5. Advanced Internet - Kanwal Rekhi School of Information Technology

5. Advanced Internet
Aim: In this lesson, you will learn:
Advanced e-mail features.
Sharing content online.
Jyoti: Our computer teacher has given us the following two tasks:
1. Communicate notices to our classmates using email.
Explore Email application for the following:
a. Form a group and save email addresses of all the classmates in the group.
b. Sending email using the group that we created.
c. Checking for spelling mistakes automatically.
d. Using a language other than English in the text of the email.
e. Showing our teacher log of the emails that were sent.
f. Check settings that we can use to simplify our task.
2. Explore and gather information about sharing, text, audio and video files.
Find answers to the following questions:
a. What are the websites where files can be uploaded and shared?
b. How does one start using the sites for uploading and sharing files at these websites?
c. What are the features provided to the user at these website?
d. Find out sites specifically meant to upload photographs, videos, or documents.
e. Are there websites which provide applications to create and share files? If yes, explore one
website and list out the applications and a brief description of them.
Moz: Let us first look at the features of the email.
Task 1: Communicating notices to classmates using email- Exploring advanced email features
Jyoti: In our class we have four houses (lotus, rose, jasmine, and sunflower). When our teacher calls
by the house name, then all the students in the house respond. Similarly we want to form a group
of email addresses and give it a group title. Instead of entering each and every email address we
can use the group name.
Moz: Good. In which option of the email application do you find email addresses, that you have
Jyoti: Contacts.
Tejas (checks out Contacts option): There are many options in Contacts. We can form new groups
and also list the groups that have been formed.
Moz: Do the following experiment to familiarize yourself with the option.
• Create a new group.
• Add to the group: new email addresses or select from the email addresses existing in the
Tejas: Now we have to see how we can send email to the group.
Jyoti (Enters the group that was created in the “To” field and exclaims): Oh! The email addresses
of the group are displayed automatically in the To field.
Managing Contacts
• Grouping of email addresses can be done in many email applications. This option
is usually available under the Contacts option.
• By default, most used email addresses are sometimes grouped together under a
“Most contacted” group.
• Contact addresses from other email service providers can also be imported.
Each application has its own format in which the email addresses are exported
and imported. Check for help of this option in the email application that you are
• An option to Print email addresses is also provided.
Moz: Where do you give an indication about the content of the email?
Tejas: In Subject we can give a brief title or a brief sentence that indicates what to expect in the
Moz: How do you share files using email?
Jyoti: We can attach files to an email. These can be text, audio or video.
Moz: Good. Find out different ways of sending email to multiple email addresses.
Tejas: We know that we can use Cc to send a copy of the email to another email address, but what
happens when we use Bcc?
Moz: Send two emails.
1. By entering three of our email addresses in Cc field.
2. By entering our three addresses in Bcc field.
Check the emails received by you. Check the details in the header (Header contains from whom
the mail was sent, who else received the mail, time the mail was sent, received etc.)
Jyoti: In one of the emails I can see all the addresses in Cc field. But in the second email I can see
only my address.
Moz: When the email addresses are added in Bcc field then each recipient feels as if the mail was
sent to them only and they cannot see other email recipient addresses.
Jyoti: When should we use Cc, or Bcc? Why can’t we just enter all the email addresses in the To
Moz: Depending on the email content and the purpose of the email one should decide on which
field to use for the email address. For example, some people use Bcc field to send invitations and
greetings to make each person feel special. Now, let us explore other features.
Jyoti: Formatting and checking of spellings options are also available for the text in the email.
Tejas: I see that we can even save a draft of our email and send it later. We can also discard the
Jyoti: We applied our knowledge of stepwise thinking to explore the different features of sending
Moz: What will you do when you need to send mails in another language?
Tejas: When our Hindi subject teacher asks us to send a notice we have to use Hindi language.
There is an option where we can choose the language in which we want to compose the email.
Look I select Hindi, then I type “Namaste Moz” in English and this comes up in Hindi script. Let
me enter “Aapko janamdin ki shubhkamnaye”. This is good. It also provides Hindi letters for us
to edit the Hindi text.
Composing email
Sending mail to multiple email addresses:
• Multiple email addresses can be entered in To field with a ‘,’ as a a seperator.
• If email addresses of the people to whom we are sending email are entered in:
oo cc: Each recipient of the email can view the email addresses of other
recipients of the email.
oo Bcc: Each recipient of the email feels that the email has been sent to their
account only. The other recipients email addresses are hidden.
Attaching files:
• More than one file can be attached.
• The file can be of any type: text, audio, video, image, etc. Text in email:
• Multiple languages can be used for the text.
• Spelling check and formatting of the text is also available in many email
Moz: Now explore the folders that are available and see their organization structure.
Jyoti: In Inbox we have the mails received, and in the Sent mail folder the mails that we send.
Tejas: Sent mail folder will be the log of our assignment. We can show this to our teacher.
Jyoti: I want to show only the mails sent to the group of classmates. Logically Search option should
provide this information.
Moz: Check the Advanced search options.
Tejas: Search has many options. We can search one folder or all the folders. Other options in Search
help us to show the specific logs to our teacher.
Moz: On Internet/email whenever you see a search option, check out for the advanced search
options. These help you to narrow down your search to the specific requirement.
Search and Advanced search
• Search in an email application is used the same way you would use a search
engine on the Internet, by entering a word (or multiple words) that appears
anywhere within the message you want to locate. The emails with the words will
be displayed as a list.
• Search in any application like search engines, email applications, etc. provide
advance search options.
• Advanced search options in an email application provides many more features
that will help you to narrow down the search to the specific message.
For example, in Gmail, by clicking Show search options next to the search box, an interface with
various criteria is provided. By entering your criteria in the appropriate fields, the specific message
that you are looking for will be provided.
Moz: Now explore some of the settings that can be done for the email application by the user.
Check the language option and the signature option. Leave the others as default for now.
• Each email application provides it’s own Settings options.
• Use the Settings option to customize the settings to your requirements.
• Options like language in which to a read mail, the language in which a mail can
be sent, editing of text from left to right or right to left (example: Urdu, arabic,
hebrew), folder organization, view formats, managing one’s account like changing
password can be setup to the user’s choice and saved.
• There is usually an option to revert to the default option provided by the application.
In case you do not want the changes you have done in the settings you can revert
back to the original.
• It is always a good idea to first note the default setting and then change one
setting at a time and view its effects.
Tejas: While looking at sending option, I noticed that we can change our password using the
accounts and import option.
Moz: Passwords are recommended to be changed once in a while. This is a good practice. What
are the other precautions about password?
Jyoti: We should not share passwords with others. I remember the SMART rules. One of the ‘safe’
rule was do not share passwords.
Moz: You should also choose a password that others cannot guess. For example, do not use your
birthday in your password. It can be guessed easily. One practice is to take a sentence and use the
first letter of each word mixed with numbers significant to you.
Tejas: Whenever we set a password a comment is displayed to indicate, whether the password
entered is strong or weak.
Moz: Right. A good mix of characters, numbers and special characters makes for a strong password.
Your password should be easy for you to remember without being obvious for someone else to
• Don’t choose a dictionary word as your password.
• Include a variety of characters, such as punctuation marks, numbers, and mix
capital and lowercase letters.
• Periodically change your password.
An example: Jyoti recently changed her password. Her previous password was formed from the
answer to the following question and the birthdate of her mother.
“What is the birthplace of my dad”, Jyoti’s dad’s birthplace is Timbaktu, Jyoti’s mother’s birthdate
is 2nd January, 1972. Previous password of Jyoti: tim72baktu.
Moz: Good. You should also be familiar with the following guidelines while sending emails.
Dos and Don’ts of email
• Do not share your email password with others.
• Check your mails regularly and reply. This helps you in keeping contact with
friends, relatives and other acquaintances. When email is used for school related
activities like, notices, assignment submission, schedule of exams etc., checking
email will keep you updated with the latest information.
• While sending emails make sure the subject field accurately portrays the content
of your email.
• Reply to all should be used with caution. This should be used only if necessary.
• Do not send mails to multiple addresses if it is not required.
• Share email addresses of others with their permission.
• Be courteous. Remember you are not talking to the screen of a computer but with
a human being.
• If you are angry with a mail received, do not reply immediately. Cool down, relax.
When you feel better then only reply.
Jyoti: Let us explore the features required for the next assignment.
Task 2: Explore and gather information about sharing files.
Jyoti: First let us search for websites where we can share files.
Tejas and Jyoti find the following websites: Slideshare, Scribd, YouTube, Googlevideos, Googledocs,
flickr, Picasa, facebook, Dropbox.
Tejas: On some sites like YouTube we can upload videos and view them.
Jyoti: On sites like Picasa and flickr we can upload photographs and organize them into albums or
collage or as slides. It is mentioned on these sites that a desktop version of these applications are
available for free. We can install on the desktop, organize the photos and then upload the album
or collage etc.
Tejas: There are sites where we can also create these files. For example Googledocs has applications
to create files like documents, spreadsheets, drawings. These can also be shared.
Jyoti: We have to register in these sites to create, upload or share files.
Moz: Consolidate the information that you have found about the sites and list them.
Websites to create, upload and share files
• There are websites where documents and files of many types can be created and shared. In these websites files of any type can also be uploaded and edited.
Example: Googledocs, wikipedia.
• Some websites allow you to upload and share specific files, example
oo Slideshare for presentations.
oo YouTube for audio and video.
oo flickr and Picasa for photographs and organizing albums.
• Applications to view the content of various types of files are mostly provided
• Some websites provide application that can be installed on a desktop to organize
photo albums on the desktop and then upload it to the website. Example: flickr and
Moz: How does one start using these websites?
Tejas: We need to sign in or login to start uploading and sharing
Jyoti: We can use our accounts on other websites that are linked
to the website. For example, on Flickr we can use Yahoo, or
Google accounts to sign in. If we do not have an account we can
make a fresh registration and sign in.
How do we start using these websites?
• Users have to sign in to start using the websites.
• A signing in account can be:
oo An existing account of the user on a linked website. Example on flickr, a user
can sign in using Google or Yahoo or facebook account.
oo A newly registered account on the website.
Moz: After signing in one can upload, create and share files. What are the security features provided
by these sites?
Jyoti: What are security features?
Moz: Let us look at an example. Suppose you uploaded photographs of a party with friends. You
do not want everyone on the Internet to view them but only your friends. You should be able set
such permissions on the files. These are called security features.
Jyoti: The websites provide public view, group view and an individual view permission settings.
They also allow us to just provide a link to the file through email and only those who have the link
can view the file.
Security features to share files
Various type of view permissions can be set by the user to the files uploaded into
their account as follows:
• Public view (any user visiting the site can view the contents of the file). By default
the file permissions are set to public view unless it is changed by the user to one
of the permission given below.
oo Group of users view (a group can be created by the user and the group can
view the content of the file).
oo An individual user can be given permission to view the contents of the file.
oo A link to the file can be provided to a user or users. Only the users with the link
can view the files.
Moz: What are the upload and download features? Can you upload any number of files? Can you
organize files into folders?
Jyoti: Uploading and downloading of files can be done anywhere, anytime using many of the
communication technologies like Internet, mobile etc. Files can be organized into folders. A
limited space is provided to the users to save and share files. Unlimited space is provided usually
on payment. For these services. But most of our personal requirements can be met without
Features on websites for uploading and downloading files
• Uploading of files- can be done through web, email, mobile or a desktop
• Download- anywhere, anytime.
oo Mobile access- to files is also provided by many sites.
oo Organize folders- A user can organize files into folders.
oo Space- for an individual user account
◊ Registered users are provided limited space for free, which can be
sometimes also extended.
◊ Unlimited space in an account is not free at many websites.
Moz: Now explore the site where you
can create files. Let us look at one such
website and see the features that are
offered on such websites.
Tejas: Let us explore Google docs. We
can create documents, spreadsheets,
drawings, presentations on this site.
Jyoti: All these applications are available
Moz: When you create a file using Googledocs, where is the file stored? On your desktop or a
Google server?
Jyoti: The file is saved on a Google server. We can retrieve it
whenever we need it.
Tejas: One more feature is that we can share the files by setting
Jyoti: We can also allow other users to edit the file through the
Tejas: The feature of editing by other users is very useful, specially
when we are working as a group.
Jyoti: We need not have applications on the desktop. We can access the files from anywhere and
also share them from anywhere. We do not have to worry about taking backup of our files. This
website is really very useful. We just need an Internet connection.
Moz: You are right. This is called cloud computing. The website provides applications, storage
space and many other services. The user need not have any knowledge about details like on which
computer the files are stored.
Cloud computing
Cloud computing refers to the logical computational resources (data,
software) accessible via a computer network (through Internet), rather
than from a local computer.
Cloud computing provides computation, software, data access, and
storage services that do not require end-user knowledge of the physical
location and configuration of the system that delivers the services.
Moz: Good. Note that the Internet is evolving at a fast pace and many more features will be
available in future.
Tejas and Jyoti: We will keep exploring and one day we will work towards providing more user
friendly features on the Internet.
I am ready!
Lesson Outcome
At the end of the lesson, you will be
able to:
• Create and use a mailing list for
group communication.
• Customize email account.
• Apply good practices for e-mail
• Upload and share files on the
t up
Level VII
Lesson 5
1. Class 7 students are all going on a picnic to a nearby park. The Class monitor has to send
mails to:
a. Parents of students about the details of the trip.
b. The class teacher and the school head master to inform about their trip.
Fill the various fields in the mail given below. The ‘Subject’ should be relevant to the content of the
2. Maitri is sending an email to her Grandparents. She wants to share some photos with them.
Which option in the email interface can she use for this?
a. Subject
b. Attach files
c. Contacts
3. You have received a mail from a stranger. The subject field say “Free games to enhance your
thinking skills“. It has got some attachments. What should you do?
a. Open the attachments and play the games
b. Ignore it as it may contain virus
c. Forward it to your friends
4. Rani is inviting all her close friends to her house. She has prepared an email and used the ‘To’
field to write the email Ids of all her friends. You are also invited. You want to thank Rani,
what option will you use ‘Reply’ or ‘Reply All’? Give reasons.
5. Select which is not true about sharing files on the Internet.
Can retrieve files whenever needed.
Can not allow user groups to edit files.
No need to keep a backup in your system.
Need Internet to access files.
Level VII
Lesson 5
6. Vacations have started and the class teacher has asked Avinash, the class monitor to intimate
all students about Vanamahotsav which is planned after the school reopening. The students in
the class are divided into different houses namely: Red, Blue, Green and Yellow. Each house
has about 10 students in it. Avinash has got the email Ids of all the students.
a. How can he intimate all the students about the event? Choose the right option and give reason.
• Sent individual mails to each student.
• Create a group and send an email.
b. Suppose each house has to do some specific tasks during Vanamahotsav, how can the monitor
intimate the house mates about the specific tasks?
7. What are the features of Cloud computing:
i. The data is stored in a server
ii. The physical location of the server is not known
iii. You can access data from anywhere
iv. All the above
8. Using an email application you can share a document with your friends. Then why do we need
websites like Picasa and Googledocs, where we can share files?
Level VII
Lesson 5
9. Here are some websites and some file types are given. What are the filetypes that can be
uploaded and shared in these websites:
(Documents, spreadsheets, photographs, presentations, videos)
Documents, spreadsheets, presentations, videos, photographs
10. Write two advantages of sharing files on the Internet.
Level VII
Lesson 5
1. The teacher has assigned a project titled “Tsunami and it’s effects” to the class VII students. She has
formed five groups and each group consists of 6 students. The groups have to mail a report of the
project using email.
Your group have two files to submit:
a. Tsumani_effects.doc
b. Tsunami.png.
In your group, you are the one assigned to submit the report. Prepare the email. The email should be complete with
all the details like subject, appropriate salutation, signature, etc. Save it as a draft mail.
2. Log in using your Gmail account. Use Googledocs to share a document. Allow some of your friends
editing permissions and explore how you can use this application to share files.
1. Create a signature for your e-mail account in
your mother tongue.
2. Use formatting options in an e-mail.
Level V
Lesson 6
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