Chapter 04

Networks and Security

Networks and Security

CONTENTS
NETWORK
NETWORK DEVICES 3
WIFI & BLUTOOTH 5
CLOUD COMPUTING (STORAGE) 6
LOCAL AREA NETWORK (LAN) & WIDE AREA NETWORK (WAN). 7
INTERNET & INTRANET 8
ACCESSING THE INTERNET. 9

NETWORK ISSUES AND COMMUNICATION

NETWORK SECURITY 10
SECURITY ISSUES REGARDING DATA TRANSFER 11

NETWORK COMMUNICATION
VIDEO CONFERENCING 13
AUDIO CONFERENCING 14
WEB CONFERENCING 14

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 NETWORK
Networks and Security

A network is two or more computers that are linked together. IP Address vs MAC Address
Network is established to share resources.
• IP (Internet Protocol) Address is a number given to any computer
(printer, scanner, software or data). linked to the internet or network.

Data packet : group of data being transmitted over a network. • IP is (32 bit num) looks like 192.168.7.98 and
• is unique for each device while linked to the internet
Data packets
• When data is transferred from one network to another the data
Data is moved around networks in the form of data packets. is put into packets.
Whenever a user sends some data, it is split up into a num-
• The packets contain details of the destination address of the net-
ber of packets and each packet is transmitted separately.
work it is intended for.

Packets of data will usually have a header which contains:

• the sender’s IP address
• A home computer is given an IP address when it cotnnects to the
• the receiver’s IP address internet by ISP.
• the sequence / identity number of the packet (to ensure that • IP Address is assigned by the ISP and is unique for that particular
the packets reassembled into the correct order once they reach internet session.
the destination)
• The only IP addresses that remain fairly unchanged are the web
• the packet size (to ensure the receiving station can check if all servers.
of the packets have arrived intact)
• An IP address can be used instead of typing in the full URL.
• how many data packets make up the whole message.
• An IP address identifies the location of a device on a network

• If you are using your laptop at home, it will have been given an IP
address when it connected to the internet.
• If you now take your laptop to a coffee shop, and log into the
internet again, it will be assigned a new IP address.

Media access control (MAC) address:

is a number which uniquely identifies a device when it is con-
nected to a network. The MAC address is made up of 48 bits
which are shown as six groups of hexadecimal digits with the
general format:

NIC (Network Interface Card) IP Address Vs the MAC address

• The IP address gives the location of a device on the internet
Network Interface Card must be installed before connect the • IP Address changes from one network to another, but still unique
computer to the network. in the same network
The NIC requently contains the MAC address generated at
• There are two types of IP Address ( IP version 4 and IP version 6
the manufacturing stage.
• The MAC address identifies the device connected to the internet.
• MAC address never be changes.
NIC does the following
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• It prepares the data for sending

while the IP address changes each time you log in at different
• It sends the data locations, the MAC address which remains constant.
• It controls the flow of data from the computer to the trans-
mission media
 NETWORK DEVICES
Networks and Security

Modem Switch
• Allow computers to connect to networks over
long distance using Telephone line.
• Converts digital signal into an analogue signal
“demodulator” Also
• Converts analogue signals into digital signals “demodulates”.
• Dial-up modems operate at transmission speeds of about 60 kbit/s.
• ADSL Modem (asymmetric digital subscriber line) operate at 100 • Connect number of devices or computers together to form a LAN.
Mbit/s (fibre-optic cables).
• Checks the data packet received and works out its destination
• ADSL Modem operate at maximmn of 20 Mbits/s. (copper cables). address (or addresses) and sends the data to the appropriate
• The term “asymmetric” actually means that the modem is faster computer(s) only.
at downloading data. • More secure way for distributing (transmitting) data as None of
the other devices will see the data packet data send from one
device to another device.
Hub • Switch do not do not waste bandwidth (because network traffic
• Connect a number of devices or comput- is reduced).
ers together to form a LAN. • Each device or computer on a network has a media access control
• Transfere any data packet received from (MAC) address that uniquely identifies it. Data packets sent to
one ports To every computer in the net- switches will have a MAC address identifying the source of the
work. data and additional addresses identifying each device that should
receive the data.
• Used to Enable computers on the network to share files and hard-
ware over network (printers).
• Hub is not a very secure or not efficient method of data distri-
bution as the data packets are delivered to every device on the
network.
• there will be unnecessary traffic on the network, which results in
reduced bandwidth

Consequently, switches are more secure than hubs (because only the intended device is sent the data) and do not
waste bandwidth (because network traffic is reduced).

In conclusion, hubs and switches are used to exchange data within their own local area networks. They are un-
able to exchange data with outside networks (such as the internet). To exchange data outside their own LAN, a
device needs to be able to read an IP address. Therefore, we need another device to allow communication with
external networks.

Summary
• both a hub and a switch are used to connect devices in a LAN
• both hubs and switches use data packets
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• hubs send data packets to every device on the network; whereas switches send dًata packets to a specific device only
• security is lower with hubs than with switches
• a switch uses a look-up table to determine the destination device
• switches use MAC addresses to locate the destination device.
 Bridge
Networks and Security

When a router receives a packet of data, it checks the destination

• Connect LAN to another LAN that IP address against the stored routing table, which allows the router
use the same protocol.
to determine the packet’s next step in the path.
• When one of the LANs sends a
message, all the devices on the A data packet will pass through a number of routers before it
LAN receive the message This reaches its final destination.
increases the amount of data
flowing on the LAN.
All the information in the data packet headers allows the data
• If a message is sent from one computer in a LAN to another com- packets to be reassembled in their correct order, according to the
puter in a different LAN the Bridge is used to make the message sequence/identity number, by the receiving station.
pass between these LANs.
• The advantage in dividing a larger network is to reduces the total
network traffic.

A bridge therefore usually has only two ports in order to con-

nect one LAN to another LAN.

Router
Suppose, computer C1 wishes to send data to computer C10:
• Read the address information to determine • Data packets are sent from C1 to R1.
the final destination of the packet From de-
tails stored in a table in the router. • R1 checks the IP addresses and notes the data packets are not
intended for any devices on Network 1.
• The data packet received by “routers on
other networks” and sent it to final destination. • The data packets are then forwarded onto the internet (R0).

• The router’s main function is to transmit internet and transmission • The IP address (in the header of the data packet) matches that
protocols between two networks. of R4; this ensures that each data packet is eventually forwarded
to R4.
• Allow private networks to be connected together.
• R4 recognises that the IP address of each data packet refers to
• Routers can be used to join several wired or wireless networks Network 4, and forwards them to S4 which then directs each
together. Routers are usually a combination of hardware which data packet to C10.
act as gateways so that computer networks can be connected to
the internet using a single connection. Many modern broadband ‘routers’ actually combine the func-
tions of a router and a switch – this means that they store MAC
addresses and IP addresses to enable data packets to be sent
to the correct network and then to the correct device on the
network.
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 WIFI & BLUTOOTH
Networks and Security

Both Wi-Fi and Bluetooth offer wireless communication Some use of Bluetooth communication
between devices. They both use electromagnetic radiation • wireless communication between input and output devices.
as the carrier of data transmission. such as keyboard, mouse, printers
• Communication between a wireless hands-free headset and
Wi-fi a mobile phone (using of hand-free while driving).
• Enables computers and other devices to communicate wirelessly • Creating a small wireless network where the computers or
with each other. devices are near to each other and where the small band-
width is not a problem.
• Areas where the internet can be accessed wirelessly using Wi-Fi
are called access points or hotspots. • Transferring appointments, contacts, etc., between a com-
puter and a mobile device such as mobile phone or tablet
• The range of a Wi-Fi depends on the type of wireless router being • Communication using a games controller. Many games (con-
used
soles use Bluetooth).
• There are obstacles such as walls in the way of the signal.
• For a home network, the range of Wi-Fi are typically 50 m indoors
and 100 m outdoors.

ADVANTAGES
• Provide a wireless signal so, you can work in hotels, outside, in
coffee shops, etc.
• You are not confined to working in the same place.
• Fewer/no trailing wires to trip over.
• It is easier to keep a working area clean if there are not as many
wires in the way.
• No costs for installation as there are no cables. Firewall

• A firewall can be either hardware of software.

DIS-ADVANTAGES
• The danger of hackers reading messages. • It installed between the user’s computer and an external network.
• There are areas where you cannot get a wireless network . • It filters information coming in and out of the user’s computer.
• There is some evidence that there may be a danger to health.
• Limited signal range.

Bluetooth
• Bluetooth is a wireless technology used to exchange data over
short distances using the radio waves.
• The range depends on the power of the signal and can typically
be from 5m to 100 m.

ADVANTAGES
• It avoids interference from other wireless devices.
• lower power consumption & easily upgradeable.
• has range better than Infrared communication.
• Bluetooth is used for voice and data transfer.
The firewall:
• Prevent access to certain undesirable websites by keep a list of all
undesirable IP addresses.
• Prevent hackers to access user’s computer or network by blocking
DIS-ADVANTAGES IP addresses or ports.
• connection lost in certain conditions.
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• prevents any malware getting into the network by warning the

• low bandwidth as compared to Wi-Fi.
user about potential threat.
• allows only short range communication devices.
• Security is a very key aspect as it can be hacked.
 CLOUD COMPUTING (STORAGE)
Networks and Security

• Cloud computing is a method of data storage where data is Data loss

stored on remote servers. There is a risk that important and irreplaceable data could be
• there may be thousands of servers in many different locations. lost from cloud storage facilities.
Actions from hackers (gaining access to accounts or pharming
• The same data is stored on more than one server in case of
maintenance or repair, allowing clients to access data at any attacks, for example) could lead to loss or corruption of data.
time (data redundancy).
Users need to be certain that sufficient safeguards exist to over-
• The physical environment of the cloud servers is owned and
come these potentially very harmful risks.
managed by a hosting company.

There are three common cloud storage systems:

• Public cloud: is a storage environment where the

customer/client and cloud storage provider are dif-
ferent companies.
• Private cloud: is a storage provided by a dedicated
environment behind a company firewall; customer/
client and cloud storage provider are integrated and
operate as a single entity.
• Hybrid cloud: is a combination of the two previous
environments; some data resides in the private cloud
and less-sensitive/less-commercial data can be ac-
cessed from a public cloud storage provider.

Advantages of cloud computing

• files stored in the cloud can be accessed at any time, from

any device, anywhere in the world, as long as internet access
is available.
• There is no need for a client to carry an external storage de-
vice with them, or even use the same computer, to store and
retrieve information.
• The cloud provides the user with remote backup of data, with
obvious advantages in the event of data loss/disaster recovery
on their own computer.
• If a client has a failure of their hard disk or backup device,
cloud storage will allow recovery of their data.
• The cloud system offers almost unlimited storage capacity
(at a price!).

Disadvantages of cloud computing

• Security aspects of storing data in the cloud (see comments

later on).
• If the customer/client has a slow or unstable internet connec-
tion, they could have many problems accessing or downloading
their data/files.
• Costs can be high if a large storage capacity or high download/
upload data transfer is required.
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• The potential failure of the cloud storage company is always

possible – this poses a risk of loss of all backup data.
 LOCAL AREA NETWORK (LAN) & WIDE AREA NETWORK (WAN).
Networks and Security

Local area networks (LANs)

. usually withinone building , or certainly not very far away from each other geographically •
. Consistofa number of computers and devices connected to hubs or switches •
. Usescable,wireless, infra-red and microwave links which are usually owned by the organisation •
Oneofthe hubs or switches will usually be connected to a router and a modem •
•

√ Advantages Dis-advantages
• The sharing of resources (such as expensive peripherals and • Easier spread of viruses throu the network.
applications software).
• Printer queues developing, which can be frustrating.
• Ease of communication between users.
• Slower access to external networks(internet).
• A network administrator to control and monitor all aspects of
the network • Security risk Increased compared to stand-alone computers.
• If the main server breaks down, the network will no longer func-
tion.
Wide area networks (WANs)

• Computers or networks are situated a long distance from each other geographically.
• If a number of LANs are joined together using a router or modem, then they can form a
WAN.
• The most common examples on WAN include the internet and the network of ATMs
• Uses of some public communications network (such as telephone lines or satellites) but
they can use dedicated or leased communication lines which can be expensive and also
more secure (less risk of hacking).

Wireless Local area (WLANs)

• Computers are able to communicate with each other wirelessly.
• A WLAN allows users to move around an area and yet still stay
connected to the internet.
• WLAN is the type of network you have in your home where
several computers are all able to access the internet wirelessly
at the same time.

√ Advantages

• It is cheaper as there is less cabling needed.

• It is very easy to link devices such as printers
and scanners to the network.
• You can work anywhere in the building
inrange of the wireless signal.

Dis-advantages

• weak signals in some areas in a building.

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• Less secure (radio signals easy intercepted by hackers.

• Wireless signals are not as reliable as wired cables
• Data transfer speeds are not as high.
• Interference from other electrical and electronic devices used
in the same building and this can disrupt the wireless signal.
 INTERNET & INTRANET
Networks and Security

Intranet is not a public network

it is designed to meet internal needs for organizations, compa- Why Intranet prefered than using internet
nies , private groups etc...
it is protected by a FIREWALL • Safer – Less chance of hacking/catching viruses
• Information available will be specific for the company’s needs
intranets are only accessible to:- • Easier to send sensitive messages
• People from the company itself
• Members external to the company, who have been given • Offer better bandwidth – There are less connection limits than
with the internet
various levels of access
• Possible to create Extranets to extend intranets, but give them the
same advantages as intranets

The difference between internet and intranet

Extranet
Extranet is a private network that allows controlled access from outside an organization internal network
It enables secure communication and collaboration between organization and external party e.g customer
supplier,partners
Extranet use internet technology like VPN,Authentication and Encryption to provide secure access to share data and
documents while keeping organization internal system protected
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 ACCESSING THE INTERNET.
Networks and Security

Using Smartphone to Access the internet using Laptop to Access the internet
√ Advantages
√ Advantages
• Portable compared to a desktop computer.
• Can access the internet anywhere there is WiFi or a • Almost full-sized keyboard is easier to use compared
mobile signal to those on a tablet or smartphone.
• You can stay connected while moving around • Fairly large screen makes reading web pages easier.
• Device is very portable and you are likely to have • Can be used when a flat surface is not available.
access to it more than other computers.
Dis-advantages
Dis-advantages
• Not as portable as a smartphone or tablet be-
cause of its size and weight.
• Not easy for parents to police.
• Screen and keyboard are attached and this can
• Trimmed down websites used with smartphones may
lead to backache.
not give the information required.
• Touchpads are harder to use compared to a
• Small screen and keyboard are hard to use.
mouse when there is no flat surface available.

Using Tablet to Access the internet

using DeskTop to Access the internet
√ Advantages
√ Advantages
• Lighter and more portable than laptops and desktops.
• Larger screens compared to smartphones makes • Full-sized keyboard and mouse are easier to use.
them easier to use. • You can view the full versions of a website rather
• Easier to use when standing up compared to a laptop than a trimmed down
or desktop. • version for a tablet or smartphone.
• Screen and keyboard are adjustable
Dis-advantages • so there are fewer health problems.
• Large screen means text is easier to read.
• Smaller screen compared to laptops and desktops can
make them harder to use. Dis-advantages
• On-screen keyboard is more difficult to use compared
to the keyboard on a laptop or desktop. • Large and heavy so not portable.
• Using in an awkward position may lead to health • Hard to use whilst standing up.
problems.
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 NETWORK ISSUES AND COMMUNICATION
Networks and Security

NETWORK SECURITY
Should the internet be policed?
There are many arguments in favour of having control, and as many arguments against it.

Arguments in favour of some form of control Arguments against some form of control

• it would help to prevent illegal material being posted on websites • material published on websites is already available from other
• people find it much easier to discover information that can have sources
serious consequences although most of this information can be • It would be very expensive to 'police' all websites and users
found in books, it is much easier to find it using a search engine would have to pick up the bill
• it would help to prevent children and otl1er vulnerable groups • It would be difficult to enforce rules and regulations on a
from being subjected to undesirable websites global scale
• It would help to stop incorrect information being published on • It can be argued that policing would go against freedom of
websites. information
• laws already exist to deal with those who post illegal material/
comments on websites.

Inappropriate sites and the accuracy of information

There are three main aspects to consider while seach for information on internet:

1- Reliability of information
• Information on the internet is more likely to be up to date than in books
• Easy to locate vast amount of information on the internet than search several books.
But
• Information could be incorrect.
• Information could be inaccurate.
• The risk of information overload, even if the search engines are used properly it is possible to get millions of hits, which
may make it difficult to find the relevant information.

2- Undesirability of certain websites

• Risk of finding undesirable websites (in appropriate content).
• Risk of connecting to websites that are not genuine.

3- Security issues
Passwords are used in many instances when accessing the intemet, for example when:
• accessing your email account
• carrying out online banking
• accessing social networking sites.
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 SECURITY ISSUES REGARDING DATA TRANSFER
Networks and Security

Passwords Zero login and biometrics

Passwords are used in many instances when accessing the a new technology standard that allows users to login to computer
internet. For example, when accessing your email account systems without the need to type in a password.
when carrying out online banking.
Zero login used in devices being smart and secure enough to
Password is very important and must be protected by : instantly recognise a user by a number of features based such as :
• Anti-spyware to make sure that your passwords aren't
being relayed back to who ever put the spyware on your • biometrics
computer • behavioural patterns.
• change passwords on a regularly
the zero login system builds up a complex user profile based on
• Should not be easy to guess or break
the above two features.
• don't use your favourite colour, name of a pet or
favourite rock group passwords are defined as
Biometrics: is already used on many smartphones as a way of
either “strong”
logging into the phone. By placing your finger on the screen, a
fingerprint recognition system recognises the user and unlocks
the phone. Newer systems allow the user to simply look at their
Strong passwords should contain:
smartphone screen (using face recognition) to unlock it.
• at least one capital letter
• at least one numerical value
• at least one other keyboard character (such
Behavioural patterns include:
as@, *, &).
how you walk, your typing speed, your normal location, how you
• Strong password: “Syl2@#TT90kj=0”.
swipe the screen, and so on.
• Weak password : “GREEN”.
These behavioural patterns, coupled with biometric data, should
be enough to uniquely identify a user, and allow them into a sys-
tem without actually supplying any passwords or other security
information.

√ Advantages

The advantages of zero login:

• enhanced security (it is difficult to copy biometrics and be-
havioural patterns)
• easier and much quicker way to login to a system.

Dis-advantages

The disadvantages of Zero login:

• How do users know when they are being monitored?
• How do you know if and when you have been logged out?
• How well protected is it in reality?
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 Magnetic stripe cards Physical tokens
Networks and Security

• The stripe is read by swiping it through a card reader. • A physical (or hardware) token is a form of authentication in the
form of a physical, solid object.
• Data such as name, ID number, sex, and date of birth may be
contained on a magnetic stripe when used • The user’s interaction with a login system is used to prove that the
user has possession of the token.
• as a security device to allow entry to a building, for example.
Access will only be allowed if the scanned data matches data • Physical tokens contain internal clocks and when a PIN and other
in a database authentication details are entered, then a one-time password
(OTP) is generated. The OTP is shown on a small screen.
• Some ID cards also use a holographic image (hologram).
These are designed to make forgery of the card more • The code changes on a regular basis and is usually only valid for
difficult. Holographic images change colour or appear less than a minute.
to have a moving object as the image is viewed from • We will use banking as our example of its use. A customer has
different angles. Because these are difficult to copy, it logged on to the bank’s website. They get to a web page which
prevents somebody simply photocopying a card and requires some form of authentication to prove who they are.
using it illegally.
• Another form of security is to have a photographic image To do this, they need to use a physical token supplied by the
of the card user printed onto the card surface. This pre- bank: ( This is a classic example of a multi-factor authentica-
vents a stolen card from being used, because the image tion method )
etched into the card will not match the perpetrator
• The customer inserts their debit card into the top of the token
√ Advantages device (first authentication step) and the device either recognises
the card as genuine or rejects it.
Advantages of magnetic stripe cards
• The device then asks the customer to press ‘IDENTIFY’ and then
• They are easy to use.
enter their PIN (second authentication step).
• It is not an expensive technology.
• A one-time password is then shown on the device screen – this is
• Magnetic cards can be remotely deactivated (if lost or stolen). usually an eight-digit code.
• The cards can be multi-purpose (for example, door key cards, • The customer now goes back to their bank web page and enters
network access cards or used in vending machines to buy food the eightdigit code.
or drink).
• They are now given access to their account.
Dis-advantages • This clearly enhances security, because a thief needs to have in
their possession: the token device, a cloned card and the PIN to
Disadvantages of magnetic stripe cards allow them to gain access
• Less secure than, for example, biometric methods (no encryp-
tion is used and the stripe contents can be copied fairly easily).
• The cards wear out with a lot of use. Magnetic readers often There are two types of physical tokens:
fail to read the cards on first attempt • a disconnected physical token – this is the type described above,
where a separate device is used, requiring the user to key in data
Electronic tokens manually using a keypad
Electronic (software) tokens are software installed on a user’s • a connected physical token – this type of token transmits the
device, such as a smartphone. generated one-time password directly to a computer through a
USB connection; the user does not need to manually enter data
Suppose a user wishes to log on to a website using their tablet
computer. This website requires electronic tokens to be used Smart cards
to authenticate the user. The user has already installed the
• The chip on the smart card can store data such as name, se-
electronic token app on their smartphone.
curity number, sex, date of birth and a PIN.

When the website requests the user to authenticate who they • Smart cards can be used as a security device. If the card is in
are, the user opens the app on their smartphone. The app a wallet or a pocket as the owner of the card walks up to a
security gate, readers on either side of the gate quickly scan
generates a one-time password (OTP) which is valid for less
the security data stored on the RFID tag embedded in the card.
than a minute.
• The user will then be invited to enter a PIN on the keypad. If
The user enters this OTP when prompted by the website, to- all details match, then access will be allowed
gether with some other form of authentication, such as PIN,
touch ID or face ID.
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The website server runs the same software as the app. Because
both the server and smartphone have synchronised clocks,
they will generate the same numbers.

Once the OTP and other form of authentication are verified by

the website, the user will be allowed access.
 NETWORK COMMUNICATION
Networks and Security

VIDEO CONFERENCING √ Advantages

is a communication method that uses both video and sound.
It is a substitute for face-to-face conferences between a umber Advantages of using video conferencing
of people, who may be in a different part of the country or live
overseas. It is carried out in real time and makes use of some • As people are in their own building, it is much easier to access
form of network. important documents or bring in ‘experts’ at key parts of the
conference – this would be difficult if they were a long way away
The basic hardware includes: from their office.
• Webcams • It is possible to hold conferences at short notice (a conference
• Large monitors/television screens date can be set up within a few hours as no personneeds to travel
very far).
• Microphones
• Not travelling physically to meetings reduces costs:
• Speakers.
• reduced travelling costs
items to be considered when a conference is about to begin:
• no need to pay for hotel accommodation or venue hire
• It is essential to agree a time and date for the conference to
take place. • it also reduces the cost of taking people away from their
work for two or three days to travel – people are still paid
• The delegates in each conference room must log into the vid-
their wage even though they are not in the office, so this is
eo-conference system.
a large ‘hidden’ cost.
• The video-conference set-up needs to be checked before the
• It may be better to use video conferencing than have delegates
meeting goes live.
travel to potentially unsafe places around the world.
• Webcams need to be placed in the correct position so that
• It is better for the environment – less travel means less pollution.
all the delegates in the room are within visual contact (the
webcams will capture the images and then transmit them to • It connects people in an organisation who might be otherwise left
the other delegates – they will see the images on their own out, for example, people not based at the headquarters
large screens).
• Microphones need to be placed centrally so that all of the del-
egates can speak – the sound is picked up by the microphones
and is transmitted to the other delegates (they hear the voices
through speakers in their own conference room).
• It is important for one person to be the main contact in each
conference room to make sure each delegate is able to be
heard; this is particularly important if more than two video-con-
ference rooms are linked up at the same time.

Dis-advantages
Disadvantages of using video conferencing
• There is potential time lag in responses/delays when talking.
• Images can jerk – usually due to poor internet/network per-
formance or poor bandwidth.
• It can be very expensive to set up in the first place (both the
hardware and the software are expensive to purchase and
get set up correctly).
• There can be problems if the delegates live in different coun-
tries where the time zone differences are large.
• Training people to use the system correctly can be both costly
and time consuming.
• It can be demotivating for staff if they believe that one of the
‘perks’ of their job is international travel.
• The whole system relies on a good network connection – if it
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breaks down or the signal strength is diminished in any way,

then the video conference can be almost unusable
 AUDIO CONFERENCING
Networks and Security

WEB CONFERENCING
• Audio conferencing refers to meetings held between people
using audio (sound) equipment. Web conferencing (often referred to as a webinar or webcasts)
uses the internet to permit conferencing to take place.
• Audio conferencing can be done over the standard telephone
Multiple computers are used with this system, all connected over
network (often referred to as a phone conference). The proce-
dure to be carried out during a phone conference is detailed the internet. As with video conferencing, it is carried out in real
below. time and allows the following types of meeting to take place:
• The organiser of the phone conference is given two PINs by • business meetings to discuss new ideas
the phone company. One PIN is the personal PIN given to the
organiser and the second PIN is the participant’s PIN. • presentations
• The organiser contacts all of the participants and informs them • online education or training.
of their PIN and the date and time of the phone conference.
• When the phone conference is about to start, the organiser The only requirement is a computer and a high-speed, stable
dials the conference phone number and, once they are con- internet connection.
nected, keys in their personal PIN.
• The participants then call the same conference number to join To carry out web conferencing, each user either downloads an
in – once they get through they each input the PIN given to application or logs on to a website from a link supplied in an email
them by the organiser. from the conference organiser.
• Without this PIN, it would be impossible to join the phone
conference. Delegates can leave or join the conference as they wish.
The organiser can decide on who can speak at any time using the
The equipment required for an audio conference control panel on their computer.
If a delegate wishes to speak, they raise a flag next to their name.
• over a standard telephone network normally just includes a Delegates can post comments using instant messaging for all
standard telephone. delegates to see at any time.
• It is also possible to hold an audio conference using a comput-
er, as long as a microphone and speakers are connected. This Some of the main features include:
makes use of Voice over Internet Protocol (VoIP). • Slide presentations using presentation software can be posted on
the conference website in advance of the meeting.
• It is also possible to connect an internet telephone, which
usually plugs into the router or other internet device.In • The host’s computer screen can be shared for live presentations,
this case equipment can include: or other live demonstrations.

• a computer (with built-in microphones and speakers) • It is possible for any delegate to draw or write on a ‘whiteboard’
using their own keyboard or mouse.
• external microphone and/or speakers
• an internet phone • It is possible to transmit images or videos using the webcam
throughout the conference.
• a standard phone.
Using VoIP allows an organiser to create a group of people to • Documents can be shared by first uploading them to the website
before the conference begins.
take part in the conference call. The group is created by drag-
ging and dropping user details into the group. • it is possible to chat verbally or by using instant messaging through-
out the conference

When the conference is to take place, the organiser clicks on

the required group and the conference is initiated.
Using VoIP allows communication using voice, instant messag-
ing and video (by using an attached webcam). If some of the
users do not have an internet connection or do not have access
to a computer, it is possible to add actual telephone numbers
(landline or mobile) to the created group.

The only real drawback is the quality of the sound when us-
ing this technique because it is totally reliant on a fast, stable
broadband connection – otherwise ‘drop out’ (loss of voice
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on occasions), echoing (when the user can hear their own

voice being echoed back as they speak) or a very noisy line
can happen, making it difficult to understand.