St.

PAUL’S DEGREE & PG COLLEGE

(Affiliated to Osmania University)
Street No. 8, Himayathnagar, Hyderabad. Ph.No: 27602533

BBA Sem III

Unit 5- Office Management Application
INTRODUCTION
In the present age of information Technology, use of Internet is becoming quite popular for
accessing information on any topic of your interest. It also provides tremendous opportunities to
students, researchers and professionals for getting information on matters related to academic
and professional topics and lot more. In the present world, most of the people who have
computers around themselves use Internet to access information from the World Wide Web,
exchange messages & documents and e-services.

OBJECTIVES
After going through this lesson, you would be able to:

• explain various terminology used in internet

• use various services provided by internet
• search the desired information over internet
• define e-mail and its various features
• explain the process of downloading file.

INTERNET
The Internet is a global system of interconnected computer networks that use the standard
Internet protocol suite (TCP/ IP) to serve billions of users worldwide. It is a network of networks
that consists of millions of private, public, academic, business, and government networks, of
local to global scope, that are linked by a broad array of electronic, wireless and optical
networking technologies. The Internet carries a vast range of information resources and services,
such as the interlinked hypertext documents of the World Wide Web (WWW) and the
infrastructure to support electronic mail.

Uses of Internet
Internet has been the most useful technology of the modern times which helps us not only in our
daily lives, but also our personal and professional lives developments. The internet helps us
achieve this in several different ways.
For the students and educational purposes the internet is widely used to gather information so as
to do the research or add to the knowledge of various subjects. Even the business professionals
and the professionals like doctors, access the internet to filter the necessary information for their
use. The internet is therefore the largest encyclopedia for everyone, in all age categories. The
internet has served to be more useful in maintaining contacts with friends and relatives who live
abroad permanently.

Advantages of Internet:
• E-mail: Email is now an essential communication tools in business. With e-mail you can
send and receive instant electronic messages, which works like writing letters. Your
messages are delivered instantly to people anywhere in the world, unlike traditional mail
that takes a lot of time. Email is free, fast and very cheap when compared to telephone, fax
and postal services.

• 24 hours a day - 7 days a week: Internet is available, 24x7 days for usage.

• Information: Information is probably the biggest advantage internet is offering. There is a

huge amount of information available on the internet for just about every subject, ranging
from government law and services, trade fairs and conferences, market information, new
ideas and technical support. You can almost find any type of data on almost any kind of
subject that you are looking for by using search engines like google, yahoo, msn, etc.
• Online Chat: You can access many ‘chat rooms’ on the web that can be used to meet new
people, make new friends, as well as to stay in touch with old friends. You can chat in MSN
and yahoo websites.

• Services: Many services are provided on the internet like net banking, job searching,
purchasing tickets, hotel reservations, guidance services on array of topics engulfing every
aspect of life.

• Communities: Communities of all types have sprung up on the internet. Its a great way to
meet up with people of similar interest and discuss common issues.

• E-commerce: Along with getting information on the Internet, you can also shop online.
There are many online stores and sites that can be used to look for products as well as buy
them using your credit card. You do not need to leave your house and can do all your
shopping from the convenience of your home. It has got a real amazing and wide range of
products from household needs, electronics to entertainment.

• Entertainment: Internet provides facility to access wide range of Audio/Video songs, plays
films. Many of which can be downloaded. One such popular website is YouTube.

• Software Downloads: You can freely download innumerable, softwares like utilities,
games, music, videos, movies, etc from the Internet.
Limitations of Internet
• Theft of Personal information: Electronic messages sent over the Internet can be easily
snooped and tracked, revealing who is talking to whom and what they are talking about. If
you use the Internet, your personal information such as your name, address, credit card,
bank details and other information can be accessed by unauthorized persons. If you use a
credit card or internet banking for online shopping, then your details can also be ‘stolen’.

• Negative effects on family communication: It is generally observed that due to more time
spent on Internet, there is a decrease in communication and feeling of togetherness among
the family members.
• Internet addiction: There is some controversy over whether it is possible to actually be
addicted to the Internet or not. Some researchers, claim that it is simply people trying to
escape their problems in an online world.

• Children using the Internet has become a big concern. Most parents do not realize the
dangers involved when their children log onto the Internet. When children talk to others
online, they do not realize they could actually be talking to a harmful person. Moreover,
pornography is also a very serious issue concerning the Internet, especially when it comes
to young children. There are thousands of pornographic sites on the Internet that can be
easily found and can be a detriment to letting children use the Internet.

• Virus threat: Today, not only are humans getting viruses, but computers are also.
Computers are mainly getting these viruses from the Internet. Virus is is a program which
disrupts the normal functioning of your computer systems. Computers attached to internet
are more prone to virus attacks and they can end up into crashing your whole hard disk.

• Spamming: It is often viewed as the act of sending unsolicited email. This multiple or vast
emailing is often compared to mass junk mailings. It needlessly obstruct the entire system.
Most spam is commercial advertising, often for dubious products, get-rich-quick schemes,
or quasi-legal services. Spam costs the sender very little to send — most of the costs are
paid for by the recipient or the carriers rather than by the sender.

Extranet

An extranet is a private network similar to an intranet, but typically open to external parties,
such as business partners, suppliers, key customers, etc. The main purpose of an extranet is
to allow users to exchange data and applications, and share information.

Advantages of Intranet:

 Improves Internal Communication: The primary benefit of using an intranet is to

support team communication internally. Intranets allow your organization to
 centralize all workplace communication, making it easy to dive into your
organization’s ecosystem and interact with other employees.
 Connects Your Company Across Locations and Time Zones: If you lead a medium-
sized business, enterprise organization, or remote team in different locations or time
zones, you need a way to centralize communication. According to Gartner, 54% of
HR leaders reported that poor technology or infrastructure was the biggest barrier to
effective remote working in the organization.
An intranet can help connect employees who aren’t physically close to one another
and improve team communication.
 Helps Employees Find Information: One of the core features of an intranet is to help
employees find information. Whether it’s a company announcement, an employee
directory, or a knowledge base, an intranet is a place employees can go to access
company resources.
 Boosts Recognition and Reward: An intranet can be a great tool for management to
publish company announcements. Managers use intranets to recognize and reward
employees for different achievements publicly.
 Simplifies Employee Onboarding: Hiring and onboarding can be one of the most
time-consuming and resource-draining activities within any organization. Intranets
allow employees to quickly go through onboarding by accessing important
resources.
 Provides Organizational Clarity: When an employee comes on board a large
company, navigating their place in the organization can be overwhelming. An
intranet is a great place to provide a company directory and org chart to give
employees clarity on organizational structure and roles.
 Encourages Knowledge Sharing: Intranets are a place employees can communicate
and share information, whether that’s through instant messaging, collaborative
projects, or document sharing.

Limitations of Intranet:

 ` Data overload: Intranets can lead to information overload and confusion instead of
facilitating communication and knowledge sharing.

 Poor search functionality: A study found that 48% of organizations consider poor search
functionality to be a significant intranet challenge.

 Security risks: Employees may feel a sense of ownership and belonging to their intranet,
which can lead to risky behaviour such as using weak passwords or clicking unknown
attachments.

 Expensive: Intranets can be expensive to license and host, especially for large teams.
 Hard to use: Intranets can be difficult to navigate, and employees may have trouble
finding what they're looking for.

 Lack of collaborative features: Intranets may lack integration capabilities with other
systems, which can hinder data sharing and workflow automation.

 Requires employee training: Even tech-savvy employees may need training to get the
most out of an intranet, especially if it has been customized.

 Inaccessible: Intranets can be inaccessible or challenging to access for employees without

personal PCs or company smartphones.

 VPN

VPN, which stands for virtual private network, establishes a digital connection between
your computer and a remote server owned by a VPN provider, creating a point-to-point
tunnel that encrypts your personal data, masks your IP address, and lets you sidestep
website blocks and firewalls on the internet.

Advantages of VPN:

 Privacy: VPNs encrypt data and mask IP addresses, making it difficult to track browsing
history and location. This can help protect against hackers who might try to impersonate
you and access your bank account or credit card information.

 Security: VPNs can help secure networks and remote access for businesses. They can
also help protect against distributed denial of service (DDoS) attacks, which involve
flooding a network with traffic to force legitimate users offline.

 Access to blocked content: VPNs can help you access content that is restricted by region
or blocked by censorship. For example, you can use a VPN to access streaming services
that are only available in certain countries.

 Avoid bandwidth throttling: ISPs might throttle your internet speeds if they detect you
using a lot of bandwidth, such as for streaming or downloading large files. Using a VPN
encrypts your internet traffic, making it harder for your ISP to assess what you're doing.

 Safe browsing on public Wi-Fi: VPNs can help you browse more safely on public Wi-Fi.

 Protect your family: You can use a VPN to protect your family when they're online.

Limitations of VPN:
 Slower speeds: VPNs can slow down your internet connection because they reroute and
encrypt your internet traffic.

 Increased data usage: Encryption requires additional data, which can increase your data
usage by 5–15%.

 Cost: Premium VPN services can cost around $10–$15 per month. Free VPNs may have
limited data usage or poor speeds.

 Illegal in some countries: VPNs are illegal in some countries, especially those where
they are used to bypass restrictions on news media.

 Insecure: VPNs can expose networks to threats like malware, DDoS attacks, and
spoofing attacks.

 Online service restrictions: Some online services prohibit the use of VPNs.

 No complete anonymity: VPNs don't ensure complete anonymity.

 Privacy level: Your privacy level is determined by your VPN service.

 VPN logs: Some providers retain VPN logs.

 Device compatibility: VPNs may not be compatible with all devices

Internet Telephony

Internet telephony, also known as voice-over-IP (VoIP) or IP telephony, is a technology

that allows users to communicate over the internet using voice calls, video calls, fax,
voicemail, and other forms of communication.

Internet telephony works by sending data digitally over the internet using the Internet
Protocol (IP) instead of traditional landlines. It can be used to make phone calls in
places without a phone connection, and to avoid expensive international call charges.

Some benefits of internet telephony include:

 Cost reduction: Internet telephony can reduce call charges for customers because it uses
one network to transmit both data and voice.

 Unifies communication channels: Internet telephony can simplify business

communication by unifying all communication channels on a single platform.
 Global multimedia communications: Internet telephony can be used to design global
multimedia communications systems.

In India, VoIP is generally legal and can be used for both domestic and international
calls.

Voice over Internet Protocol (VoIP) has some disadvantages,

including:

 Internet connection: VoIP requires a stable internet connection, and if your connection
goes down, so does your phone line. A poor connection can also cause delays, noise, and
echo.

 Security: VoIP is susceptible to security threats like phishing, viruses, malware, and call
tampering.

 Power supply: VoIP requires a continuous power supply.

 Emergency calls: VoIP doesn't support emergency calls as well as traditional phone
systems because the caller might not be at their billing address.

 Latency and jitter: Latency is the delay between a device sending a packet and another
device receiving it, while jitter is the variation in delay from one packet to another. Both
can lead to dropped or unintelligible calls.

 Extra costs: If you use VoIP to call someone without VoIP capabilities, you might incur
additional costs.

 Compatibility issues: VoIP might not be compatible with some traditional alarm
systems.

GroupWare:

Groupware is a category of software tools that help groups of people work together to
share information, solve problems, and manage tasks. Groupware can include a variety
of applications, such as:

 Calendaring systems

 Workflow systems

 Group support systems

 Video conferencing apps

 Diagramming tools

 Email

Groupware can be used to: Share information, Manage tasks, Solve problems,
Coordinate work, and Communicate with other group members.

Some examples of groupware include:

 Slack, which attempts to integrate work email into chat rooms

 Horde, which offers a variety of calendar features, including recurring events, alarms, and
email notifications

 ECOUNT, which offers office management system functions such as survey, file storage,
and worksheet management

While groupware can offer many benefits, it can also have some
disadvantages, such as:

 Cost: Subscriptions to groupware tools can be expensive.

 Server dependency: Some groupware tools may be unreliable if they depend on a single
server.

 Lack of non-verbal communication: Groupware tools may not allow team members to
communicate non-verbally, which may make it difficult to form strong professional
relationships.

Audio Video Conferencing:

Audio and video conferencing is a technology that allows people to communicate and
collaborate in real time from different locations using audio, video, and a computer
connection:

 Video conferencing: A live, visual connection between people that simulates a face-to-
face meeting. Video conferencing can include full-motion video, high-quality audio, and
text-based messages.
 Audio teleconferencing: A voice-only call that's similar to a normal phone call.

Audio and video conferencing can be used for a variety of purposes, including:

Team meetings, Webinars, Product demos, Job interviews, Telehealth, Customer

service, and Distance learning.

Audio and video conferencing can help organizations save time and money by reducing
travel costs. It can also help improve employee retention by giving remote workers
more control over their work days and keeping them feeling connected to their team.

To participate in an audio or video conference, you'll usually need a microphone and a

video camera or webcam. You can join a conference by clicking a meeting link or using
a central dial-in number.

Wireless Communication

Wireless communications is the transmission of voice and data without cable or wires.
In place of a physical connection, data travels through electromagnetic signals broadcast
from sending facilities to intermediate and end-user devices.

There are several types of wireless communication, including:

 Radio frequency (RF): The most common type of wireless communication, used in
mobile phones, television broadcasting, and Wi-Fi networks

 Infrared (IR): Used in wireless mice, remote controls, and some security systems

 Microwave: Used for long-distance communication, such as satellite and radar systems

 Lightwave: Includes technologies like fiber optics and free-space optical communication

 Satellite communication: Provides global connectivity, used for communication,

navigation, mapping, broadcasting, and high-speed internet

 Cellular networks: Supported by standards like global system for mobile

communications (GSM) and code-division multiple access (CDMA)

 Wireless mesh networks (WMNs): Created by connecting wireless nodes at each user's
location
 Wireless ad hoc networks (WANETs): Created spontaneously without a router or
wireless AP, relying on peer-to-peer technology

WLAN:

WLAN stands for Wireless Local Area Network, which is a network of devices that use
radio waves to communicate with each other instead of wired connections. WLANs are
often used to extend existing wired LANs, and are typically found in buildings or
campuses.

Here are some things to know about WLANs:

 How they work: WLANs use radio frequency to transmit and receive data.

 How they're used: WLANs are often used to improve user mobility. They can also be
used to provide internet access to visitors and contractors.

 Wi-Fi: Wi-Fi is a type of WLAN that uses access points (APs) to connect to devices. Wi-
Fi uses the 2.4 GHz, 5 GHz, and 6 GHz bands.

 Installation: WLANs are usually easy and quick to install.

 Interference: Interference can occur when two networks try to operate in the same band
or when their bands overlap.

 Regulations: Different nations have their own regulations for WLANs, including the
allowable channels, maximum power levels, and allowed users.

Advantages of wireless local area network (WLAN) :

 It’s a reliable sort of communication.
 As WLAN reduces physical wires so it’s a versatile way of communication.
 WLAN also reduces the value of ownership.
 It’s easier to feature or remove workstation.
 It provides high rate thanks to small area coverage.
 You’ll also move workstation while maintaining the connectivity.
 For propagation, the sunshine of sight isn’t required.
 The direction of connectivity are often anywhere i.e. you’ll connect devices in
any direction unless it’s within the range of access point.
 Easy installation and you would like don’t need extra cables for installation.

Disadvantages of wireless local area network (WLAN) :

  WLAN requires license.
 It’s a limited area to hide.
 The Government agencies can control the flow of signals of WLAN and can also
limit it if required. this will affect data transfer from connected devices to the
web.

 If the amount of connected devices increases then data transfer rate decreases.

 WLAN uses frequency which may interfere with other devices which use
frequency.

 If there’s rain or thunder then communication may interfere.

 Due to Low security as attackers can get access to the transmitted data.

 Signals could also be suffering from the environment as compared to using fiber
optics.

 The radiation of WLAN are often harmful to the environment.

Bluetooth:
BLUETOOTH wireless technology is a short-range wireless technology that enables
wireless data communication between digital devices, such as a computer and digital
camera. BLUETOOTH wireless technology operates within a range of about 10 m (30 feet).

Connecting two devices as necessary is common, but some devices can be connected to
multiple devices at the same time.

You do not need to use a cable for connection, nor is it necessary for the devices to face one
another, such is the case with infrared technology. For example, you can use such a device
in a bag or pocket.

BLUETOOTH standard is an international standard supported by thousands of companies

all over the world, and employed by various companies worldwide.

WI-FI:
Wi-Fi is a wireless technology used to connect computers, tablets, smartphones and other
devices to the internet.

Wi-Fi is the radio signal sent from a wireless router to a nearby device, which translates the
signal into data you can see and use. The device transmits a radio signal back to the router,
which connects to the internet by wire or cable.

Wi-Max:
 Wi-Max stands for Worldwide Interoperability for Microwave Access. This technology is
based on IEEE 802.16. It is used to provide higher data rates with increased coverage. It is
based on MAN (Metropolitan Area Network) technology. Its range is up to 50 Km. It may
provide speeds up to 70 Mbps and it can operate in Non-Line-of-Sight. This technology is
fast, convenient, and cost-effective.

RFID:
RFID (radio frequency identification) is a form of wireless communication that incorporates
the use of electromagnetic or electrostatic coupling in the radio frequency portion of the
electromagnetic spectrum to uniquely identify an object, animal or person.
RFID systems use tags and readers to exchange data:
Tags: Contain a microchip and antenna that transmits a unique identifier to a reader. Tags
can be passive (powered by the reader) or active (powered by batteries).
Readers: Have one or more antennas that emit radio waves to receive signals from the tag.
Readers can be mobile, mounted on a post, or built into a room or building.

Spreadsheet:
Spreadsheet software is used to store, organize and analyze data. Most of the time,
that data is numerical, though spreadsheets can also store addresses and contact
information.
The data in spreadsheets is represented in individual cells. These cells are
organized in vertical rows and horizontal columns. They can be resized so you can
see all your data at once. Most spreadsheet software lets you create data
visualizations for your information. The type of visual elements depends on the
software you use; however, the most common are charts and graphs.
 Storing and sorting data: Spreadsheets are a simple way to store, analyze,
and retrieve data in a tabular format.
 Creating budgets: Spreadsheets can be used to create budgets.
 Producing graphs and charts: Spreadsheets can be used to display data in
a graphical format to make it easier to understand.
 Forecasting future performance: Spreadsheets can be used to forecast
future performance.
 Calculating tax: Spreadsheets can be used to calculate tax.
 Completing basic payroll: Spreadsheets can be used to complete basic
payroll.
 Calculating revenues: Spreadsheets can use functions and formulas to
streamline work and increase efficiency.

MS-Excel:
Microsoft Excel has the basic features of all spreadsheets,[10] using a grid of cells arranged in
numbered rows and letter-named columns to organize data manipulations like arithmetic
operations. It has a battery of supplied functions to answer statistical, engineering, and financial
needs. In addition, it can display data as line graphs, histograms and charts, and with a very
limited three-dimensional graphical display.
Database:
A database is an electronically stored, systematic collection of data. It can contain any type of
data, including words, numbers, images, videos, and files. You can use software called a
database management system (DBMS) to store, retrieve, and edit data. In computer systems, the
word database can also refer to any DBMS, to the database system, or to an application
associated with the database.
A high-performing database is crucial to any organization. Databases support the internal
operations of companies and store interactions with customers and suppliers. They also hold
administrative information and more specialized data, such as engineering or economic models.
Examples include digital library systems, travel reservation systems, and inventory systems. The
following are some reasons why databases are essential.
Here are some uses of databases:
 Data storage and retrieval: Databases can store and retrieve data efficiently, and can
protect it from unauthorized access.
 Data analysis: Databases can perform various analyses on data.
 Data management: Databases can help with methodical data management and make
disparate data into a valuable resource.
 Data consistency: Databases can ensure that information is consistent and reliable.
 Decision-making: Databases can help with quick decision-making.
 Productivity: Databases can increase productivity for end-users.
 Banking: Banks and other financial institutions use databases to store and retrieve
sensitive financial data.
 Multi-user access: Databases can allow multiple users to access and manipulate data
simultaneously.
 Backup and recovery: Database administrators (DBAs) are responsible for ensuring that
databases and data are backed up and can be recovered quickly if there is a failure.
 Relational databases: Relational databases can join tables to create meaningful
information and understand the relationships between data.
MS-Access:
A "MS Access Database" refers to a database created using Microsoft Access, a database
management system included in the Microsoft Office suite, allowing users to store, organize, and
manage data through tables, forms, queries, and reports with a graphical user interface, making it
suitable for creating custom applications for small to medium-sized businesses.
Here are some things you can do with Microsoft Access:
  Create and manage databases: Use the drag-and-drop interface to create tables, forms,
queries, and reports
 Store and edit data: Store data in tables and customize them as needed
 Analyze information: Compare data and find relationships between existing data
 Develop applications: Use Access to develop application software
Microsoft Access is a database management tool that has many applications, including:
 Creating databases: You can create databases for business procedures and integrate
them for uniformity.
 Designing tables: You can design tables to store specific types of information, such as
customer data, product inventory, or employee records.
 Developing custom applications: You can develop custom database applications with
user-friendly interfaces without requiring extensive programming knowledge.
 Importing data: You can import data from Excel or other databases.
 Creating forms: You can create forms for data entry or viewing.
 Designing reports: You can design reports to be either printed or turned into a PDF.
 Running queries: You can design and run data retrieval queries.
 Integrating with multiple data sources: You can integrate data between Access and
line-of-business apps.