Area Of Study 2 Information And Communications TechnologyICT

1
Area Of Study 2Information And Communications
Technology(ICT)
2
Organisations use the Internet to

• Advertise their products to reach more
  potential customers
• Advertise vacant positions to reach more
  potential applicants
• Find out about competitors products, prices and
  special offers

3
Organisations use the Internet to

• Find out about developments eg new machinery to
  increase productivity
• To send e-mails to customers/suppliers
• Retrieving up-to-date information from anywhere
  in the world at any time

4
Problems with using the Internet

• Connection may be slower at certain times of the
  day
• Equipment failure may be experienced
• Length of time to download info can be
  frustrating
• Can take a long time to find information
• No guarantee info is up-to-date

5
Advantages

• Provides a vast amount of information on
  practically any subject
• Many organisations have a web site
• Can make tasks such as organising travel simpler
  than traditional methods
• Sound can be included with the information

6
Disadvantages

• Searching for information online can be costly
• Telephone calls cant be made while on Internet
• Second telephone may be needed
• Staff need good training
• Cost of designing and maintaining web page is
  expensive
• Difficult to monitor staff use of internet for
  non-work use

7
Facsimile Machines (Fax)

• How Does a Fax Machine Work?
• The Paper-based info is scanned by the machine
• Information is converted into code
• The encoded data is sent over the telephone lines
  to its destination
• On arrival at the recipients fax machine, the
  data is decoded
• An exact paper copy of the original is printed

8
Benefits of using a Fax Machine

• Cheap and easy to use
• Does not need expensive cabling installed
• Text and graphics can be transmitted
• Information is received almost immediately
• Cost is the same as a telephone call

9
Fax Cover Sheet

• This should be sent before each fax and should
  include
• Name, Title, Phone No of sender
• Fax no of receiving machine
• Name and Details of person receiving fax
• Date No of pages being sent

10
How do I use a Fax Machine?

• Prepare a Fax Cover Sheet
• Place the document to be sent in the Fax Machine
  (correct way up)
• Enter the recipients fax number
• Press the start button to send the fax.

11
What problems could occur?

• Equipment error, eg Paper Jam or No Toner
• Problems contacting the destination fax machine,
  eg Number engaged, machine switched off
• Anyone can see and read the fax confidential
  information must not be sent by fax

12
Advantages

• Provides a paper copy
• Can be received without anyone being present
• Most companies have them
• Can send/receive handwritten, typed and drawings
• Most computers have fax software already
  installed

13
Disadvantages

• Must make sure that there is a good supply of
  paper, toner
• Fax machine may be engaged so have to try again
• Quality of reproduction may be poor especially
  drawings

14
What is e-mail

• E-mail is a form of electronic conversation
• Popular method of internal and external business
  use
• Allows messages to be sent and received from
  computers
• Users are given own e-mail address
• Efficient way of sending and receiving information

15
What is e-mail

• You can create and send messages
• Receive and read messages
• Reply to messages
• Send documents as an attachment
• Store messages
• Forward messages you receive to other people.

16
Why would an organisation use e-mail?

• Delivery is quick
• Replies can be sent immediately
• E-mails can be read wherever there is a computer
• Messages can be sent at any time
• Same e-mail message can be copied to many people

17
How useful is external e-mail?

• Could get requests from customers
• Requests for Catalogues, product info
• Requests for job application forms
• Placing orders with suppliers
• Requests for quotes from suppliers

18
What is an e-mail address

• Each user must have an address where all messages
  will be sent
• Will have a user name
• The user name and domain name are separated by _at_
• Domain Name
• The last part indicates what type of organisation
  belongs to

19
What problems can occur when using e-mail?

• Messages can be sent to the wrong person
• Equipment can fail
• Messages can be deleted accidentally
• File attachments can take some time to download
• Staff may require training on how to use an
  e-mail system

20
Advantages

• Quick sending and receiving of e-mail is much
  quicker than traditional mail
• Most of the features of e-mail are easy to use
  and understand
• Now accessible while on the move as you can
  receive e-mail on mobile phones
• Any data can be sent throughout the world for the
  cost of a local telephone call

21
Disadvantages

• Not every business has an e-mail address
• Problems can arise if your ISP is not working
• If an attachment was prepared using different
  software you cant open it
• Some people still prefer to receive paper copies

22
Electronic Communications Which Method Would
You Use and Why

• The choice of method depends on
• Equipment available both the sender and
  receiver must have the equipment available to
  communicate electronically
• Ability of employees to use the equipment
  training will be needed
• Type of information being searched for sending
  a fax/e-mail to a competitor about their
  product/prices is unlikely to receive a reply
  visiting their web site may help though

23
Making Travel Arrangements

• Internet
• Gives details of various methods of travel
• Details of accommodation are available and can be
  made on-line
• The information is up-to-date, eg visas, exchange
  rates etc