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Cambridge IGCSE0417

Communication with other ICT users using email

Information Communication Technology 0417 Chapter Notes

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Communication with other ICT users using emailEffective use of the internet
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In this chapter

  1. 1Copies, forwarding and attachments
  2. 2Email groups
  3. 3Netiquette, acceptable language and employer guidelines
  4. 4Security of email
  5. 5Spam email
  6. 6The internet and the World Wide Web
  7. 7Web address, ISP, hyperlink and browser
  8. 8Internet protocols: HTTP, HTTPS, SSL and FTP
  9. 9Internet, intranet and extranet
  10. 10Blogs, forums, wikis and social networking
  11. 11Search engines and AI
  12. 12Evaluating information and risks

1. Copies, forwarding and attachments

cc stands for carbon copy and bcc stands for blind carbon copy. Write both names in full when asked.

An email can be forwarded, and a file can be sent with it as an attachment. Email systems have a limit on the file size that can be sent, so a large file may need to be compressed. A large file also takes longer to upload and download.

Examiner insight

“Many candidates missed writing down the full name of bcc and cc and therefore missed two easy marks.” “Some candidates wrote about zipping the file and then sending it rather than explaining why the file would need to be compressed.”

Worked example 12 marks

A teacher attaches a large video file to an email and it will not send. Explain why compressing the file may help.

  1. 1

    Email systems have a limit on the file size that can be sent [1]

  2. 2

    A large file takes longer to upload and download, and the compressed file is smaller [1]

2. Email groups

An email group means you do not have to remember every email address, and nobody is missed out.

An email group has constraints. Members must opt in, and the administrator must set up the option to opt out. Email addresses must be checked regularly. There may be a limit to the number of people in the group and a file size limit. A group with too many members is harder to manage.

Examiner insight

“Some candidates misread the question and answered as though it was about emails and not email groups.” “Marks that were gained tended to be for not having to remember email addresses and not missing someone out.”

Worked example 14 marks

The members of the village council have decided to create a copy of the leaflet and send it out via email. They plan to create an email group using email addresses sent to them from the villagers. One of the constraints is that the email addresses need to be kept confidential. Apart from keeping email addresses confidential, explain the other constraints of using an email group.

  1. 1

    Users have to opt in to the group [1]

  2. 2

    The option to opt out must be set up by the administrator [1]

  3. 3

    Email addresses must be checked regularly [1]

  4. 4

    There may be a limit to the number of people in the group [1]

3. Netiquette, acceptable language and employer guidelines

Netiquette is internet etiquette. For sending email, the rules include no abusive language, no typing in capital letters and no sending spam.

Email also has constraints on acceptable language, and an employer may set guidelines for its staff. Users must abide by the laws within the country that affect the use of email.

Examiner insight

“Some candidates misread the question, writing about safety on the internet, not giving out your personal details or posting a picture of yourself instead of looking at the rules for netiquette.” “Some candidates copied this example or a variant of it in their answer and did not gain credit.”

Worked example 14 marks

A company tells its staff to follow netiquette when they send email. Describe two rules of netiquette that staff should follow. Give an example for each rule.

  1. 1

    Rule: do not use abusive language [1]

  2. 2

    Example: do not call a customer rude names in an email [1]

  3. 3

    Rule: do not type in capital letters [1]

  4. 4

    Example: write 'please reply' and not 'PLEASE REPLY' [1]

4. Security of email

Email needs security. Encryption is a way of scrambling data so that only authorised users can understand it. It turns plaintext into ciphertext, using an algorithm and keys.

A digital certificate is attached to an email. It contains a public key and proves who owns the public key.

When sending and receiving attachments, use up to date virus checking software and send the right attachment to the right email address.

Examiner insight

“One main issue was that some candidates stated that it makes the data unreadable instead of not understandable.” “Most marks were achieved for mentioning the use of anti-virus software.”

Worked example 14 marks

When data is transmitted over a network, it may need to be protected. One way of protecting data is to use encryption. Explain what is meant by the term encryption.

  1. 1

    A way of scrambling data [1]

  2. 2

    Only allows authorised users to understand the data [1]

  3. 3

    Converts human-readable text (plaintext) into ciphertext [1]

  4. 4

    Uses an algorithm / encryption keys / decryption keys [1]

5. Spam email

Spam is unsolicited email, or junk mail, often advertising. It is sent in bulk and often has many spelling and grammar mistakes.

Spam fills up the inbox. It may contain a virus, but not all spam does. To help prevent it, use a spam filter, do not respond to it, and block the sender. Anti-virus software does not block spam.

Examiner insight

“Correct answers related to unwanted emails, emails that were sent in bulk, and emails with lots of spelling and grammar mistakes.” “Spam may contain a virus but not all spam contains viruses, clarity is essential.”

Worked example 13 marks

A user receives a lot of junk email advertising products. State three ways the user can reduce the amount of spam received.

  1. 1

    Use a spam filter [1]

  2. 2

    Do not respond to spam emails [1]

  3. 3

    Block the sender of the spam [1]

Recap

  • cc is carbon copy. bcc is blind carbon copy. Write both in full.
  • Email systems limit file size, and a large file takes longer to upload and download, so it may need compressing.
  • Email group: no need to remember every address and nobody missed out.
  • Email group constraints: opt in, opt out set up by the administrator, addresses checked regularly, a limit on members.
  • Netiquette is internet etiquette: no abusive language, no capital letters, no spam.
  • Encryption scrambles data so only authorised users can understand it: plaintext to ciphertext.
  • Spam is unsolicited junk email sent in bulk. Use a spam filter, do not respond, block the sender.

6. The internet and the World Wide Web

The internet is a network of networks. It is a global network made of hardware, so it is the infrastructure.

The World Wide Web (WWW) is a collection of websites. It is the software layer: an application that runs on the internet. It is accessed through browsers.

The internet is used to access the World Wide Web. They are not the same thing.

Examiner insight

“Some candidates attempted to answer that the internet was a network of networks but simply wrote a network of computers.” “The strongest responses identified the WWW as a collection of websites and that the internet is WAN and then described how the WWW is accessed using the internet.”

Worked example 16 marks

Describe the differences between the internet and the world wide web.

  1. 1

    The internet is a network of networks. [1]

  2. 2

    The internet consists of hardware. [1]

  3. 3

    The internet is used to access the World Wide Web. [1]

  4. 4

    The WWW is a collection of websites. [1]

  5. 5

    The WWW is accessed through browsers. [1]

  6. 6

    The WWW is the software layer. [1]

8. Internet protocols: HTTP, HTTPS, SSL and FTP

The WWW uses HTTP, the HyperText Transfer Protocol. HTTPS is its secure variant: the S means secure, not safety, server or social. It uses Secure Socket Layer (SSL), a protocol that encrypts communication between a web browser and server.

A secure site shows HTTPS at the start of the address, not HTTP, or a green locked padlock. File Transfer Protocol (FTP) is the protocol for transferring files.

Do not just repeat "secure socket layer" when asked what SSL means.

Examiner insight

“In the question it asked what was meant by SSL, nearly all candidates wrote it is secure socket layer which was in the question.” “Some thought that the S stands for server or social as in social network and some candidates thought it was the plural of HTTP.”

Worked example 13 marks

An online shop uses HTTPS. Describe what HTTPS is and give one way a user can tell a site uses it.

  1. 1

    HTTPS is the secure variant of HTTP. [1]

  2. 2

    SSL encrypts the communication between the web browser and the server. [1]

  3. 3

    The address starts with HTTPS, or a green locked padlock is displayed. [1]

9. Internet, intranet and extranet

An intranet is a private network used within an organisation, such as a company. It is more secure than the internet.

An extranet is also a private network. Its users are vendors and customers, and it is restricted to members of the organisation and authorised users.

The internet contains more information and is available for all to use. An intranet is not a LAN. Do not mix up intranet with internet.

Examiner insight

“Some candidates drew a line down the centre of the answering lines and as a result a true comparison was not made therefore few marks were awarded.” “The better candidates made a good comparison in that the internet contained more information and was available for all to use whereas the extranet was restricted to members of the organisation and authorised users.”

Worked example 12 marks

Describe one difference between the internet and an extranet.

  1. 1

    The internet contains more information and is available for all to use. [1]

  2. 2

    An extranet is restricted to members of the organisation and authorised users. [1]

10. Blogs, forums, wikis and social networking

A blog is an online journal. Its content is created by the author and shown in reverse chronological order. Blogs allow comments from users.

A forum has multiple authors: its comments are created by members. It is made of threaded on-going discussions. A moderated forum is on a platform or a website, not just on the internet.

A wiki can be edited by many users, depending on how it is set up. Social networking is interacting with others on an app or website: never name a brand.

Examiner insight

“This was less well answered with many candidates stating that a wiki allowed anyone to edit; this only applies if it is setup to allow this to happen, some wikis use accounts to monitor the editing of the pages and some wikis limit these types of accounts to certain individuals.” “Some candidates described a wiki in general terms with a number confusing a wiki with a blog.”

Worked example 14 marks

Blogs and forums are used on websites. State the differences between a blog and a forum.

  1. 1

    Content on blogs is created by the author. [1]

  2. 2

    Blogs are in reverse chronological order. [1]

  3. 3

    Comments in a forum are created by members. [1]

  4. 4

    Forums are threaded on-going discussions. [1]

11. Search engines and AI

Using a search engine involves the speed of searching, the amount of information, the speed of finding relevant information and the ease of finding reliable information.

Finding relevant information is not always fast. Results can cause information overload, and sponsored sites can be placed at the top of the list. To improve it, narrow down the search criteria.

AI can personalise search results and use natural language instead of keywords. It can also search outdated sites, and the data retrieved can be fake news.

Examiner insight

“Many answers related to the information being accurate or reliable, which is not necessarily true, rather than relevant or related to their search.” “Candidates were able to give the positives of using a search engine but gave less answers on the negatives.”

Worked example 14 marks

One of the benefits of using a search engine is the 'speed of finding relevant information'. Explain why this is not always the case. Include in your answer how this can be improved.

  1. 1

    It can result in information overload. [1]

  2. 2

    It places sponsored sites at the top of the list. [1]

  3. 3

    The user needs to narrow down the search criteria. [1]

  4. 4

    The user can use more keywords. [1]

12. Evaluating information and risks

Information on the internet is evaluated by how up to date, reliable, biased and valid it is.

The first result shown does not guarantee reliability, and neither does a popular site. Reliability is not security: a padlock does not show that information is reliable. Compare the information with other sites, and be wary of sites that other users can edit.

Risks include inappropriate and criminal material. Access can be restricted through parental, educational and ISP control.

Examiner insight

“Many thought that the first answer shown is likely to guarantee reliability, as is a site’s popularity.” “A significant number confused reliability with security and talked about the need to look for padlocks.”

Worked example 12 marks

State two things to check about information found on the internet.

  1. 1

    Check whether it is up to date. [1]

  2. 2

    Check whether it is biased. [1]

Recap

  • The internet is a network of networks. The WWW is a collection of websites, accessed through browsers.
  • A URL has a protocol, a domain name, a folder and a filename.
  • HTTPS is the secure variant of HTTP. SSL encrypts communication between browser and server.
  • An intranet is private to an organisation. An extranet is a private network restricted to authorised users.
  • A blog's content is created by the author. A forum has threaded on-going discussions.
  • Search engine results can cause information overload. Narrow down the search criteria.
  • Evaluate information: up to date, reliable, biased, valid. Compare it with other sites.

End-of-chapter exercise

Test yourself on the whole chapter. Work through these before moving on.

  1. State what cc and bcc stand for in an email.2 marks
  2. State what is meant by netiquette.1 mark
  3. A payroll clerk wants to send a large file as an email attachment. Give two reasons why the file may need to be compressed first.2 marks
  4. Explain what is meant by spam.2 marks
  5. Explain why spam should be prevented.2 marks
  6. A user receives a lot of spam. State two ways of helping to prevent it.2 marks
  7. Two friends send each other files as email attachments. State two precautions they should take.2 marks
  8. Describe two rules of netiquette for sending email. Give an example for each rule. Do not use 'sending the same message multiple times'.4 marks
  9. A receptionist at a dental surgery receives an email she did not ask for. It advertises cheap printer ink, was sent to thousands of addresses and has many spelling mistakes. She says: 'This is spam, so it contains a virus. Our anti-virus software blocks spam. I will reply and ask them to stop.' (a) Give two features in the description, apart from the advertising, that show the email is spam. (b) The receptionist makes three mistakes in what she says. Correct each one.5 marks
  10. A hospital volunteer coordinator emails a rota to 250 volunteers by typing in every address. She plans to use an email group instead. Her message is typed in capital letters and the rota is a large attached file. (a) Give two advantages to the coordinator of using an email group. (b) Apart from keeping the addresses confidential, give two constraints of using an email group that involve the volunteers or their addresses. (c) State the rule of netiquette her message breaks. (d) State why the large rota file may not send to the group.6 marks
  11. State what ISP stands for.1 mark
  12. State what the S in HTTPS stands for.1 mark
  13. State the domain name, the folder and the filename in `https://www.example.org/maths/notes.html`.3 marks
  14. A company has a private network for its staff only. Give its name and two differences from the internet.3 marks
  15. State two differences between a blog and a forum.2 marks
  16. State two ways a user can tell that a website is secure.2 marks
  17. A student says that anyone can edit any wiki. Explain why this is not always true.3 marks
  18. A student opens `https://www.riverclub.org/fixtures/june.html` and writes four notes. Note 1: the internet is a collection of websites. Note 2: a search engine displays the web page. Note 3: `fixtures` is the filename. Note 4: the S in HTTPS means the information is reliable. Correct each note.5 marks
  19. A bakery chain has a private network that only its staff can use. It then lets its flour supplier and its largest customers log in to see orders. A manager says the network is now just the internet. Name the type of network before and after the change, and explain why the manager is wrong.6 marks
  20. For a health project, a student copies facts from the first result of a search. She says the facts must be reliable for three reasons: the site was first in the list, it is very popular, and it shows a padlock. The site's pages can be edited by its visitors. Evaluate her three reasons and state what she should do.6 marks

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