Area Of Study 2 Information And Communications Technology(ICT)

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 can’t 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 recipient’s 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 @ • 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 can’t open it • Some people still prefer to receive paper copies

22. Electronic Communications – Which Method Would You Use andWhy 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 TravelArrangements 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