printer, etc.
Let’s have look on network diagram. You can see many computers,server,printer are
connected through cables for resource sharing.

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Unit-2
Why Do Our Computer Need Network?
There are some reasons why someone with more than one computers want to connect
into a network. What the network will actually be used for ?, of course it will vary depending
on the needs of the person or company who is creating the network.
Networks can be used for simple tasks, such as sharing a printer, or it can be used for
more advanced applications such as worldwide video conferencing.
The list that follows some of the reasons for networking computers:
• File sharing. Networking makes it very easy for the users on the network to share
application files. For an example when we are able to download a song from internet
it means that song is stored on a particular computer over the internet and has
been publicly shared over the internet that’s why we are able to download anything
like movie/any document/songs etc by the use of internet. So this is known as file
sharing.
• Hardware sharing. Users can share devices such as printers, CD-ROM drives, and
hard drives.
Given picture tells you hardware resource sharing. As we know printer is hardware
device and everyone is printing his/her document sitting in his desk/seat through the
one printer. it means this printer is shared with everyone on the network. So this will be
one example for hardware sharing.

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User communication: We mostly utilize internet for chatting/video conferencing. It
means we are making use of computer network for our communication with friends/family
etc who are in the different cities. It is only possible because of Computer network.
There are two types of computer networks
• LAN
• WAN
• Local Area Network (LAN): A LAN is two or more connected computers sharing
certain resources in a relatively small geographic location (the same building, for
example).
• Wide Area Network (WAN): A WAN typically consists of 2 or more LANs. The
computers are linked by telephone lines, radio waves, satellites etc.The Internet is
the largest Wide Area Network (WAN) in existence.
•

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Advantages of Installing a Network in schools
1) Connections: Administrators, instructors, and even students and guests can be
connected using the campus network.
2) Services: The school can provide services, such as registration, school directories,
course schedules, access to research, and email accounts, and many others.
(Remember, network services are generally provided by servers).
3) Internet: The school can provide network users with access to the internet.
4) Computing resources: A high quality printer that is installed in the network for
whole campus can be used by instructor or student both.
5) Flexible Access: School networks allow students to access their information from
connected devices throughout the school. Students can begin an assignment in
their classroom, save part of it on a public access area of the network (Server).
6) Workgroup Computing: Software allows many users to work on a document or
project concurrently. For example, educators located at various schools within a
county could simultaneously contribute their ideas about new curriculum standards
to the same document, spreadsheets, or website.

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Disadvantages of Installing a Network in school
1) Expensive to Install: Large campus networks will be expensive in case of more
computers Cabling, network cards, switches, routers, wireless access points, and
software can get expensive, and the installation would certainly require the services
of lab technicians who will handle the network.
2) Servers Fail: Although a network server is no more subject to failure than any other
computer, when the files server “goes down” the entire network may come to stop.
3) Cables May Break: One broken cable can stop the entire network.
4) Security and compliance: Network security is very important. A school network
should be subject to more strict security requirements than a corporate/company
network, because of its chances of storing personal and confidential information of
network users.
Network devices
Without network devices our computers wouldn’t be able to connect to the internet as
well as to other computers . It is thus very clear that these are very important devices
and without them we cannot be able to work efficiently with our computers.
Common Data Network Symbols

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Unit-2
Some network devices are given in the picture that are used to form a network. Where
when we form a LAN then some devices will be used and when we setup WAN some
extra devices will be used. we will have a look on this that will help you to understand
name of LAN/WAN devices.
Lan Devices-1
NIC Card
A network interface controller (NIC) card is a computer hardware component that
connects a computer to a computer network. it is also known as a network interface
card, network adapter, LAN adapter, Ethernet card) is a computer hardware component
that connects a computer to a computer network.You can see the NIC card picture given
below.
2. Hub
Hub is a device that is used to connect more than two computers together for data file,
resource sharing etc in the network.

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Unit-2
3. Switch
A switch is a telecommunication device that receives a message from any computer/
device connected to it and then transmits the message only to the device for which the
message was sent. This makes the switch a more intelligent device than a hub (which
receives a message and then transmits it to all the other devices on its network). Switch
is also known as multiport bridge.
4. Bridge
Bridge is similar to Switch. Bridge has less number of connecting ports than switch
Wan Devices
1. Router
Routers are the physical devices that connect multiple different networks together. As its
name tells us that this device defines the route for data packets. Like by which route the
data will be forwarded if more than routes are available.

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Unit-2
2. Modem (Wireless/Wired)
Modems are networking devices that convert analog and digital data for computer-to-
computer communication. Analog data used on telephone lines and the digital form
used on computers. It is also known as: modulator demodulator.
What is internet?
History of Internet
• In 1969, the US Department of Defense started a project to allow researchers and
military personnel to communicate with each other in an emergency. The project
was called ARPAnet and it is the foundation of the Internet. In 1971 Ray Tomlinson
made a system to send electronic mail.
• in April of 1999, there were 92.2 million Internet users over the age of 16 in the
United States and Canada. By 2005, it is predicted 75% of the total US population
will be online.
• Internet is the example of WAN network.

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Unit-2
Network Security
Security is the process/technology that provides safe data communication over the
network and it provides security to the computer or to the whole network. There are
many types of security software including antivirus software, encryption software,
firewall software and spyware removal software. Additionally, many operating systems
also come preloaded with security software and tools. The two most common types
of security software used for personal computer security are antivirus software (virus
protection software) and antispyware software (spyware removal software).
There are many safety concerns that you have to follow to safe your computer. List is
as given
• Never share your password - with anyone.
• Use strong passwords that contain at least 8 characters and a combination of
alphabetic, numeric, and symbolic characters.
• Do not base your password on casual personal information, such as your birth date
or something that anyone would know about you.
• Change your password regularly.
• Don’t write down your password - anywhere.
• Log off of public computers if you either step away from the keyboard or are finished
using it.
Network Security tools and services
Network security tools are some software that are used to secure network infrastructure
and these software give information about the network .for an example which system is
creating problem. some of the tools are as given
1. Network Sniffers, Protocol Analyzer and Packet Capturing

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

38
Unit-2
• An internet filter is software designed to block employees/students from the many
inappropriate websites that they are not allowed to visit.
• Web Filters Can Prevent Employees/studentsFrom Seeing Images and Content
Dealing With:
 Alcohol
 Drugs
 Violence
 Gambling
 Weapons
 Tobacco
• Web filters can prevent employees/students from using social networking websites
like face book, LinkedIn etc. all together. Most students/employees are simply not
mature enough to use it.
• Web filters ensure that even if managers are not present for any reason, that there is
no possibility of their employees becoming diverted by the inappropriate and illegal
content and images floating around the internet.
Why Business Owners Need To Use Internet Filters
1. They won’t always be present to monitor internet activity.
It is impossible for business owners to supervise every moment that their employees
spend online while at work. Business owners are busy with both the physical aspects of
the business, as well as planning for the future of the company.

39
Unit-2
2. They keep track of all online activity.
The internet web filters available on the market today not only prevent negative images
and videos from being accessed by employees, but it also keeps track of the internet
search history of everyone using company computers.
3. Firewall Software, Hardware Security
What is firewall?
• A firewall is a system designed to prevent unauthorized access to a network. You
can implement a firewall in either hardware or software form, or a combination of
both. Firewalls prevent unauthorized Internet users from accessing private networks
connected to the Internet.
• All messages entering or leaving the intranet (i.e., the local network to which you
are connected) must pass through the firewall, which examines each message and
blocks those that do not meet the specified security criteria.
Cyber security
What is Cyber security?
• Cyber security is the technology and process that is designed to protect computers,
networks and data from unauthorized access, vulnerabilities and attacks delivered
via the Internet by hackers.

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Unit-2
• ISO 27001 (ISO27001) is the international Cyber security Standard that provides a
model for establishing, implementing, operating, monitoring, reviewing, maintaining,
and improving an Information Security Management System.
• Cyber crime - It is any illegal activity that uses a computer for the storage of evidence.
This can take many forms including the gaining of credit/debit card data,
• Cyber Attack is also a cyber crime which can also be called a Computer Network
Attack (CNA) is an attack from one computer to another using a network intentionally
to alter, disrupt, deny, degrade, or destroy the data.
Prevention Tips
The below tips provide basic information on how you can keep your computer and your
identity safe.
• Keep your computer current with the latest patches and updates.
• Make sure your computer is configured securely.
• Choose strong passwords and keep them safe.
• Protect your computer with security software.
• Shield your personal information.
• Online offers that look too good are not always true.
Keep your computer current with the latest patches and updates.
One of the best ways to keep cyber attackers away from your computer is to apply
patches and other software fixes when they become available. By regularly updating
your computer.
While keeping your computer up to date will not protect you from all attacks, it makes it
much more difficult for hackers to gain access to your system.
Make sure your computer is configured securely.
• Keep in mind that a newly purchased computer may not have the right level of
security for you. When you are installing your computer at home, pay attention not
just to making your new system function, but also to making it work securely.
• Configuring popular Internet applications such as your Web browser and email
software is one of the most important areas to focus on. For example, settings in
your Web browser will determine what happens when you visit websites on the
Internet.

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Unit-2
• If you are uncomfortable configuring your computer yourself, consult someone you
know and trust for assistance or contact the vendor directly.
Choose strong passwords and keep them safe.
The following tips can help make your online experiences secure:
• Select a password that cannot be easily guessed to keep your passwords secure
and away from the wrong hands. Strong passwords have eight characters or more
and use a combination of letters, numbers, and symbols (e.g., # $ % ! ?).
• Avoid using any of the following as your password: your login name, anything based
on personal information such as your last name, and words that can be found in the
dictionary. Try to select especially strong, unique passwords for protecting activities
like online banking.
• Change passwords on a regular basis, at least every 90 days.
Protect your computer with security software.
• Several types of security software are necessary for basic online security. Security
software essentials include firewall and antivirus programs.
• A firewall is usually your computer’s first line of defense–it controls who and what
can communicate with your computer online. You could think of a firewall as a sort of
“traffic cop” that watches all the data attempting to flow in and out of your computer
on the Internet, allowing communications that it knows are safe and blocking “bad”
traffic, such as attacks, from ever reaching your computer.
• The next line of defense is your antivirus software, which monitors all online activities
and protects your computer from viruses, worms, Trojan horses, and other types of
bad programs.
Shield your personal information.
• Don’t respond to email messages that ask for personal information. legal companies
will not use email messages to ask for your personal information. When in doubt,
contact the company by phone or by typing in the company Web address into your
browser. Don’t click on the links in these messages as they make take you to a fake,
mean websites.
• When visiting a website, type the URL directly into the Web browser rather than
follow a link within an email or instant message.

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• Pay attention to privacy policies on websites and in software. It is important to
understand how an organization might collect and use your personal information
before you share it with them.
Online offers that look too good are not always true.
Sometimes you may see on the website that you have won 100000Rs.please click here
to know more.So these type of messages are always fake. By mistake if you click on the
message then they will ask for some bank account no and more information. All these
information will help them to gather your personal information for further attack so never
believe on these online offers.
The old saying “there’s no such thing as a free lunch”.
If an offer looks so good it’s hard to believe, ask for someone else’s opinion, read the
fine print, or even better, simply ignore it.
Safe Practices on social networking
Overview
Here we’ll look at some social networking sites, such as Facebook, Twitter, Google+
and LinkedIn. Sites such as these are powerful tools, allowing you to meet, interact with,
and share with people around the world. In this section we will discuss how to use these
sites safely.
Privacy
Social networking sites are a powerful and fun tool, but
be careful what you post and whom you trust.!
A common concern about social networking sites is your privacy, the risk of you or others
sharing too much information about yourself. These dangers of over sharing include:
1) Damaging Your Career: Embarrassing information may harm your future. Many
organizations search social networking sites as part of a new employee background
check to see what has been posted about you. Any embarrassing or incriminating
posts, no matter how old they are, may prevent you from getting that new job. In
addition, many universities conduct similar checks for new student applications.
2) Attacks Against You: Cyber criminals can collect your information and use it for
attacks against you. For example, they can harvest your personal information to
guess the answers to “secret questions” that websites use to reset your passwords
or perhaps apply for a credit card using your personal information.

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Unit-2
Safety Tips
Features of these online networks include: picture posting, posting of particular
information, physical location disclosure, blogging, file-sharing, social calendar ability,
and the ability to write and receive comments from others.
However, there are risks associated with online communities. Below are some safety
tips which pertain to online networks.
Information Disclosure
Everything a user posts online is optional. Information such as home address, school
address, cell phone number, class schedule, email address, birthday, and more can be
used to positively identify a user.
A positive identification may lead to personal harm. Identity theft, or harassment can
occur.
The information posted may affect other individuals. A roommate or family member may
unintentionally become affected by a user’s posted information.
Security on Social Networking Sites
Here are some steps to protect yourself.
1) Login: Protect your social networking account with a strong password. Do not
share this password with anyone or use it for other sites. In addition, some social
networking sites, such as Facebook or Google+, support features for stronger
authentication, such as using one-time passwords when logging in from public
computers or using your phone as part of the login process. Enable these features
where possible.
2) Encryption: Many sites, such as Facebook, Google+, and Twitter, allow you to force
all communications with the website to be encrypted (called HTTPS).Whenever
possible, enable this option.
3) Links: Be careful of clicking on links posted on public pages. Viruses and worms
spread easily on such sites. If a link seems odd, suspicious, or too good to be
true, do not click on it.even if the link is on your most trusted friend’s page. Your
friend’s account may have been hijacked or infected and now be spreading
malware.
4) Apps: Some social networking sites give you the ability to add or install third party
applications, such as games. Keep in mind these applications and they may have
full access to your account and the data you share. Malicious apps can use this

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access to interact with your friends on your behalf and to steal and misuse personal
data. Be careful, and only install apps that come from trusted, well-known sites.
Once they are installed, make sure you keep them updated. If you are no longer
using the app, then remove it.
Email Messaging Modify Message Settings
Sometimes it is necessary to alert recipients about the importance or sensitivity of the
information you are sending as well as making sure that your message has been received
and read. At the same time, as a recipient of email, it is critical that senders know when
you will be able to respond to their email. Moreover, when you email regularly to the
same group of people, there is a great way to save time.
In addition, you may want to insert hyperlinks about resource in a mail you send. In the
following five sessions, you will learn about all these features of emailing software.
Relevant Knowledge
You have already learnt to work with email messages using the email messaging
software. Email messaging software allows us to modify various settings such as setting
importance, confidentiality, set color category, delivery options, etc.
Message settings alert the recipient of the message about the importance and sensitivity
of a message. Both the message importance and sensitivity are indicated by an icon
after the message subject in the Inbox.
Importance
Email messaging software allows you to set priority for messages. For example, since
exam schedule is of high importance, you can set the importance level of exam related
emails to high.
If you want to set high importance for a mail message as a one time activity, do the
following:
1) Compose a new mail message.
2) Click red exclamation (!) under Options group in Message tab.
3) Send the email message to a recipient.
Messages will be marked with red exclamation (!) when viewed by the recipients
indicating that this message is of high importance (figure below).

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

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3) Click on the dropdown arrow in More Options group. The Message Options dialog
box opens:
4) Select Private under Sensitivity: dropdown under Message settings (image above).
Click Close.
5) Send this message to a recipient.
The recipient will see a message similar to the one below when the mail is viewed.

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Unit-2
Note that this option is just an indicator to the recipient, sent with a belief that the recipient
will be ethical and keep the message private, not highlighting the contents to others.
However, the recipient can choose whatever he/she wants to do with such an e-mail.
Delivery Options
Delivery options include settings that:
• Specify that replies be sent somewhere other than to the sender of the message.
• Delay delivery of the message until a specified date or time. The message is stored
in the Outbox until it is delivered.
• Have the message expire after a specified date or time. After the expiration date,
if the message has not been opened yet, it is deleted. If the message has been
opened, it is crossed out.
Setting Expiration
You can set expiry date and time for time sensitive messages. For example if you
send an email to a large group announcing a public gathering at a specific date
time, you generally do not expect participants to join the gathering after the specified
date and time and it is useless if this message is viewed by the recipients beyond
the schedule. Hence, you can set the mail to expire automatically beyond a particular
schedule and mails will be marked with the status as expired denoted by a strikeout
icon.
For example, you need to compose a mail to announce an Interschool competition
along with its schedule. To set the message to expire beyond the schedule, do the
following:
1) Create the appropriate mail.
2) Select Options tab and click dropdown arrow in More Options group. A Message
Options window appears.
To set expiration, select the checkbox next to Expires after under the section Delivery
Options and specify the exact date and time as mentioned in the schedule.
3) Send the email message to a recipient
The message is displayed with a strikethrough (figure below), if viewed by the
recipient after the date and time has elapsed, indicating that the message is no longer
valid.

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Delay Delivery
If you want to send a message on a later date, at a specific schedule, you can use the
delay delivery option. Delay delivery is useful when you want to delay the message
delivery for example, announcing a time sensitive activity such as a contest or when
waiting for a confirmation from your supervisor about an announcement. In such cases,
you can prepare the mail in advance but set it to shoot off later.
To understand how to specify delayed delivery, do the following:
1) Compose a new mail message announcing a painting contest - “Miracle of
Hands”.
2) To delay the delivery, select Options tab. Select the dropdown arrow in More Options
group. The Message Options dialog box appears.
3) To set the mail to be sent at a later schedule, check Do not deliver before: under
Delivery options section and select a data time from dropdown list. For this
exercise, select the current date as date and set the time 5 minutes from the current
time. Click Close.
4) Now send this message to a recipient.
Notice this message will be queued in Outbox and will be sent only at the specified
time.
5) Now compose another message and send this immediately to a recipient. Note the
difference.
Notice the second message is delivered immediately to the recipient; message marked
for delayed delivery will be sent only at the specified time. Check with the recipient if
they have received the contest mail after the delayed schedule.
To delay the delivery for all messages, do the following:

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Unit-2
For example, to set the messaging software to delay delivery of mails for all messages
by 60 minutes, do the following:
1) Select Tools Rules and Alerts. Click New Rule... A dialog box appears.
2) Select Check messages after sending from the dialog box Step1: Select a
template.
3) Click Next. A window similar to the one below appears indicating that this rule will
be applied all messages. Click Yes.
4) Check defer delivery by a number of minutes under Step 1: Select action(s).
5) Select a number of from the dialog box Step 2: Edit the rule description (click an
underlined value).
Step 2: Edit the rule description (click an underlined value)
Apply this rule after I send the message defer delivery by;a number ciflminutes
6) A Deferred Delivery dialog box appears. You can specify the delay in minutes here.
In this case enter the value as 60.
7) Click OK. Click Next twice and Click Finish. Click OK.
8) Now compose a new test mail message and send it to a recipient.
Notice the message is queued in the outbox waiting to be sent 60 minutes later.

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9) To confirm, select outbox. Double-click the queued message. Select Options tab,
select dropdown arrow in More Options group.
10) Notice the schedule set automatically 60 minutes from now under Do not deliver
before: (data time values).
Receiving a confirmation (Requires Exchange environment and/or ISP support)
Sometimes, when you send important messages, you may need a confirmation that the
email message sent by you has reached the recipient. Email messaging software can
track delivery of messages; however, this is not a guarantee that the recipient has read
and understood the message.
If you want to specify the confirmation settings as a onetime activity, do the following:
1) Compose a new email message.
2) Apply the Request a Delivery Receipt option available under Tracking group in
Options tab.
3) Send the email message to a recipient.
You will receive an email message either with icon next to the mail message if it is
delivered to the recipient or with icon next to the mail message if it is not delivered.
To receive delivery receipts for all outgoing messages, do the following:
1) Select Tools Options.
2) Select E-mail Options...under Preferences tab.
3) Select Tracking Options...under E-mail Options dialog box.
4) Select Delivery receipt under the section For all messages I Send, request:
5) Click OK thrice to save the settings and move back to the previous level.
Notice that you will receive delivery receipts for all outgoing messages once delivered
to the recipient.

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

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Unit-2
3) Select Tracking Options...under E-mail Options dialog box.
4) Select Read receipt under the section For all messages I Send, request:.
5) Click OK thrice to save settings and move to the previous level.
Notice that you will receive red receipts for all outgoing messages if the recipient chooses
to click Yes.
Note to instructor: Disable the rule before moving to next section as this rule will delay
all other activities in this session. To disable, select Rules and Alerts, uncheck this rule
and Click OK.
Flag Messages
Imagine yourself in a role in which you interact with many people through mails everyday;
it would be extremely difficult when you want to track multiple activities. You may forget
to respond to a vendor, sign a contract or follow-up with someone for an important
decision. Flagging email messages can help you to manage emails much effectively.
For example if you want to set a remainder for yourself, do the following:
1) Select a mail message from the list
2) Select Actions Follow Up Custom...

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

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Unit-2
a. Select Follow Up dropdown arrow under Options group. Select Custom.
b. Check Reminder: select a date and time convenient to you for a follow up.
c. Click OK.
2) Send the message to a recipient.
a. Select Go Tasks to view the To-Do list. Notice the reminder set in the list.
Sometimes you may delegate a task to your colleague and expect a response. If your
colleague forgets about the delegated task, you may not receive the response on time.
To avoid this, you can flag the message you wanted your colleague to respond. To set a
reminder for a task delegated to your college, do the following:
a. Select Follow Up dropdown and select Flag for Recipients...
b. Under Flag for Recipients section, select Reply from Flag To: dropdown list,
select data and time under Reminder: dropdown.
d. Click OK.
2) Send the message to a recipient.
Note: Following screen will be available only on the recipient’s email messaging
software.
Mail message flagged using this procedure is displayed to the recipient similar to the
one below:

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Unit-2
Flag icon on a mail message
Notice the flag icon ^ next to the mail message (Left) and text above Sent: (Right). Now
the recipient can add this flagged reminder to their calendar by:
1) Right-click on the flag icon
2) Select Add Reminder... (figure below)
3) Click OK in the Custom dialog box.
Now the reminder is added to the To-Do list in Recipient’s email messaging software. To
view the to do list, select Go Tasks.

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Unit-2
Notice the flagged reminder (left) and text (Right).
Since the reminder is added to the recipient’s calendar, alerts may pop-up depending on
how the recipient’s messaging software is configured. Recipient can send a reply to the
sender to indicate the completion of task.
Voting
Imagine a situation where you want to finalize a decision based on votes from a group
of audience. Usually a meeting is conducted or groups are collected for voting. This
requires lot of time spent by each voter. To save time and money, electronic votes are
used, especially if a large group (possibly located in different geographical locations) is
being addressed.
For example, to conduct a survey across your school to have special computer lab
classes over a weekend, do the following:
1) Compose a new mail message explaining the details of this survey.
2) To insert voting buttons, do the following:
a. Select Options tab
b. Select dropdown arrow in More Options group. The Message Options dialog
box appears.
c. Select Yes;No from Use Voting buttons: dropdown list in Voting and Tracking
options section (image below). For now, select Yes;No from the list.
d. Click Close
3) Send the message to a recipient or group of recipients.
Recipients will receive your mail just like any other mail, except that in addition they
can choose Yes or No from a menu similar to the one below. Message viewed in inbox
(figure left) and when opened (figure right).

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Unit-2
Recipients can respond either by choosing Yes or No from the dropdown depending on
their decision with or without additional comments. When recipients click Yes (or No), a
window similar to the one below appears:
• If Send the response now is selected, the decision is sent immediately
• If Edit the response before sending is selected, messaging software allows you to
add comments before sending the vote.
4) Click OK.
Once recipients have made their votes, the sender will receive the results with the voting
decision in the Subject line (figure below).

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Unit-2
If you have received large number of responses, it is easier to track the responses by
viewing the number of votes instead of checking mails one by one. To view the response,
click on the title area above From:, and click View voting responses.
A window similar to the one below appears with a list of results.

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Unit-2
Note: Not all recipients vote. Responses from recipients who voted will be displayed
in the result. You can consolidate the results from the recipients to make the decision
based on votes. You can customize the voting dropdown by specifying values separated
by semicolons in Use Voting buttons: dropdown list. Examples:
• Recommend; Don’t Recommend
• Monday; Wednesday; Friday
Categories
You have learnt to create color categories for appointments using Calendar. Now, you
will learn about a similar concept with mail messages.
When you have large number of mails in your inbox, it may be difficult to locate specific
messages. You can color code and categorize messages that are easier to locate. For
example, Blue color can be mapped to messages from vendors, Red for mails from
supervisor, Green for mails from colleagues, etc.
For example to apply a color, do the following:
1) Double click on a message
2) Select Categorize dropdown menu from Options group

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Unit-2
3) Select Blue Category from the dropdown list. A Rename Category dialog box
appears (figure below).
4) Type Vendor in the Name: text box and click Yes.
From now on, you can mark the messages vendor that will be easier to locate. You
can modify the existing color categories or create your own categories by doing the
following:
1) Select Actions Categorize All Categories...
a. To rename an existing category:
i. select {color name} Category
i. Click Rename.
iii. Type a name, for example Office and click OK.
b. To add a new color and a category:
i. Click New...

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Unit-2
ii. Type a new in the Name: text box
ii. Choose a color from Color: dropdown and a shortcut from Shortcut Key:
dropdown.
iii. Click OK.
Now you can assign this category whenever you receive mails from clients.
Exercise
Perform the following activities till you are confident:
S. No. Activities
1. Modify the settings to receive Read Receipt for all messages.
2. Modify the settings to delay the delivery for all messages by 2 hours.
3. Create 2 different votes for:
a. Weekend Special Classes for a Subject, use “Agree and Don’t Agree” for
voting values.
b. Buying a book at Flipkart.com, use “Recommend and Don’t Recommend”
for voting values.
Send it to your classmates, collate and present the results.
Assessment
Answer the following questions:
1. Explain the procedure to mark high importance to mail messages with an example.
2. Explain the procedure to request read receipt for all mail messages.

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Unit-2
3. Explain the procedure to set expiration for a message with an example.
4. Explain the procedure to set sensitivity options with examples.
5. Explain the procedure to set voting options w’th examples.
Fill in the blanks
1. To set high importance for a mail message, click ____________________ red
exclamation (!) under __________________ group in __________________ tab.
2. Do not deliver before option is available under __________________ options
section in __________________ dialog box.
3. Four levels of sensitivity options are ________________ , _________________ ,
and _________________ .
4. Voting options is available in ________________ group under ________________
tab.
Relevant Knowledge
Why have different formats?
You have already learnt how to compose email messages. When sending emails, you
need to consider if the recipients have necessary support to view the email as intended.
When a recipient views your mail using a email software different from yours, the message
may appear distorted or garbled making it difficult to read. In such cases, you need to
send the message in a format that is acceptable to the recipient’s email software.
Email messaging software supports a variety of formats to address these kinds of issues.
For example if a recipient reports that their email software can accept text formats without
any problems, it is advisable to change the format at your end before sending the mails.
Modify email format
To modify message formats, do the following:
1) Open the email messaging software.
2) Go to Tools Options. A Options dialog box appears.
3) Select Mail Format tab. Notice the list available under Compose in this message
format dropdown list in the section Message format.

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Unit-2
Email messaging software supports the following formats:
1. HTML - This is the default message format in email messaging software. This
format allows the user to add formatted text, images, and hyperlinks in the
message. Message composed using this format look like document.
2. Plain Text - This format of email message enables the user to add only text
contents without any images or text formatting such as bold, italic, colors, etc.
This format is supported by all email messaging software. You can use this
when you need maximum compatibility.
3. Rich Text - This format enables the user to add formatted text content. The
email messaging software automatically converts the RTF format to HTML
while sending over the Internet.
Note: In most cases, you can leave the default setting as it is. Change the message
format settings only if the recipient is having issues viewing your mails.

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Unit-2
Using Plain Text Format
Plain text format is a simple text format that has widest compatibility compared to other
formats. Since plain text format is pure text, mails composed using this format are smaller
and move faster compared to other formats.
If you want to send a plain text message as a onetime activity, you can change the
message format at the time of composing an email by doing the following:
1) Select File New Mail Message.
2) Select the Options tab.
3) Select Plain Text under Format group.
4) Now compose a test message.
Notice that options such as bullets, paragraph options are greyed out as you cannot
use advanced text formatting when using plain text format.
5) Send the mail to a recipient and observe the format received by the recipient.
If you want to set your email messaging software to use only Plain text format for all
outgoing messages, do the following:
2) Select the Mail Format tab.
3) Select Plain text from the Compose in this message format: dropdown list (in the
Message format section).

65
Unit-2
4) Click on Apply.
5) Click OK.
Now select File New Mail Message. Notice the default mail format is in plain text
(Plain Text option is selected in the Options tab).
Using HTML Format
HTML format is similar to that of a webpage containing text and graphics formatted in
a specific way. Messages composed using this format appear as it would appear in
a web browser. HTML mails are used in scenarios that require attractive messages
such as a newsletter or marketing emails. However, since HTML mails contain graphics,
colors, tables, URLs, etc, they take up more mail space making the email bulkier and it’s
movement is slower compared to other formats.
Most email software includes support for HTMLformat through a GUI editor for composing
mails and a rendering engine for displaying HTML mails.
If you want to send a HTML Mail message as a onetime activity, you can change the
message format at the time of composing an email by:
1) Select File New Mail Message.
2) Select Options tab.
3) Select HTML under Format group.
4) Now compose a test message; notice options such as bullets, paragraph options
are available as you can use advanced text formatting in the HTML format.
5) Now send the mail to a classmate and observe the format received by the
recipient.
If you want to set your email messaging software to use only HTML format for all
outgoing messages, do the following:
2) Select Mail Format tab.
3) Select HTML from the Compose in this message format: dropdown list (in the
Message format section).
4) Click Apply.
5) Click OK.
6) Now select File New Mail Message. Notice the default mail format is in HTML
(HTML option is selected in Options tab).

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

67
Unit-2
Fill in the blanks
1. You can change mail formats from Tools Options, ____________________ tab.
2. You can compose mail messages in ________________ , _________________
and ________________ .
Relevant knowledge
Understanding Out of Office Notification
Out Of Office feature of messaging software (referred to as OOO), automatically sends
a standard reply to your incoming messages while you are out of the office, on leave/
vacation or having limited access to mails.
Configuring an Out of Office notification
To configure the out of office notification, as a first step, you need to create a template
that will be used when automatically responding to received mail. Do the following:
1. Start the email messaging software.
2. Go to File New Mail Message, and compose a message similar to the one
below.

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Unit-2
3. Now, save this as a template. Click File Save As. A dialog box appears as shown
below.
4. Specify a name, select the relevant option from Save as type dropdown menu and
click Save. If you are using MS-office, the option would be Outlook Template.
5. You need to formulate a rule so that whenever you receive a mail, the message
in the template is sent as a reply to the sender. To setup the rule, select Tools
dropdown menu.
6. Click Rules and Alerts.... A Rules and Alerts dialog box appears similar to the one
below.

69
Unit-2
7. Click New Rule.... A Rules Wizard dialog box appears (figure below).
8. Select Check messages when they arrive under Start /rom a blank rule and click
Next.

70
Unit-2
9. In the next step, you need to specify to the conditions that need to be checked.
a. Select the sent only to me option available under Step 1: Select condition(s)
and click Next.
10. In the next step, you need specify what you want to do with the message. Here, select
reply using a speci/ic template option available under Step 1: Select action(s).

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Unit-2
11. Now, you need to specify the template to be used. Under Step 2: Edit the rule
description (click an underlined value), click a specific template. A Select a Reply
Template dialog box appears (figure below).
12. Select the template (use Look in: dropdown menu to locate the template) and click
Open.
13. Click Next. The Rules Wizard dialog box appears where-in you can specify any
exceptions to the rule you have just created. (figure below).
14. For now, click Next. Click Finish on the next window. Finally, click OK.
From now on, the message specified in the template will be sent automatically whenever
you receive a mail.
You can also set up rules to forward mails from a specific client to a colleague who is
handing issues in your absence or to forward messages on a critical project to your
manager.

72
Unit-2
Exercise
Perform the following activities until you are confident:
S. No. Activities
1. Configure Out Of Office for Annual Holidays. Use the following samples as
guidelines:
Sample 1:
Thank you for your message. I am not available until DATE and I have limited
access to my Emails.
If urgent, please contact – Phone + or email
Regards, Your Name
Sample 2:
Thank you for your message. I am not in the Office until DATE and I have
limited access to my Emails.
If urgent, please contact – Phone + or email
Regards, Your Name
Sample 3:
I am currently out of the office and will respond to your email when I return
on Date. If you need immediate assistance, please contact Name at email or
phone. Thank you, Your Name
Assessment
1. Explain Out of Office notification.
2. Explain the procedure for setting up Out of office notification.
Fill in the blanks
1. Rules option is available in ______________________ .
Relevant Knowledge
Understanding distribution lists
A distribution list refers to a collection of contacts or a contact group enabling you to
quickly address and send messages to a group of recipients. For example, if you want to

73
Unit-2
send the exam schedule for 11th grade students, you can create a group that has all the
members of the 11th grade students and then send the schedule to that particular group.
This helps in saving time and avoids leaving out anyone by mistake from the list.
Distribution lists are stored in the contacts folder, where you can identify them by the
distribution list symbol.
Creating a distribution list
You need to create a distribution list before you can work with it. To create a distribution
list, do the following:
1. Open the email messaging software.
2. Go to File New Distribution List. A window, similar to the one below appears.
1) Specify a name for the distribution list, for example my classmates in the
Name: textbox.
2) You need to add contacts to this distribution list. To add contacts, do the
following:
a. Click Select Members option available under Members group. A dialog
box appears with the list of contacts from your address book. Select the
contacts that you would like to add to this distribution list.

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Unit-2
b. After selecting contacts, click Members - and click OK. Now, the
Distribution List window appears with the list of selected contacts.
3) Click on Save Close option available under Actions. Now a distribution list
is created.
Using the distribution list
To use the distribution list, do the following:
1. Compose a message.
2. Click To..., and the Select Names Contacts dialog box with the list of contacts and
distribution list appears (shown below). Notice the icons for contacts and distribution
lists.

75
Unit-2
3. Select the distribution list from the dialog box and click OK.
4. Click Send. The mail is sent to all the contacts included in the distribution list.
Modify a distribution list
If you add/remove a name in the distribution list temporarily,
1. Click on the plus sign icon preceding the list name in the To... text box.
2. In the Expand List message box, click OK to replace the distribution list with its
members.
3. Add or delete the user name(s) from the To. text box.

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Unit-2
To modify a list permanently, double click the list you want to modify. Edit the list, Save
and Close to update the list.
Print a distribution list
To print a distribution list, do the following:
1. Click Contacts.
2. Open the distribution list you want to print.
3. Select FilePrint.
Exercise
S. No. Activities
1. Create a distribution list for:
a. your school friends
b. classmates
c. your family
d. your friends at home
Assessment
1. Explain the purpose of a distribution list.
2. Explain the procedure to create and use a distribution list.
Fill in the blanks
1. Distribution List option is available in _____________________ .
2. Select Members option is available in _____________________ group in
_____________________ tab.
Relevant Knowledge
You have already learnt about hyperlinks that are widely used in the Internet. A hyperlink
is an object, text or a graphic that links to another web page, email address, network etc.
Email messaging software includes a facility for sending hyperlinks to recipients. This
is very useful when you need to send reference links to others via email. By clicking the
hyperlink in an email, you can quickly get to the resource.

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Unit-2
To begin with, open email-messaging software. If you want to include links to website in
a mail message, do the following:
2) Type the website URL in the body text area. For example, if you want to include
a hyperlink to Wikipedia, type www.wikipedia.org or http://www.wikipedia.org and
press Enter. Notice the URL is automatically converted into a hyperlink.
3) Send the message to a contact.
To insert a hyperlink manually, do the following:
2) To insert a hyperlink, click the Hyperlink option available under the Links group in
the Insert tab (shown below).
3) A dialog box for inserting a hyperlink appears (shown below).
4) Type the website URL in the Address: text box. For example, www.google.com and
click OK.
5) Now send the message to a contact.
Inserting lengthy website hyperlinks can look odd or difficult to read. For example:
http://en.wikipedia.org/wiki/Etiquette_%28technology%29. You can insert text to include
lengthier hyperlink. To set hyperlinks through text, do the following:

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Unit-2
2) Type Etiquette in the message body. Select the text Etiquette, select Hyperlink
from Links group.
3) Type the complete website URL, for example: http://en.wikipedia.org/wiki/
Etiquette_%28technology%29 and click OK. Notice - the text is hyperlinked to the
lengthy URL.
4) Send this message to a contact. When the contact receives the mail and moves the
mouse over the hyperlinked text, the entire link is visible. By clicking the link, the
website can be accessed.
If you want to send a list of hyperlinks in an email for example a list of job websites and
important email address, do the following:
1) Compose a new mail message
2) Type the list of website URL using the procedure mentioned in this session.
3) You can include the mail address in one of the two methods:
a. Type the email address and Press Enter. For example: someone@website.
com.
b. Include simple text content and link that to an email address. For example
type jobl, select the text. Select Hyperlink in Links group under Insert tab.
Type the mail address as mailto:someone@website.com and click OK.
4) Send the mail to a contact.
Sort and Filter Messages Using Multiple Criteria
The person you sent the mail to will receive the websites and email addresses as
hyperlinks (embedded in the mail), which when clicked upon, will open with web browsers
and email clients.
Exercise
Perform the following activities until you are confident:
S. No. Activities
1. Compose a message with list of:
a. Job websites
b. Email addresses of recruitment consultants
Include the websites and email addresses as hyperlinks.

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Unit-2
Assessment
1. What is a hyperlink and why would you use it in an email?
2. Explain the procedure to include hyperlinks in email messages.
Fill in the blanks
1. Hyperlink option is available under the _____________________ group in the
_____________________ tab.
As messages accumulate, in your mailbox it becomes important to organize and find
messages as quickly as you can. In addition, you would want to filter out unnecessary
mails (advertisements etc.) rightly called Junk. The next two sessions guide you through
these options in an email messaging software.
Relevant Knowledge
You have already learnt to create, send, receive and open email messages. Over time,
searching for a particular email messages could prove to be difficult as your mailbox
might have innumerable mails.
To help you out of this issue, email-messaging software has features to sort and filter
messages using single or multiple criteria. For example, if you want to locate a mail that
has a large attachment, you can sort mails by size and locate the specific mail from the
sorted list.
Sorting Messages
By default, messages are listed based on timestamp, with most recent mails at the top.
You can change the arrangement to suit your needs.
Single criteria
To sort mail messages based on size (single criteria), do the following:
1) Click View Current View.
2) Select Customize Current View. A Customize View: Messages dialog box appears.
Notice - the default value under Sort... is specified as Received (descending).

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Unit-2
3) Click Sort.. A Sort dialog box appears.
4) Select Size from the Sort Items by dropdown menu (figure below)
5) Click Ok and move to the previous dialog box. Click Ok here too.

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Unit-2
Notice the email messages are now sorted by Size, with the mail with the biggest
attachment, irrespective of when it was received, being at the top.
Using multiple criteria
In the previous case, a mail, received long ago with a huge attachment, could appear at
the top. It just might be that what you wanted was a mail, recently sent but with a huge
attachment. In such a case, you need to specify multiple criteria.
So, to sort emails first by date received and then by size, do the following:
1) Click View Current View and select Customize Current View. Select Size from
Sort Items by dropdown menu as the first criteria (figure below).
2) Select Size from Then By Dropdown menu as the second criteria (figure below).
3) Click Ok and move to the previous dialog box. Click Ok here too. Notice now the
mails are sorted based on most recent timestamp and size.
Filtering mail messages
Mailboxes can be flooded within a short span of time. Messages from friends, colleges,
subscriptions, etc. need to proper management to avoid issues locating important mails.

I.T Tool Class XI (Book-2)

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