Syllabus Focus: Unit 1 Module 1 Content 10

Specific Objective 10: identify tools used in the entry, retrieval, processing, storage, presentation,
transmission and dissemination of information;

Content: Examples of hardware, software, and communication tools. Tools associated with
the Internet including on- line services; search engines; Usenet, Internet Relay Chat (IRC),
telnet, ftp, newsgroups, message board, mailing list, Internet telephony.

Examples of Computer Hardware

Hardware is the physical aspect of a computer. While computer

software exists in the form of programs and procedures, hardware
comprises the mechanical, electronic, and electrical components of a
computer system. By definition, the different parts of a computer are
included in its hardware. Computer hardware includes the central
processing unit, motherboard, microchips as well as computer
peripherals like input-output and storage devices that are added to a
host computer to enhance its abilities.

Here is an overview of the different kinds of computer hardware with

pictures. We give you a list of the fundamental units of a computer
along with a list of media devices, networking hardware components,
and computer peripherals. They together form the set of hardware
components of computers.

CAPE NOTES Unit 1 Module1 Content 10 1

 Bus

It is a subsystem that transfers data within and between computers.

The computer bus provides a logical connection between the different
computer peripherals. CPUs use the control bus to communicate with
other devices in the computer. The address bus is used to specify a
physical address. A processor specifies the memory location it wants
to read from or write to, on the address bus. The value that it needs to
read or write is sent to the data bus. Thus, the data bus carries the
data being processed. A parallel bus is capable of carrying multiple
data in parallel while a serial bus carries data in a bit-serial form. An
internal bus connects the internal components of a computer to the
motherboard while an external bus connects the external computer
peripherals to the motherboard.

AGP: Short for Accelerated Graphics Port, AGP is a high-speed point-

to-point channel that enables the attachment of a graphics card to the
computer's motherboard.

HyperTransport: It is a low-latency point-to-point link that uses high

bandwidth and acts in a bi-directional manner. It facilitates power
management.

CAPE NOTES Unit 1 Module1 Content 10 2

PCI: The peripheral component interconnect standard refers to the
computer bus connecting peripheral devices to a motherboard.

PCI Express: It is a computer expansion card interface format.

USB: Universal Serial Bus, as it is called, acts as an interface to a

host computer. It enhances the plug-and-play capabilities of a
computer. USB is a popular device used today.

QuickPath: Also known as the Common System Interface, QuickPath

is a point-to-point processor interconnect that stands in close
competition with HyperTransport.

Serial ATA: It is a computer bus that enables the transfer of data

between mass storage devices and the motherboard.

Serial Attached SCSI: It enables the transfer of data from computer

storage devices like hard drives and tape drives. It is a point-to-point
serial protocol.

Central Processing Unit

CAPE NOTES Unit 1 Module1 Content 10 3

It is a set of logic machines that can execute computer programs. The
fundamental function of a CPU is to execute sequences of stored
instructions called programs. During its first step of operation, the
processor retrieves instructions from program memory. This step is
known as the 'fetch' step. In the 'decode' step, the processor breaks
up the instructions after which they are executed. During the fourth
step of writeback, the CPU writes back results of the processed
instructions into memory.

Computer fan

It is attached to the CPU and is used to lower the temperature of a

computer. Fans in the computer case help maintain a constant flow of
air to the computer system.

Firmware

It is a computer program that is embedded in a hardware device. It is

midway between hardware and software. Being a piece of computer
program, it is similar to software, while being tightly bound to hardware
makes it close to being a hardware component.

CAPE NOTES Unit 1 Module1 Content 10 4

 Motherboard and Power Supply

Motherboard is the central printed circuit board, abbreviated as PCB,

which forms the complex electronic system of a computer. A
motherboard provides the computer system with all the electrical
connections, the basic circuitry, and components required for its
functioning.

Computer power supply is the component responsible for supplying

power to the computer. It converts the AC power from the mains to
low voltage DC power for the internal components of a computer.

CAPE NOTES Unit 1 Module1 Content 10 5

 RAM and Hard Drive

Short for random access memory, RAM is the physical memory of a

computer. It is used to store the currently running programs and is
attached to the motherboard.

Hard Disc is a non-volatile storage device that stores digital data on

magnetic surfaces. It is used for medium-term storage of data.

Sound and Graphics Cards

CAPE NOTES Unit 1 Module1 Content 10 6

Sound card is a computer expansion card that enables the input and
output of audio signals to and from a computer. Sound cards provide
multimedia applications with the audio components.

Video card that is also known as a graphics card is a hardware

component which generates and outputs the images to a display.

Storage Controllers

They are located on the motherboard or on the expansion cards.

Storage controllers include controllers for the hard disc, CD-ROM, and
other drives.

Media Devices

Devices such as CDs, DVDs, and Blu-ray discs are some of the
popular removable storage media that can store digital data. USB
flash drives are a relatively recent development. Tape drives and zip
drives are less commonly used while the floppy disks are obsolete.
Hard discs and solid-state drives are used for internal storage. Here is
a brief introduction to each of these storage media. Know all about the
hard drives.

CAPE NOTES Unit 1 Module1 Content 10 7

 CDs and DVDs

Popularly known as CDs, compact discs are storage devices for

storing digital data. Standard CDs can store around 80 minutes of
audio. CD-ROMs contain data that is accessible for reading and is not
modifiable. CD-ROMs are used for distribution of computer software
and multimedia applications. A CD Writer is an optical disc drive that
uses laser radiation or electromagnetic waves for reading from and
writing data onto discs.

Commonly known as a digital video disc and abbreviated as DVD, a

digital versatile disc is one of the very popular optical disc storage
media. With physical dimensions similar to those of a compact disc,
DVDs can store data as much as six times more than a CD. A DVD-
ROM drive is used for reading data from a DVD. A DVD Writer is used
for reading from and writing data to a DVD. DVD-RAM drives allow
data to be read and written rapidly from specific types of DVDs. HD
DVD is a high-density optical disc format that succeeded DVD.

Disc Array Controller

It manages physical disc drives and brings them to the form of logical
units. It provides a disc cache and implements hardware RAID.

CAPE NOTES Unit 1 Module1 Content 10 8

 Floppy and Data Tape

Floppy disk is a disc of a thin magnetic storage medium covered by a

plastic shell. With the advent of flash and optical storage devices,
floppies have become obsolete.

Tape drive is a data storage device that reads and writes data stored
on a magnetic tape. Tape drives have storage capacities ranging from
a few megabytes to multiple gigabytes. They are mainly used for
archival storage of data.

Solid-state Drive

This storage device uses solid-state memory to store persistent data.

It can replace the hard disc drive in many applications.

CAPE NOTES Unit 1 Module1 Content 10 9

 Blu ray Discs and USB Flash Drive

Blu ray disc is an optical disc storage media format. It obtains its name
from the blue laser that is used to read and write this type of disc.
Owing to its shorter wavelength, blu-ray discs can store large amounts
of data. BD-ROM drive is used for reading data from a blu-ray disc
and a BD writer can be used for both reading from and writing to a blu-
ray disc.

USB flash drive is a small-sized removable and rewritable storage

device with a storage capacity ranging from 64 MB to 64 GB. Due to
their high storage capacity, durability, and compact structure, they
have gained immense popularity in the modern times. Know how a
flash drive works.

Zip Drive

Iomega came up with this medium-capacity storage media in 1994. It

had a capacity of about 100 MB. Zip drives could never become
standardized and were replaced by rewritable CDs.

CAPE NOTES Unit 1 Module1 Content 10 10

 Networking Hardware Components

Here is an overview of some of those pieces of hardware, which make

it possible for a computer to be a part of a network. Update yourself on
computer networking.

Network Card

It is one of the most important pieces of hardware as it allows a

computer to communicate with other computers over a network. It
serves as a networking medium and provides the computers with a
MAC address system. A network card is also known as a network
adapter, a LAN card and is better known as an NIC.

Modem and Router

Modem is used for dial-up connections. It modulates analog carrier

signals to encode digital information and demodulates it to decode the
information transmitted.

Routers are not exactly pieces of hardware. Rather, they are devices
that are used to join multiple wired or wireless computer networks.

CAPE NOTES Unit 1 Module1 Content 10 11

Know all about routers.

Computer Peripherals

Apart from the hardware components of a computer, there are many

external devices that are equally important for its functioning.
Keyboard, mouse, and the visual display of a computer form its basic
input and output devices. Joysticks, game controllers, and other
pointing devices are commonly used for the gaming applications on a
computer. Headphones, speakers, microphones, and webcams are
popularly used for running multimedia applications. Let us look at
some examples of these peripheral devices.

Keyboard and Monitor

Keyboard is an input device, which derives its design from that of a

typewriter. A keyboard consists of multiple keys laid out in a specific
way. Each key acts as an electronic switch either producing a letter,
number, or a symbol that is typed into a word processor, or performing
a certain computer operation.

Popularly known as a monitor, the visual display unit is an electrical

device that displays images produced as a result of video outputs from

CAPE NOTES Unit 1 Module1 Content 10 12

computers.

Mouse and Trackball

A computer mouse is a pointing device that detects two-dimensional

motion. The motion of a mouse translates into the motion of a pointer
on the computer display, enabling the user to control a graphical user
interface.

Trackball is a pointing device that comprises a mouse along with a ball

with sensors to sense rotational motion. Trackballs find utility in
special-purpose workstations and video games.

CAPE NOTES Unit 1 Module1 Content 10 13

 Headphones and Microphone

Headphones consist of a pair of small loud speakers, which can be

held close to the ears. They can be connected to an audio-frequency
source such as an amplifier or a CD player. Know more about
headphones.

A microphone is an acoustic-to-electric transducer that converts sound

signals to electrical ones. Commonly, mikes consist of a membrane
that vibrates in response to sound. The vibrations are translated to
electrical signals. Know more about microphones.

CAPE NOTES Unit 1 Module1 Content 10 14

 Printer and Scanner

A printer is a peripheral device produces hard copies of electronic

documents. It is attached to a computer by means of a peripheral
cable or a USB cable. A printer is sometimes combined with a scanner
that serves as a photocopier.

A scanner is a peripheral device that can scan images, handwriting, or

objects and convert them to digital images.

CAPE NOTES Unit 1 Module1 Content 10 15

 Game Controller and Joystick

The game controller is an input device used to control the operations

of a video game. It is connected to video game consoles or personal
computers. Gamepad, also known as a joypad or a control pad, is a
game controller with digits and action buttons. Most video game
consoles use gamepads as input devices.

Joystick is an input device that consists of a stick that is pivoted on a

base and indicates its direction to the device it controls. Joysticks are
used in video games and mobile phones.

CAPE NOTES Unit 1 Module1 Content 10 16

 Speakers and Webcam

Computer speakers are external audio devices that enable computer

users to listen to audio media. Multimedia speakers consist of an
internal amplifier. A speaker has a jack connecting it to the sound
card.

A web camera is a small camera that is widely used with video

conferencing and instant messaging services. They are digital
cameras which can upload images to a web server.
Taken from: http://www.buzzle.com/articles/examples-of-computer-
hardware.html, on July 7, 2016

Types of Computer Software with Examples

A software is a collection of programs that helps one communicate
with the hardware of the computer. There are different types of
computer software which are useful for several purposes. In learning
about computers, the first step usually is to understand the major
types of software, their uses, and applications. In the following
sections, we present a list of computer software and their examples,
categorized according to their different types.

CAPE NOTES Unit 1 Module1 Content 10 17

 Types of Computer Software

System Software
System software coordinates the complete system hardware and
provides an environment or platform for all the other types of software
to work in. It is the most basic type of software in any computer
system, which is essential for other programs, applications and indeed
for the whole computer system to function.
(System software examples - Microsoft Windows XP, Mac OS, Linux,
Windows Vista, Ubuntu, device drivers, etc.)

Application Software
Application software are those that help the user perform the tasks of
his/her choice. They are non-essential software which are installed
and run depending upon the requirements, in the environment
provided by the system software.
(Application software examples - MS Office, OpenOffice, Media
Players, MS Access, educational software, media development
software, Antivirus software, etc. )

Programming Software
Programming software are used to write, test, debug and develop
other software programs and applications. The various programming
language editors such as Eclipse- a Java language editor, come under
this category. They are used for creating both the system as well as
application software.
(Programming software examples - Turbo C, Xilinx, Kiel, compilers,
debuggers, Integrated Development Environment (IDE), etc.)

Sub-types of Computer Software

Apart from the above major types of software, there are many other
sub-types such as the ones mentioned below.

Freeware- Freeware are a type of software that anyone can download

from the Internet and use for free.

CAPE NOTES Unit 1 Module1 Content 10 18

(Examples - Google Talk, Yahoo Messenger, uTorrent, etc.)

Shareware- Shareware are usually distributed for free on a trial basis.

It can be shared without violation of any laws. They usually stop
working or prompt the user to purchase the full version, once the trial
period expires.
(Examples - BearShare, Kazaa, Winzip, etc.)

Registry Cleaners- When you install a lot of software, games, etc.,

your computer's registry gets clogged. Registry cleaners are used to
clean up or delete all the invalid registry entries which has the benefit
of speeding up your computer.
(Examples- TuneUp Utilities, Eusing, etc.)

Content Control Software- These software allow you to control the

content that can be accessed by a user on a computer. They are
mostly used for restricting access over the Internet.
(Example- K9 Web Protection, PGSurfer, etc.)

Project Management Software- As its name suggests, project

management software is a software package that helps multiple users
to work on a project simultaneously. It allows them to schedule events,
network with the other users, allocate resources, etc.
(Example- Microsoft Office Project Server, HyperOffice,
24SevenOffice, etc.)

Utility Software- They are usually small programs that help in the
management of the hardware and the application software, installed
on a computer.
(Example- Disk defragmenters, Disk cleaners, etc.)

Open Source Software- This is a type of software the source code

for which is available to all users (open). As such, anyone can make
changes to it and release their own new version.
(Example- Android OS, OpenOffice, etc.)

Browsers- Browsers are software that let you surf or browse the

CAPE NOTES Unit 1 Module1 Content 10 19

Internet.
(Example- Internet Explorer, Safari, Mozilla Firefox, etc.)

With constant advancements in the field of software engineering,

several new software and applications are being developed every day.
Hence, the list provided above shouldn't be considered definitive, as in
the coming years, many more newer types of software would have
been developed.

Taken from: http://www.buzzle.com/articles/computer-software-

examples.html, on July 7, 2016

Communication Tools
Types of Communication
External and Internal Communication

Communication is key to any business success. Unless potential

clients and customers are aware of your business, they will not have
the information to contact you or to purchase your products. When
they are aware of your business, they must be able to contact it easily.

Two types of communication are essential - external and internal.

 External communication reaches out to the customer to make

him or her aware of your product or service and to give the
customer a reason to buy. This type of communication includes
your brochures, various forms of advertising, contact letters,
telephone calls, Web sites and anything else that makes the

CAPE NOTES Unit 1 Module1 Content 10 20

 public aware of what you do.

Image is extremely important in external communication! Your

logo should represent who you are; your letterhead should be a
selling tool; your telephone message should reflect your
professionalism.

 Internal communication is essential to attracting and retaining a

talented staff. You must provide the direction for the company by
consistently communicating that message; you must motivate
your staff through various forms of communication, which can
include awards, newsletters, meetings, telephone calls and
formal and informal discussions. Periodic meeting with top
management groups including your board of directors and
advisory board should be planned for regular intervals over each
upcoming year. The importance of an advisory board is covered
in session two of Business Expansion.

Effective communication requires tools and planning. In this session,

we will discuss those tools, as well as planning guidelines, to facilitate
this key element of your business, communication. The following
discussion will be grouped into:

 Basic communication tools

 Computers
 The Internet

CAPE NOTES Unit 1 Module1 Content 10 21

Basic Communication Tools
Specific tools that can be used for communication include landline
telephones, cell phones, smartphones, iPads and fax machines. The
lines between the devices are blurring. For example, an advanced cell
phone (the smartphone) can contain many of the functions of a
computer including Internet, email, text messaging, faxing, word
processing and more. For this discussion, however, each device will
be presented as a separate entity.

Mail
Even with all the modern methods of communication, regular postal
mail is still one of the most powerful tools for a business. It adds a
personal touch, it's used for delivering secure documents, contracts,
and shipping items. A convenient way to handle mail from your own
home or office is through a Stamps.com account, which allows you to
print postage from your own computer.

Landline Telephones
There are many types of telephones, and only you can decide which
type(s) or combinations of types are right for you. Even the standard
telephone (landline) that is installed in your office has many options.
You should start with at least one line that is unique to your business.
This line should have the capability to take messages in case it is not
answered personally. Here are some telephone tips:

 It is important to treat the telephone as an important business

tool. Record a voice mail message that indicates when you will
return the call and then continually check your voice mail to
return calls promptly.

CAPE NOTES Unit 1 Module1 Content 10 22

  Have a separate line for your business phone and your personal
phone. Don't have family members pick up or use the business
phone. Get any required extra telephone lines installed before
you start.
 A remote (voice mail) answering system is usually more
desirable than using an answering machine. Voice mail is
reliable, reasonable in cost, accessible from anywhere and
projects a more business-like image.
 The need for an 800 number is becoming less important
because long-distance rates are much more affordable.
 Consider using either a wireless or corded headset for both
landline phones and cell phones. It is clearer, safer and you can
move about with free arms.
 When leaving phone messages, clearly state your name and
phone number at the beginning and the end of the message.
 Be polite in cell phone use! Good business courtesy includes
avoiding being interrupted by telephone calls when in a meeting
or during a business lunch.

Cell Phones/Mobile Phones

The cell phone, also called a mobile phone, is used for mobile
communications over a cellular network of cell sites. There are
numerous plans and carriers. Many carriers have plans tailored for
small businesses including options that bundle popular features and
usage patterns, making them very cost effective. Be sure to ask
questions about your specific needs before selecting a carrier and a
plan.

CAPE NOTES Unit 1 Module1 Content 10 23

When your usage or needs change, do not hesitate to request
information on plans that more closely meet your new set of
requirements. Most cell phone companies allow you to return the
phone within 15 to 30 days after activation if you are not happy. Use
this time to check if the cell phone has acceptable reception at your
home and work place. Basic cell phones are offered free by many
carriers for a specific length of time, usually two years. But be aware
there are hefty fees for canceling early.

Smartphones
Growth in demand for advanced mobile devices boasting powerful
memory, larger screens, and open operating systems has outpaced
the rest of the mobile phone market for several years. A smartphone is
a cell phone offering advanced capabilities with computer-like
functionality. A smartphone incorporates advanced features like e-
mail, Internet, and e-book reader capabilities and include a full
keyboard or an external keyboard. In other words, a smartphone is a
miniature computer that has phone capability.

Smartphones are also capable of text messaging and may include a

camera and video recorder. Some models are capable of "Push to
Talk" which is a feature similar to a walkie-talkie. Outside your office, a
smartphone can become a valuable tool for e-mail, web browsing and
the ability to review and edit documents. Several models have global
positioning system (GPS) capability and many other available
applications. The most popular are the iPhone, Samsung, Blackberry,
Droid and Google's Nexus. Each has different strengths you will need
to factor into your business needs.

CAPE NOTES Unit 1 Module1 Content 10 24

Video and Web Conferencing
Video conferencing transmits and receives images and voice in real-
time. Web conferencing adds another dimension - it allows you to
share documents and applications. For more details on Webinar
conferencing with customers visit Session 2 in the Business
Expansion course.

Telepresence takes video and web conferencing to new levels. A

telepresence conference room includes ultra-high-definition video
cameras, large screens displaying life-size images, and spatially
discrete audio to create an "in person" experience. Facial expressions
for crucial business discussions and negotiations can be discerned
across the "virtual table." Telepresence solutions can be deployed to
support your business' need from one-on-one conferencing in private
offices to stadium seating for larger meetings.

All these solutions allow you to communicate as if you were face-to-

face with customers anywhere in the world. Time and money that
would be spent on traveling can be used to conduct meetings. You
can share documents, make presentations and conduct meetings on
short notice. For example, without leaving your office, you can
collaborate with employees who work from home or from other
company locations.

Social Networking Sites

A social network is a social structure made of individuals or
organizations that are tied together by common interests, often like a
community. Internet-based social networking occurs through a variety
of websites that allow users to share content and interact with similar

CAPE NOTES Unit 1 Module1 Content 10 25

interests. It has expanded to include a company's customers,
celebrity's fans and a politician's constituents. This has created a great
opportunity for businesses to generate interaction with present and
potential customers through Web-based sites established for that
purpose. To be successful requires a steady effort and participation
over time. With an ongoing commitment of effort you can create a
niche market through sites such as LinkedIn, Facebook and Twitter. A
note of caution on Internet social networking: once you put something
out there it's hard to take it back, so you have to be careful.

Online Chat Tools

Wikipedia describes chat tools best: "Online chat can refer to any kind
of communication over the Internet, but is primarily meant to refer to
direct one-on-one chat or text-based group chat using tools such as
instant messengers." It is commonly used in place of email when there
is a need to communicate live. Chat tools can be used both for internal
and external communication and can be placed on a website so
customers can talk to a customer service person in real-time. Utilizing
chat tools usually requires a free software download. There are many
options available including GoogleTalk and Skype. Features can vary
from simple one-on-one messaging to highly developed tools for
group chat, file transfers, video and document collaboration.

Fax Machines
The decision must be made as to whether to buy a stand alone fax
machine or an "all-in-one" model. All-in-ones function as a printer,
scanner, copier and fax. (Not all models have the fax or scanner
capability). If you plan on sending and receiving lots of faxes you
might consider the stand-alone. For less frequent use the all-in-one

CAPE NOTES Unit 1 Module1 Content 10 26

can cost less. They are also compact and more energy efficient.
Consideration should be given to your budget and your space
constraints. Generally, the simpler the machine, the fewer problems
you will have with it. If your business will rely heavily on faxing, it is
important to get as much memory as possible to speed up the printing
of documents.

Some phone vendors can provide you with a fax number that works
with your e-mail system. Receiving a fax works just like it does when
the fax is being received by another machine but you receive it as an
attachment to an e-mail. This can be very handy for those who travel
on a frequent basis and are not always near a fax machine. Here are
tips:

 Use a cover page that is appropriate for your company.

Remember, this is an external communication that reflects your
business and your image.
 Use a separate dedicated phone line for your fax machine.

Computers
A computer is so affordable that it should be included as a key tool in
your business. Computers can be purchased for a wide range of
prices. For basic word processing, e-mail, accounting, and
spreadsheet work, you will not require a top-of-the-line computer.
While what you buy today may soon become obsolete, this does not
mean that the computer you purchase will not meet your business
requirements for a much longer period of time. The following

CAPE NOTES Unit 1 Module1 Content 10 27

discussion will focus on the growing number of options that are
available:

 Desktop
 Laptop
 Notebook (or netbook)
 Tablet
 Handheld

Desktops
This is the most common type of computer: one that is set up to
operate in your office. The computer system should include:

 A basic processing unit: either a PC (Personal Computer) or a

Mac (Apple). PC's are more common in usage and are lower in
cost. Most businesses work in a PC format. However, for many
users and applications including graphic arts, the Mac enjoys
very steadfast supporters.
 A flat-panel monitor.
 Internet connectivity, a CD/DVD drive and USB ports.
 A printer. Laser printers cost more up front but are less
expensive over the long run when taking printing costs into
account. If you have a small space to work with, consider an all-
in-one printer.
 Some type of backup storage should also be considered, such
as a USB Flash Drive, External Hard Drive or a writable CD or
DVD.

CAPE NOTES Unit 1 Module1 Content 10 28

  An antivirus program is essential. You can purchase one or use
a free program; however the free programs will not afford you as
much security as the paid versions.

Laptops
A laptop computer offers portability with many of the features offered
by a desktop which make it ideal for meetings or if you travel
frequently. Drawbacks for laptops include: they are higher in price
than desktops, have smaller keyboards and monitors and are subject
to theft. Traditional and wireless printers, keyboards and even the
traditional mouse are options available for laptops. If you travel and
need computing capability, it is worth the extra expense.

Notebooks and Netbooks

Since their recent appearance, netbooks have grown in size and
features. At the same time, notebooks have become smaller and
lighter. The result is that for practical purposes we are going to use the
two words interchangeably since there is no longer a significant
distinction between them. They both can be described as rapidly
evolving categories of small, light and inexpensive laptop computers
suited for general computing and accessing web-based applications.
They are gaining in popularity especially with students, bloggers, and
even some businesses.

While generally less expensive than laptops, manufacturers are

starting to beef up notebooks, which is increasing their cost. A caution:
their compact size makes them attractive for traveling but if you are
considering one to save on the cost of a laptop, you probably will be

CAPE NOTES Unit 1 Module1 Content 10 29

getting less memory and many do not have full applications or
compatibility with your other business applications.

Things to keep in mind if getting a desktop, laptop or netbook:

 Get as much capability as you can afford. Laptops are not

typically as easy to upgrade as desktop computers because of
the nature of their construction.
 Be sure you get all the features you need when you purchase.
 If you do not normally have access to an electrical outlet, get a
laptop or netbook with extended battery life.
 Keep all documentation, software, and accessories that come
with your device.

Tablet Computers
A tablet computer is equipped with a touch screen or stylus rather
than a keyboard to operate the computer. The advantages include
using when it is not convenient to use a keyboard and mouse,
recording diagrams and symbols, and easier navigation than a
keyboard and mouse or touch pad. Disadvantages include higher
cost, slower input speed, and risk of damage to the tablet screen.

Handheld Devices
Handheld computers, or Personal Digital Assistants, are still popular
despite the growing sales of smartphones. There are basically two
versions of these units: 1) those using the Palm Pilot operating system
and 2) those using the Microsoft Windows Mobile operating system.
These units allow synchronizing your key organizational elements with

CAPE NOTES Unit 1 Module1 Content 10 30

your computer. Functions of a PDA and smartphone have become
almost indistinguishable; however PDAs generally perform faster and
can synchronize data to your PC. The capabilities of PDAs are not
built around a cell phone whereas a smartphone is a cell phone with
other capabilities built into the phone. More and more features are
being built into these units, integrating them as a powerful tool in the
business world.

Software
The software you purchase is key to making your computer
productive. The operating system, whether it is a PC or a Macintosh,
should be preloaded onto the system. Many software packages are
often bundled with the system at the time of purchase and some in the
form of trial software. At the bare minimum, you should have the
capability to do word processing, spreadsheets, and presentations.

Additionally, you should consider financial and accounting software

that is appropriate for your business. Keep in mind that many
accounting/bookkeeping software packages are not double-entry
systems and care must be taken in making the entries correctly. Keep
in mind that home and professional versions of accounting software
may not be compatible or may not be appropriate for your operating
system. Be sure to read specifications before you purchase.

Auxiliary Products
Many products can be used in conjunction with your computer to
enhance the functionality and image of your business. These also
require software specifically designed to facilitate its usage.

CAPE NOTES Unit 1 Module1 Content 10 31

  Digital Camera - a picture taken by this type of camera can be
directly loaded onto your computer for a variety of uses. Usage
ideas include pictures of properties, product catalogs, pictures
accompanying résumés and many more.
Digital cameras come in various shapes and sizes, but what
really sets them apart in price is image quality.
 Scanner - when you have a printed copy of something that you
would like to include as part of a digital document, you can
create a digital image by scanning the printed copy with this type
of equipment.
 Wireless Transmission - this feature allows you to communicate
with other devices equipped with the same feature. Most office
equipment is available in a wireless version and without all the
cords. Ease of set up is appealing and has many productive
implications
 Don't overlook the importance of making regular external
backups to the individual programs used in your business.
Backups are commonly stored on CD's DVDs, USB Flash Drives
and External Hard Drives. There are also services provided on
the Web to facilitate this process.

Internet
The Internet an essential marketing and communication tool.

Utilizing your ability to register on search engines and crowd-source

business review sites is an essential marking tool to communicate with
potential customers and creating leads.

To learn more, see the links below:

CAPE NOTES Unit 1 Module1 Content 10 32

Search Engines:

 Google My Business: https://www.google.com/business/

 Bing Places for Business: https://www.bingplaces.com/

Crowd-sourced business review sites (U.S. based):

 yelp: https://biz.yelp.com/
taken from: https://www.scu.edu/mobi/business-courses/starting-a-business/session-8-
communication-tools/, on July 7, 2016

TOOLS ASSOCIATED WITH THE INTERNET

Online Service
A business that provides its subscribers with a wide variety of data transmitted

over telecommunications lines. Online services provide an infrastructure in which subscribers

can communicate with one another, either by exchanging e-mail messages or by participating in

online conferences (forums). In addition, the service can connect users with an almost unlimited

number of third-party information providers. Subscribers can get up-to-date stock quotes, news

stories hot off the wire, articles from many magazines and journals, in fact, almost any

information that has been put in electronic form. Of course, accessing all this data carries a

price.

The difference between an online service and a bulletin board service is one of scale and

profits. Online services provide a variety of information and services, whereas BBS's normally

concentrate on a single theme. In addition, BBS's are often operated on a non-profit basis

whereas online services are always for profit. Three of the largest online services are America

Online, Compuserve and MSN.

One online service that defies classification is the Internet. In terms of users, it is the largest

service, but it is not centrally controlled by any one organization, nor is it operated for profit.

Taken from: http://www.webopedia.com/TERM/O/online_service.html, on July 7, 2016

CAPE NOTES Unit 1 Module1 Content 10 33

Search Engine
Search engines are programs that search documents for specified keywords and returns a list of

the documents where the keywords were found. A search engine is really a general class of

programs, however, the term is often used to specifically describe systems like Google, Bing

and Yahoo! Search that enable users to search for documents on the World Wide Web.

Web Search Engines

Typically, Web search engines work by sending out a spider to fetch as many documents as

possible. Another program, called an indexer, then reads these documents and creates

an index based on the words contained in each document. Each search engine uses

a proprietary algorithm to create its indices such that, ideally, only meaningful results are
returned for each query.

As many website owners rely on search engines to send traffic to their website, and entire

industry has grown around the idea of optimizing Web content to improve your placement in

search engine results. Learn more about search engine optimization (SEO) in this Webopedia'

definition.

Taken from: http://www.webopedia.com/TERM/S/search_engine.html, on July 7, 2016

USENET
A worldwide bulletin board system that can be accessed through the Internet or through
many online services. The USENET contains more than 14,000 forums, called newsgroups, that

cover every imaginable interest group. It is used daily by millions of people around the world.

Taken from: http://www.webopedia.com/TERM/U/USENET.html, retrieved on July 7, 2016

CAPE NOTES Unit 1 Module1 Content 10 34

IRC - Internet Relay Chat
Short for Internet Relay Chat, a chat system developed by Jarkko Oikarinen in Finland in the late

1980s. IRC has become very popular as more people get connected to the Internet because it

enables people connected anywhere on the Internet to join in live discussions. Unlike older chat

systems, IRC is not limited to just two participants.

To join an IRC discussion, you need an IRC client and Internet access. The IRC client is

a program that runs on your computer and sends and receives messages to and from an
IRC server. The IRC server, in turn, is responsible for making sure that all messages are

broadcast to everyone participating in a discussion. There can be many discussions going on at

once; each one is assigned a unique channel.

Telnet
Telnet is a terminal emulation program for TCP/IPnetworks such as the Internet. The Telnet

program runs on your computer and connects your PC to a server on the network. You can then

enter commands through the Telnet program and they will be executed as if you were entering

them directly on the server console. This enables you to control the server and communicate

with other servers on the network. To start a Telnet session, you must log in to a server by

entering a valid username and password. Telnet is a common way to remotely control Web

servers.

The Telnet Protocol

The Telnet protocol is designed to provide a bi-directional, eight-bit byte oriented

communications facility to allow for a a standard method of interfacing terminal devices and

processes.

CAPE NOTES Unit 1 Module1 Content 10 35

FTP - File Transfer Protocol
File Transfer Protocol (FTP) is the commonly used protocol for exchanging files over

the Internet. FTP uses the Internet's TCP/IP protocols to enable data transfer. FTP uses a

client-server architecture, often secured with SSL/TLS. FTP promotes sharing of files via remote

computers with reliable and efficient data transfer

How FTP Works

FTP works in the same way as HTTP for transferring Web pages from a server to a user's

browser and SMTP for transferring electronic mail across the Internet in that, like these

technologies.

FTP uses a client-server architecture. Users provide authentication using a sign-in protocol,

usually a username and password, however some FTP servers may be configured to

accept anonymous FTP logins where you don't need to identify yourself before accessing files.

Most often, FTP is secured with SSL/TLS.

Newsgroup
Same as forum, an on-line discussion group. On the Internet, there are literally thousands of

newsgroups covering every conceivable interest. To view and post messages to a newsgroup,
you need a news reader, a program that runs on your computer and connects you to a news

server on the Internet.

Message Board
A message board (known also by various other names such as discussion
group, discussion forum, and online forum) is a general term for any online
"bulletin board" where you can leave and expect to see responses to
messages you have left. Or you can just read the board. The first discussion
boards were available on bulletin board systems. On the

CAPE NOTES Unit 1 Module1 Content 10 36

Internet, Usenet provides thousands of discussion boards; these can now
sometimes be viewed from a Web browser.

Many websites offer discussion boards so that users can share and discuss
information and opinions. Special software is available that provides
discussion board capability for a website.

Source: http://whatis.techtarget.com/definition/discussion-board-
discussion-group-message-board-online-forum, retrieved on July 7, 2016

Mailing List
A list of e-mail addresses identified by a single name, such as mail-list@sandybay.com. When
an e-mail message is sent to the mailing list name, it is automatically forwarded to all the
addresses in the list.

Most e-mail clients support mailing lists, which enables you to broadcast e-mail messages to

groups that you define. In addition, there are mailing list servers that manage centralized mailing

lists for groups of users.

Internet Telephony
A category of hardware and software that enables people to use the Internet as the

transmission medium for telephone calls. For users who have free, or fixed-price Internet

access, Internet telephony software essentially provides free telephone calls anywhere in the

world. To date, however, Internet telephony does not offer the same quality of telephone service

as direct telephone connections.

There are many Internet telephony applications available. Some, like CoolTalk and NetMeeting,

come bundled with popular Web browsers. Others are stand-alone products. Internet telephony

products are sometimes called IP telephony, Voice over the Internet (VOI) or Voice over IP

(VOIP)products.

Taken from: http://www.webopedia.com/TERM/I/Internet_telephony.html, on July 7, 2016

CAPE NOTES Unit 1 Module1 Content 10 37