ECDL Online Essentials

Transcription

Online
Essentials
ECDL Notes – Online Essentials
1 Web Browsing Concepts
1.1 Key Concepts
1.1.1 Understand the terms: Internet, World Wide Web (WWW), Uniform Resource Locator
(URL), hyperlink.
Internet
The internet relates to the hardware and software. It is a global system of interconnected computer
networks, which makes file sharing, communication and various services like internet banking, one
click away from the comfort of your home.
World Wide Web (WWW)
The World Wide Web is just a small part of the Internet. The World Wide Web is basically the text
and pictures that you can view using your browser such as Microsoft Internet Explorer
Uniform Resource Locator (URL)
URL stands for Uniform Resource Locator (another name for web address / website address) The
URL consists of the name of the protocol (usually HTTP); followed by the name of the website you
want to connect to.
Hyperlink
HYPERLINK is a piece of text or a picture on a web page that when clicked on will
automatically do one of the following:1.
2.
3.
4.
5.
Take you to a different part on the same page.
Take you to a different page within the web site
Take you to a page in a different web site
Enable you to download a file.
Launch an application, video or sound.
You can tell that a piece of text or a picture is a hyperlink, as when you point to it with your
mouse, the mouse pointer will change into the shape of a hand.
TIP: Hyperlink text is usually blue and underlined.
1.1.2 Understand the structure of a web address. Identify common types of domains like:
geographical, organisation (.org, .edu, .com, .gov).
Here‘s a typical web address:
http://www.nypl.org
There are four parts to a web address:

A web address always begins with ―http://‖ which stands for hypertext transfer
protocol and refers to the manner (also know as the―scheme‖) in which web
©TCTC
2
pages are sent over the Internet. In current versions of Internet Explorer, the http://
is automatically inserted for you, so you don‘t need to struggle with typing it in.

A web address typically includes ―www‖ which is short for World Wide Web.
However, some web addresses do not have the www as part of their address. If
you‘re not sure whether the website you‘d like to visit has a www as part of its
address, try it both ways. One of the two is bound to work.

A web address includes a site name. In the example above, the site name is ―nypl‖,
which stands for New York Public Library.

A web address includes a domain name. In the example above the category is
―.org‖. There is occasionally a slash (―/‖) and some text following the domain
name. This typically represents a specific web page within the website.
o Some of the largest, most common domains are .com (commercial
site),
.edu
(educational
institution),
.gov (government site), .mil
(military site), .net (network site), and .org (non profit or private
organization) . So, when you next see a web address that ends in .edu, you‘ll
know that web site belongs to an educational institution.

There are never any empty spaces in a web address but underscored
spaces, i.e. ―_‖ are OK. Also, don‘t worry too much about using capital
letters. Very rarely is any distinction made between upper and lower case
letters.
1.1.3 Define the term web browser. Identify common web browsers.
A web browser is a software program that interprets the coding language of the World Wide
Web in graphic form, displaying the translation rather than the coding. This allows anyone
to ―browse the Web‖ by simple point and click navigation, bypassing the need to know
commands used in software languages.
Examples of web browsers include: Internet Explorer, Mozilla Firefox, Google Chrome.
1.1.4 Outline different Internet activities like: information searching, shopping, learning,
publishing, banking, government services, entertainment, communication.
Information Searching
People browse internet for information. They love to browse various search engines like Google,
Yahoo to know about any necessary information. Also people love browsing websites like Wikipedia
which is a complete encyclopedia on internet.
©TCTC
3
Entertainment
There is a very close relation of internet to entertainment. It’s watching videos in YouTube, playing
live games, or downloading movies; internet proves its domination everywhere.
Communication
Communication is another way to use internet. People connect via each other through
various IM services likeGtalk, Skype, and Yahoo messenger. There are lots of other services
through which people send messages.
Shopping – E-Commerce
Increasingly you can purchase directly via a Web site by selecting the goods or services
which you require and entering your credit card details. When you send your credit
card details these SH OULD be encrypted by the site operators so that no one can intercept
your details. Most sites which accept credit card payment are on secure services and your
Internet browser program (i.e. Microsoft Internet Explorer or Netscape Communicator)
will normally inform you (via a popup) when you are entering or leaving a secure server.
There are numerous web sites from where you can purchase online, a famous example
being amazon.com. Most Internet based shopping sites use a virtual “shopping cart”
system. As you browse the site you can add any products you want to purchase to your cart.
Once you have placed items in the cart you can then move to the checkout stage. At the
checkout you enter your name & address, select the type of delivery you want and enter
your payment details.
Advantages of e-commerce
There are many advantages in using e-commerce:
 Services available 24/7
 Large stock range
 Detailed product information
 Ability to compare prices
 Right to return defective goods
Learning
E-learning refers to learning via the Internet or working through a disk based tutorial.
There are many advantages, but also some disadvantages.
One trainer can train many people at many different locations. If the training is solely
computer based, then the students can work at their own pace, and repeat parts of a course
which they do not understand. Also the teaching can be at any time, 24 hours a day, and 7
days a week. Often e- learning solutions are cheaper to provide than other more traditional
teaching methods.
©TCTC
4
Publishing
One can also publish a book by using the internet which is also called an e-book.
Banking
Now internet can save time and money of people. The facility is known as internet banking
facility through which people can deposit any bill, transfer money through accounts, and
make internet reservations on time from their home.
Government services
E-Government (short for electronic government) is a diffused neologism used to refer
to the use of information and communication technology to provide and improve
government services, transactions and interactions with citizens, businesses, and other
arms of government.
1.2 Security and Safety
1.2.1 Recognise ways to protect yourself when online: purchase from secure reputable
websites, avoid unnecessary disclosure of personal and financial information, log off
from websites.
Purchase from Secure Reputable Websites
Shop safely. If you plan to order from an online store, be sure that the Web site uses secure
technology. When you are at the checkout screen, verify that the Web address begins with
https. Also, check to see if a tiny locked padlock symbol appears at the bottom right of the
checkout screen, or that there is a statement on the checkout screen stating that the pages
are secure with a security technology vendor. Check that the security technology does exist
by checking the security technology company’s web site.
Avoid unnecessary disclosure of personal and financial information
Do not give any personal or financial over the internet if the website is not Secure. In case of
chatting and you are using example IM write your nickname instead of your name. Never
accept strangers into your IM groups. Be smart about how you use IM at work because your
employer has the right to monitor and view your messages.
Log off from Websites
It’s important that when you log in a website using a username and password it’s important
that when you finish you log out this is because if other people use that computer and you
did not log out other people can see your personal information
1.2.2 Define the term encryption.
©TCTC
5
Encryption is the conversion of data into a form, called a ciphertext, that cannot be easily
understood by unauthorized people. Decryption is the process of converting encrypted
data back into its original form, so it can be understood.
The use of encryption/decryption is as old as the art of communication. In wartime, a
cipher, often inaccurately called a code, can be employed to keep the enemy from
obtaining the contents of transmissions. Simple ciphers include the substitution of letters
for numbers, the rotation of letters in the alphabet, and the "scrambling" of voice signals by
inverting the sideband frequencies. More complex ciphers work according to sophisticated
computer algorithms that rearranges the data bits in digital signals.
In order to easily recover the contents of an encrypted signal, the correct decryption key is
required. The key is an algorithm (sequence of instructions) that undoes the work of
the encryption algorithm. Alternatively, a computer can be used in an attempt to break the
cipher. The more complex the encryption algorithm, the more difficult it becomes to
eavesdrop on the communications without access to the key.
1.2.3 Identify a secure website: https, lock symbol
Whenever you use a website that handles private or financial information, make sure the website is
secure.
To see if a website is secure, make sure that a lock icon appears in the window's title bar and that
the website's address begins with "https" (instead of "http"). If the website is not secure, you may
have been given a choice between a secure and insecure connection when logging into the site. Go
back to the page where you logged in, and check for a link to a secure login. Even if you do not plan
to view private information, it's best to use a secure login whenever possible, to ensure that your
login information is encrypted.
Try typing the following URL in your web browser:
©TCTC
6
www.hsbc.com.mt
Note that the URL automatically changes to add https at the front of the web address, and you will
also see the padlock. This means that this website is safe to use.
The same applies if you try the below URL:
www.bov.com
Then click on Log in.
Why https?
Hypertext Transfer Protocol Secure (HTTPS) is a combination of the Hypertext Transfer
Protocol and a cryptographic protocol (also referred to as a security / encryption protocol).
HTTPS connections are often used for payment transactions on the World Wide Web and for
sensitive transactions in corporate information systems.
1.2.4 Define the term digital certificate.
E-commerce has flourished because of the ability to perform secure transactions online
using the proper tools. These tools are public key encryption and digital certificates.
©TCTC
7
Public key encryption uses SSL (Secure Sockets Layer) to encrypt all data between the
customer's computer and the e-commerce website. Information is sent in encrypted form to
the site using the site's public key. Upon receiving the information, the site uses its private
key to decrypt the information. This is called a key pair. Interlopers that might capture data
en route will find it unreadable.
The problem, however, is that anyone can create a website and key pair using a name that doesn't
belong to them. This is where digital certificates come in. Digital certificates are trusted ID cards in
electronic form that bind a website's public encryption key to their identity for purposes of public
trust.
Digital certificates are issued by an independent, recognized and mutually trusted third party that
guarantees that the website operating is who it claims to be. This third party is known as a
Certification Authority (CA). Without digital certificates, the public has little assurance as to the
legitimacy of any particular website.
A digital certificate contains an entity's name, address, serial number, public key, expiration date and
digital signature, among other information. When a Web browser like Firefox or Internet Explorer
makes a secure connection, the digital certificate is automatically turned over for review. The
browser checks it for anomalies or problems, and pops up an alert if any are found. When digital
certificates are in order, the browser completes secure connections without interruption.
Though rare, there have been cases of phishing scams duplicating a website and 'hijacking' the site's
digital certificate to fool customers into giving up personal information. These scams involved
redirecting the customer to the real site for authentication, then bringing them back to the duped
website. Other phishing scams use self- signed digital certificates to dispose of the trusted third
party or Certificate Authority altogether. The issuer of the digital certificate and the signer are one in
the same. A browser will alert in this case, but most users click through anyway, not understanding
the difference.
Digital certificates play an integral role in keeping online commerce safe. If your browser alerts
you to a problem with a digital certificate, you are well-advised not to click through. Instead, call the
©TCTC
8
business using a telephone number from your statements or phone book, and inquire as to the
problem.
Not all Certificate Authorities are equal. Some CAs are newer and less well known. Two examples of
highly trusted CAs are VeriSign and Thawte. If your browser does not recognize a Certificate
Authority, it will alert you.
1.2.5 Recognise options for controlling Internet use like: supervision, web browsing
restrictions, download restrictions.
It is highly recommendable that parents are aware of
their kids‘ activities online. Parental control includes
features such as:



Supervision
Web browsing restrictions
Download restrictions
Through Internet Explorer parents can enable the
content advisor, allowing their children to visit certain
sites which are safe, and restricting other sites which
are not safe.
To enable the content advisor:
 Open the Internet Explorer
 Click Tools.
 Choose Internet Options.
 Click on the Content tab.
 Click Enable.
 A new window will open.
 From the Ratings tab choose the level of rating
you wish to set.
 From the Approved Sites tab you can set which websites can be allowed (regardless of their
rating) and which websites you wish to block.
©TCTC
9
2 Web Browsing
2.1 Using the Web Browser
2.1.1 Open, close a web browsing application.

To open the browser, double-click on the icon of the Internet Explorer.

To close the web browser you just have to click on the close icon in the title bar.
2.1.2 Enter a URL in the address bar and go to the URL.
In order to browse to a specific website you need to enter its URL in the address bar. Then
hit the Enter button on your keyboard.
©TCTC
10
2.1.3 Refresh a web page, stop a web page downloading.
Refresh a Web Page
Click on the Refresh icon (near the address bar).
Stop a Web Page
Click on the Stop icon to stop the Web Page from downloading
2.1.4 Activate a hyperlink.
To activate a hyperlink simply click once on the link.
2.1.5 Open a web page in a new tab, new window.
To display a webpage in a new window:

Click Page, New Window.

Right click on the link that opens the webpage and click Open in New Window.
Or
To display a webpage in a new tab:

Right click on the link that opens the webpage and click Open in New Tab.
2.1.6 Open, close tabs, windows. Switch between tabs, windows.
To open a new tab click on the new tab icon and to close the tab click on the x button on
shown on the tab which you want to close. On the other hand to switch from one tab to
another click on the name shown on the tab and automatically it will direct to that tab
2.1.7 Navigate between pages: backwards, forwards, home page.
 To Navigate backward click on the backward icon next to the Address bar
 To Navigate forward click on the forward icon next to the backward icon
 To Navigate to home click on the icon that shows a house
2.1.8 Show previously visited URLs using history.
By default, Internet Explorer keeps tracks of the most-recent websites you have visited. This
way, you can easily return to a website you have recently visited even if you forgot its web
address.
©TCTC
11
To view the browsing history:
Click on the Star to the left of your website tabs and click "History" on the pop-up that
follows.
Expand or collapse history items:
Click on one of the calendar icons such as "Today", "Last Week", or "2 Weeks Ago". History
items are then sorted by website. Click on one of the yellow icons to see what pages you
visited at a particular site.
2.1.9 Complete, submit, reset a web based form.
Sometimes when using the Internet for subscribing to a website, creating an e-mail account,
filling an online survey and so on, you will be asked to fill what we call ‗web-based forms‘.
These are forms that usually use text fields, drop- down fields and check boxes amongst
others to help you fill your information more efficiently and accurately.
Below is an example of a web-based form used by hotmail when creating a new account:
©TCTC
12
Normally you need to use the Tab key (not the Enter key) to move from one field to the next
field within the form.
Many times, in a web-based form you will find the Submit and Reset buttons.

Use the Submit button when you are
ready to submit your form (transmit the
form across the internet).
 Use the Reset button if you wish to empty
your form to start afresh.
©TCTC
13
2.1.10 Use a web tool to translate a web page, text.
Google's free online language translation service instantly translates web pages and text to
other languages
Translate a Web Page

Enter the URL http://itools.com/tool/google-translate-web-page-translator in the address
bar
 Write the URL in the translation box
 Choose language From and To
 Click on Translate
Translate Text

Enter the URL http://itools.com/tool/google-translate-text-translator in the address bar
 Write the Text in the translation box
 Choose language From and To
 Click on Translate
©TCTC
14
2.2 Tools and Settings
2.2.1 Set the web browser home page.
What is a Home Page?
The Home Page is the website that appears every time you click on the internet explorer
icon. You can set the homepage to any website you wish. To change the home page you
have to: Click on Tools.
 Then click on Internet Options.
 Click on the General Tab of the Internet Options.
 If you wish to use the currently displayed page as your home page click on Use
current.
 If you wish to use the default the website you had before click on Use default.
 If you wish that you will have a blank page click on Use blank.
 If you wish to use another home page enter the full URL into the address box.
 Click OK to close the Internet Options.
©TCTC
15
2.2.2 Understand the term pop-up. Allow, block pop-ups.
Pop-ups are windows that open automatically when you visit particular websites. Such popups may be pornographic, games-related and unnecessary. Many pop-ups are dangerous to
your computer; others are not harmful at all
What is a pop-up blocker?
Pop-up Blocker is a feature in Internet Explorer that lets you limit or block most pop-ups. You can
choose the level of blocking you prefer, from blocking all pop-up windows to allowing the pop-ups
that you want to see. When Pop- up Blocker is turned on, the Information bar displays a message
saying "Pop- up blocked. To see this pop-up or additional options click here."
To allow pop-ups:


Click Tools, Pop-up Blocker, Turn On
Pop-up Blocker.
To block pop-ups:


Click Tools, Pop-up Blocker, Turn Off
Pop-up Blocker.
2.2.3 Understand the term cookie. Allow, block cookies.
Cookies are used by Web sites to keep track of their visitors. Internet cookies raise privacy concerns,
although they can also make the Web easier to navigate.
Allowing / blocking cookies


In Internet Explorer, on the Tools menu, then click Internet Options.
Click the Privacy tab, and then click Advanced.
©TCTC
16





Click Override automatic cookie handling, and then specify how you want Internet Explorer
to handle cookies from first-party Web sites and third-party Web sites (a Web site other
than the one you are currently viewing).
To specify that you want Internet Explorer to always allow cookies to be saved on your
computer, click Accept.
To specify that you want Internet Explorer to never allow cookies to be saved on your
computer, click Block.
To specify that you want Internet Explorer to ask whether or not you want to allow a cookie
to be saved on your computer, click Prompt.
If you want Internet Explorer to always allow session cookies (cookies that will be deleted
from your computer when you close Internet Explorer) to be saved on your computer, click
Always allow session cookies.
2.2.4 Use available help functions.
As in most applications Outlook has a built-in support feature. To use Help, simply click on
the Help menu in the main view. Then choose Microsoft Office Outlook Help
The Help window will be displayed as illustrated:
Select one of the available help topics, or click on the Search Box to search for a topic by
entering a keyword.
2.2.5 Display, hide built-in toolbars. Restore, minimise the ribbon.
Display, hide built-in toolbars
 Click Tools, and then choose Toolbars.
 The menu that appears will show you the available toolbars in your web browser.
 The toolbars that are currently switched on are marked with a tick on the left hand
side.
 You can toggle between displaying and hiding toolbars by clicking on them.
©TCTC
17
Minimise the Ribbon

To quickly minimize the Ribbon, double-click the name of the active tab. Double-click
a tab again to restore the Ribbon.

Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F1.
Restore the Ribbon



Click Customize Quick Access Toolbar Button image.
In the list, click Minimize the Ribbon.
2.2.6 Delete history, temporary internet files, saved form data.




Click on the "Tools" menu and select Internet Options
From the General Tab click Delete
Then tick which options would you like to delete
Click Delete
2.3 Bookmarks
2.3.1 Add, delete a bookmark / favourite.
Have you ever gone to a site and liked it so much you wanted to keep going back? You can bookmark
it, which means that you save it, so next time all you have to do is choose it from a menu.
Add a bookmark:

Go to the website that you wish to set as a bookmark.

Click the Add to Favourites button
©TCTC
, and then click Add to Favourites.
18

Give a name to your bookmark, Choose the folder which you want to add the bookmark to
and then click Add.
Delete a Bookmark



Click on the Star at the left hand side of your Internet Explorer browser.
Click on Favourites.
Right click on the bookmark that you wish to delete and click delete from the
menu that appears.
2.3.2 Show bookmarks / favourites.
Click on the Favourites (Star) button in your browser.
 Click Favourites.
 Then click on the webpage that you wish to display.
2.3.3 Create; delete a bookmarks / favourites folder. Add web pages to a bookmarks /
favourites folder.(Refer also to 2.3.1
Create a Bookmark Folder
 Open Favourites.
 Right click anywhere in the favourites pane.
 Choose Create New Folder.
 Type in a name for your folder and press Enter.
Delete a bookmark folder:
 Open Favourites.
 Right click on the bookmark folder that you wish to delete.
 Click Delete.
©TCTC
19
2.4 Web Outputs
2.4.1 Download, save files to a location.
There are two ways how one can download files from a web page.
 Left click on the download hyperlink.
 A window will open, as illustrated:
 Click Save and choose a destination for your file(s).
OR
 Right-click on the download hyperlink.
 Click Save Target As…
 Choose a destination where you wish to save your file.
©TCTC
20
2.4.2 Copy text, image, URL to another location like: document, e-mail.
Copy Text to a document/email
 Highlight the text you wish to copy.
 Right-click on the highlighted text and
choose Copy.
 Open the document where you wish to
paste your text. Right-click and choose
Paste.
Copy an image from a web page to a document:
 Right-click on the image you wish to copy.
 Click Copy.
 You can then paste your picture on a document, by clicking Edit, Paste or right-click
and Paste.
Copy a URL from a website:




Right click on the website URL in the address bar.
Click Copy.
Open the document where you wish to paste the URL.
Right-click and choose Paste.
©TCTC
21
2.4.3 Preview, print a web page, selection from a web page using available printing
options.
Preview a Web Page
 Click on the arrow next to the printer icon in your web browser.
 Choose Print Preview.
Print a Web Page or a Selection from a web page
 Click on the arrow next to the Printer icon in your browser.
 Click Print.
 This will open the Print dialog box.
 You can use this dialog box to change several settings before giving the actual print
command.
 In the Page Range section you can choose to:
o Print all the pages in a specific webpage.
o Print a Selection from the webpage (you need to highlight the text
beforehand).
o Print a range of pages.
o You can also set the number of copies for a specific print page.
 When you have made all the necessary changes click the Print button.
©TCTC
22
3 Web-Based Information
3.1 Search
3.1.1 Define the term search engine and name some common search engines.
A search engine is a tool designed to
search for information on the World Wide
Web. The search results are usually
presented in a list and are commonly
called hits.
Searching on a search engine is simple:
just type a keyword in the search box, hit
Enter or click on the Search button, and the search engine will search the web for pages that
are relevant to your query.
Examples of Search engines are:
www.google.com
www.yahoo.com
www.msn.com
3.1.2 Carry out a search using a keyword, phrase.
Many people think that when
you use a search engine such
as Google, it will magically
search the entire Web and find
information that you require.
The first thing to understand is
that a search engine like
Google will only search through
a list that it maintains of sites
that have been registered with
that particular search engine.
This accounts in part for widely differing results you sometimes get when you search using
different search engines. Also, each search engine has different criteria for ranking search
results. These search results are often displayed 10 per page, with a brief description about
each site that it has found matching your requirements.
Here are some tips that one should keep in mind when using a search engine:


Use two or more words, or a short phrase when searching for information.
Try to use unique words that directly relate to what you are searching for.
©TCTC
23






For instance if you are searching for information about computer training then
search for ―computer training‖, not just ―training‖, which would include all sorts of
training.
Use the + logical operator if you want to narrow your search to retrieve only
websites containing ALL your keywords.
Usin g + a n d “ symbols to narrow your search
If you search using two words such as computer training, then often a search engine
will go off and find all the pages that it knows about relating to ―computer‖,
―training‖ and ―computer training‖. This could include all types of training, not
just computer training.
To get round this problem most search engines allow you to insert a + symbol
between your words, this means that you only want to find pages containing all your
words.
Sometimes you would be better enclosing your search phrase with quotation (―).
This will then mean that you want to find the exact phrase that you have entered.
Thus if you search for ―TCTC Computer Training‖, using the quotation marks, then
you should find the company easier than not using the quotes.
3.1.3 Refine a search using advanced search features like: exact phrase, date, language,
media type.
Type the below URL in your web
browser and hit the Enter key:
www.google.co.uk
To use advanced search options,
simply click on Advanced Search to
the right of the Google search box.
Google‘s advanced search lets you search by:
- Exact phrase
- By excluding words
- By file format, etc…
©TCTC
24
If you wish to search by date, you can click on the link towards the bottom of the Advanced
Search page
3.1.4 Search a web-based encyclopaedia, dictionary.
Encyclopedia
There are several online encyclopaedias and dictionaries available on the web. In this
section we will look at some examples.
Type the below URL in your web browser:
http://www.britannica.com/EBchecked/topic/186436/Encarta
©TCTC
25
To use Encarta‘s online encyclopaedia, use the search box to type your keyword / phrase
and hit the Search Encarta button.
Dictionary
Type the below URL in your web browser:
http://dictionary.reference.com/
To use online Dictionary, use the search box to type your keyword / phrase and hit the
Search button.
Type the word that you wish to search for, in the Find box. Then, hit the Enter key on your
keyboard.
Other examples of online encyclopaedias / dictionaries include:





www.encyclopedia.com
www.britannica.com
www.wikipedia.org
www.yourdictionary.com
www.alphadictionary.com
TIP:
To force a search engine to give you definitions from web based dictionaries, type define:
before your actual keyword.
Example:
©TCTC
26
3.2 Critical Evaluation
3.2.1 Understand the importance of critically evaluating online information. Understand
the purpose of different sites like: information, entertainment, opinion, sales.
Familiarity with the criteria for evaluating online information is an impetus to information
literacy. Information literacy is the ability to locate, evaluate and recognize pertinent
information and their concrete use. Students will benefit significantly from the said
competency skills set especially when they consistently weigh the value of given information
via either CARS or RADCAB.
CARS stands for Credibility, Accuracy, Reasonableness and Support while RADCAB stands for
Relevance, Appropriateness, Detail, Currency, Authority and Bias. Regardless of the
acronym, the said 2 sets of criteria centers on 3 factors: authorship, publishing body and
timeliness.
The most basic site is informational. This is a site that tells a potential customer or visitor
what your business is, where it’s located, its hours, how to contact you and maybe a bit
more. These sites are fast and easy to construct and usually only involve a page or two. All
sites have some basic information on them.
The next is a site that educates and/or is used as a reference. It might be a site like
Wikipedia or Grammar Girl with information on everything or just on grammar and writing.
Or it could be a health site with information on conditions or illnesses.
Some sites are inspirational. They provide you with stories and photography and music on
various topics like personal development, spirituality, psychology and new age practices.
Promotional sites are also common. They generally promote a celebrity, a rock band, an
author, a product and more.
Then there are those that entertain. While YouTube certainly has educational and
inspirational purposes, it is most often turned to for its entertainment value.
Finally, there are e-commerce sites. These sites exist primarily to sell you something.
Amazon.com is one. Ebay is another. The best e-commerce sites combine many of the
features of other sites (education, entertainment, etc.).
3.2.2 Outline factors that determine the credibility of a website like: author, referencing,
up-to-date content. And 3.2.3 Recognise the appropriateness of online information
for a particular audience.
Using the internet for research
Before using information you find on the internet for assignments and research, it is
important to judge its accuracy and to establish that the information comes from a reliable
and appropriate source.
©TCTC
27
Consider the following criteria and ask yourself the following questions:
Audience
Who is the website’s intended audience? Academics? The general public? School children?
Does it appropriately address the target audience? Is it relevant for your assignment or
research?
Authority
Is the author identified? If the author has chosen to remain anonymous, ask yourself 'why?'
Is the author a person you recognise as an expert in his field? If not, is there enough
information provided to establish the author’s credibility? Is she qualified to write about the
subject? Can you find references to her elsewhere? Is the author affiliated to an academic
institution or credible organisation? If the information is part of a journal or other online
publication, you should try to establish the authority of that publication: Is the name of the
publication obvious? Are contact details and ‘about’ information provided? Do you
recognise the name of the publisher? Does it look like a professional publication? Is there
associated branding? Is the publication referenced elsewhere?
Accuracy
Is it free from spelling errors? Is the text well-written and grammatically correct? Has the
content been through an editing process or been peer reviewed? Has the author included a
bibliography? Are the sources cited reliable and can they be verified elsewhere? Are
research methodologies adequately explained?
Objectivity
Does the author present objective arguments or make it clear when he is expressing biased
opinions? Are other points of view explored? Is it a personal website? Does it express
personal opinions? Is the website part of a commercial organisation, a political party or an
organisation with a specific agenda? If yes, question the motives for publishing the
information. Does the website promote a biased viewpoint?
Currency
Can you tell when the information was published? Is the information up to date? How
frequently is the website updated? Are the links up to date and working? A good website
will show when it was ‘last updated’ or give a clear indication of the timeliness of the
information. Working links indicate the website is being maintained and updated regularly.
The URL
Look at the URL (web address) of the website. The domain name can help you establish if
the information has been published by a credible source.
For example:
Domain
Published by
.edu
an educational website
.gov
a government website
You still need to apply the same criteria mentioned above to establish reliability, and don’t
forget to check the information is up to date.
©TCTC
28
3.3 Copyright, Data Protection
3.3.1 Define the terms copyright, intellectual property. Recognise the need to acknowledge
sources and/or seek permission as appropriate.
Most programs which you purchase are copyrighted and you must not copy them. Many people will
buy a copy of a game and make a copy for their friends or other family member. This is also normally
unlawful. There are numerous organisations, such as FAST (the Federation Against Software Theft),
which are dedicated to preventing the illegal copying of software.
When downloading a software application from the internet, it might be freeware or shareware.
When the software is freeware, you will download the software for free, and you will be able to use
all the features of the program without having to pay anything. If you pass on a copy of the software
to other people, you should do so free of charge. Shareware is computer software that is distributed
for free on a trial basis on the understanding that if you want to continue to use the software after
the trial is over e.g. 30 days, then you will voluntarily send the author of the software the required
payment.
As a general guide, permission is more likely to be needed if
the source material is short or the excerpt which you wish to
use represents a significant portion of either of the work in
which you found it or in which you intend to use it. Also, any
material which constitutes or represents the heart or key
elements of the source material, such that your use could
possibly serve as a substitue for the original, will also require
permission. More specifically, you should always secure
permission for:
1. A single quotation or several shorter quotes from a fulllength book, more than 300 words in toto.
2. A single quotation of more than 50 words from a newspaper, magazine, or journal.
3. Artwork, photographs, or forms, whether or not from a published source. Sometimes more than
one permission is required for a photograph, e.g., from the photographer and also from the creator
of the underlying work shown in the photograph.
4. Charts, tables, graphs, and other representations where, inevitably, you are using the entire
representation, since the copyrighted features are complete in themselves and inherent in the
whole work.
5. Material which includes all or part of a poem or song lyric (even as little as one line), or the title of
a song.
6. Computer representations, such as the depiction of results of research on computerized
databases, the on-screen output of software, reproduction of web pages, and the capture of
Internet or other online screen shots. (For small and insignificant portions, "fair use" may apply; see
description below). Please note, however, that if a website invites or authorizes copying and there is
nothing to indicate it contains material which is original to others and therefore would require
permission from the original source, then you do not need to get permission.
©TCTC
29
7. Any third party software to be distributed as an electronic component with your book. A separate
form letter and tracking table are available for such permissions. Please contact your editor.
In addition to the above guidelines to obtain copyright permission, you are also responsible for
securing all other required clearances, including permissions for the use of trademarks and releases
from privacy claims. For example:
A release may be required for photographs or reproductions of specific brand-name products and
for use of trade names and logos. Contact the company.
You may need releases for photographs of people, especially private citizens as opposed to public
officials and public figures. This is particularly necessary if such material will be used on the cover or
in part of the promotion of the work and does not specifically illustrate material in the text. You
should contact your editor for the Wiley-approved release form.
3.3.2 Recognise the main data protection rights and obligations in your country.
If your computer system holds information about
individuals, then you have a moral and legal duty to
treat that information with respect. For instance if a
police force computer is used by unscrupulous people
to gain unauthorised information about a person’s
private life, that would be a clear breach of trust. In the
same way doctors, government departments and credit
agencies often hold vast amounts of information about
the general public, which is both sensitive and private.
In a free society you have the right to ensure that the
information held about you is not abused. In many
countries, this right is enshrined under data protection
laws.
Obligations in our country are:






It must be collected for explicit and legitimate purposes and used accordingly;
It must be adequate, relevant and not excessive in relation to the purposes for which it is
collected and/or further processed;
It must be accurate, and updated where necessary;
Data controllers must ensure that data subjects can rectify, remove or block incorrect data
about themselves;
Data that identifies individuals (personal data) must not be kept any longer than strictly
necessary;
Data controllers must protect personal data against accidental or unlawful destruction, loss,
alteration and disclosure, particularly when processing involves data transmission over
networks. They shall implement the appropriate security measures;
©TCTC
30
4 Communication Concepts
4.1 Online Communities
4.1.1 Understand the concept of an Online (virtual) community. Identify examples like:
social networking websites, Internet forums, web conferencing, chat, online
computer games.
A virtual community, e-community or online community is a group of people that primarily interact
via communication media such as newsletters, telephone, email, internet social network service or
instant messages rather than face to face, for social, professional, educational or other purposes. If
the mechanism is a computer network, it is called an online community. Virtual and online
communities have also become a supplemental form of communication between people who know
each other primarily in real life. Many means are used in social software separately or in
combination, including text-based chat rooms and forums that use voice, video text or avatars.
Social Networking Websites
There are a lot of social networking sites through which
virtual communities are usually created. Social
networking websites offer
you the possibility to find old and new friends,
communicate with your friends through messages and
instant messages, upload your photos and comment on
friend‘s photos, and even much more than this!
Two examples of Social Networking websites
are
Facebook (www.facebook.com) and Hi5
(www.hi5.com).
Internet Forums
An Internet forum is a discussion area on a website. Website members can post discussions and read
and respond to posts by other forum members. An Internet forum can be focused on nearly any
subject and a sense of an online community, or virtual community, tends to develop among forum
members.
An Internet forum is also called a message board,
discussion group, bulletin board or web forum.
However, it differs from a blog, the name for a web log,
as a blog is usually written by one user and usually only
allows for the responses of others to the blog material.
An Internet forum usually allows all members to
make posts and start new topics.
An Internet forum is also different from a chat room.
Members in a chat room usually all chat or
communicate at the same time, while members in an
Internet forum post messages to be read by others whenever they happen to log on. Internet
forums also tend to be more topic-focused than chat rooms.
Before a prospective member joins an Internet forum and makes posts to others, he or she is usually
required to register. The prospective member must usually agree to follow certain online rules,
©TCTC
31
sometimes called netiquette, such as to respect other members and refrain from using profanity.
When a member is approved by the administrator or moderator of the Internet forum, the member
usually chooses his or her own user name and password. Sometimes, a password is supplied. An
avatar, or photograph or picture, supplied by the member can appear under the member's user
name in each post.
The separate conversations in an Internet forum are called threads. Threads are made up of
member-written posts. Internet forum members can start new topics, post in their choice of threads
and edit their profile. A profile usually lists optional information about each forum member such as
the city they are located in and their interests.
Web Conferencing
Web conferencing is a form of real-time communications RTC in which multiple computer users, all
connected to the Internet, see the same
screen at all times in their Web browsers.
Some Web conferencing systems include
features such as texting, VoIP (voice over IP)
and full-motion video.
Web conferencing allows users to carry on
business meetings and seminars, make
presentations, conduct demonstrations,
provide online education and offer direct
customer support. Control of the session can
be passed among users so that any attendee
can act as the main presenter. The most effective Web conferencing solutions require high-speed
Internet connections at all user sites.
Chat
A chat room is a virtual place on the Internet where people from all walks of life from around the
world can get
together in one place and textually chat with one
another. The only two things a person needs to connect
to a chat room are a computer and an internet
connection of any speed.
Chat room etiquette
Because Chat Rooms are place where so many different
types of people come together to communicate with one
another, certain rules need to be in place to keep the
peace. Nearly all of the larger Chat Rooms are constantly
moderated for any offensive activity, but quite a few smaller Chat Rooms lack such moderation and
it is therefore up to the users to be sure that no offensive activities take place.
Online computer Games
Online computer games such as World of Warcraft are also another type of
online communities. Such games enable thousands of players from across
the globe to come together online through computer gaming.
©TCTC
32
4.1.2 Outline ways that users can publish and share content online: blogs, microblogs,
podcasts, images, audio and video clips.
Blogs
A blog (a combination of the words web and log) is a website on which chronological entries
that can be viewed by visitors. The word Blog is used as a verb
and describes the activity of maintaining a blog. Blogs can provide
information on a vast range of subjects, and often contain
personalised views on a particular subject. Some are devoted to
news, politics or current affairs. Readers can often comment
interactively on the blog while other blogs are more like a shared,
personal diary. Some blogs have become incredibly popular and
been made into published books. Blogs are mainly text based
with the odd picture, but they may also contain music and video contents.
Microblogs
Microblogging is a broadcast medium in the form of blogging. A
microblog differs from a traditional blog in that its content is
typically smaller in both actual and aggregate file size. Microblogs
"allow users to exchange small elements of content such as short
sentences, individual images, or video links
Podcasts
A podcast is a way of providing content such as radio
programs in a form which can be easily downloaded and listened to
later on a PC or mobile device such as an Apple iPod. The term
"podcast" is a combination of the words "iPod" and "broadcast".
Many web sites allow you to manually download content.The thing
that makes a podcast different is that once you subscribe to a
podcast it will be downloaded automatically for you.
Images , Audio and Video Clips
Images, Aufio and Video clips can be published in several ways such as Youtube, Facebook,
and much more
4.1.3 Recognise ways to protect yourself when using online communities: apply
appropriate privacy settings, restrict available personal information, use private
messaging when appropriate, disable location information, block/report unknown
users.


Privacy Settings: Always check the default privacy settings when opening an account on a
social media website. The default privacy settings on many social media websites are
typically broad and may permit sharing of information to a vast online community. Modify
the setting, if appropriate, before posting any information on a social media website.
Biographical Information: Many social media websites require biographical information to
open an account. You can limit the information made available to other social media users.
©TCTC
33




Consider customizing your privacy settings to minimize the amount of biographical
information others can view on the website.
Account Information: Never give account information, Social Security numbers, bank
information or other sensitive financial information on a social media website. If you need to
speak to a financial professional, use a firm-sponsored method of communication, such as
telephone, letter, firm e-mail or firmsponsored website.
Friends/Contacts: When choosing
friends or contacts on a social media
site, think about why you use the
website. Decide whether it is
appropriate to accept a “friend” or
other membership request from a
financial service provider, such as a
financial adviser or broker-dealer. There
is no obligation to accept a “friend”
request of a service provider or anyone
you do not know or do not know well.
Site Features: Familiarize yourself with
the functionality of the social media website before broadcasting messages on the site. Who
will be able to see your messages -- only specified recipients, or all users?
Disable Location so when you post no one will know from where you are posting
4.2 Communication Tools
4.2.1 Define the term Instant Messaging (IM).
IM – short for instant messaging – is a type of real-time communication
service. It is somewhat like email, but much more like a chat room. Both
parties are online at the same time, and they "talk" to each other by typing
text and sending small pictures in instantaneous time.
4.2.2 Define the terms short message service (SMS), multimedia message service (MMS).
The acronym SMS stands for short message service. SMS is also often
referred to as texting, sending text messages or text messaging. The service
allows for short text messages to be sent from one cell phone to another cell
phone or from the Web to another cell phone.
Multimedia Messaging Service (MMS) is a standard way to send messages that
include multimedia content to and from mobile phones. It extends the core SMS
(Short Message Service) capability that allowed exchange of text messages only up
to 160 characters in length.
The most popular use is to send photographs from camera-equipped handsets, although it is also
popular as a method of delivering news and entertainment content including videos, pictures, text
pages and ringtones.
©TCTC
34
4.2.3 Define the term Voice over Internet Protocol (VoIP).
VoIP (Voice over Internet Protocol) is simply the transmission of voice traffic over IP-based networks.
4.2.4 Recognise good practice when using electronic communication: be accurate and
brief, use clear subject headings, do not inappropriately disclose personal details, do not
circulate inappropriate content, spell check content.
4.3 E-mail Concepts
4.3.1
Define the term e-mail and outline its main uses.
Email is simply the shortened form of electronic mail, a protocol for
receiving, sending and storing electronic messages. In many cases, email has
become the preferred method of communication.
4.3.2
Identify the structure of an e-mail address.
Take a typical e-mail address: ecdl@tctcmalta.com
 The first part of the address ―ecdl‖, indicates the department/person to whom the
email is addressed
 The second part of the address ―tctcmalta.com‖ indicates the e-mail address of the
company or organization where the individual works (Sometimes it is of the ISP).
From this e-mail address we can see that tctcmalta is the host for this particular email address.
 In some cases you may use an email address such as adrian@yahoo.com,
which normally indicates a private email address, but in this case, one that is hosted
by a company called Yahoo.
4.3.3
Be aware of possible problems when sending file attachments like: file size limits, file type
restrictions.
One might encounter problems when sending e-mail attachments. Such problems include:
 File-size limits – be cautious when sending large files… compression might be an
option.
©TCTC
35

4.3.4
File type restrictions – most executable files are recognised as containing
viruses, thus e-mailing of such files may give problems – a solution might be to
rename the file using a different extension.
Outline the difference between the To, Copy (Cc), Blind copy (Bcc) fields and recognise their
appropriate use.
To: Contains the name(s) or email address(es) of the recipients of the message, separated by a
semicolon.
Cc (Copy): Contains the name(s) or email address(es) of persons receiving a copy of the message.
Bcc (Blind Carbon Copy): Names and e-mail addresses of persons listed in Bcc can not be viewed by
other individuals receiving the e-mail message.
4.3.5
Be aware of the possibility of receiving fraudulent and unsolicited e-mail. Be aware of the
possibility of an e-mail infecting the computer.
Spamming is very prevalent on the Internet. Redirect unrecognized mail to a
Spam folder and delete messages.
Phishing is a type of deception designed to steal your valuable personal data, such as credit card
numbers, Windows Live IDs, other account data and passwords, or other information.
You might see a phishing scam:






In e-mail messages, even if they appear to be from a co-worker or someone you know.
On your social networking Web site.
On a fake Web site that accepts donations for charity.
On Web sites that spoof your familiar sites using slightly different Web addresses, hoping
you won't notice.
In your instant message program.
On your cell phone or other mobile device.
Often phishing scams rely on placing links in e-mail messages, on Web sites, or in instant messages
that seem to come from a service that you trust, like your bank, credit card Company, or social
networking site.
Email messages with attachments can spread viruses, and usually attachments from unknown
origin do so. Viruses that spread via attachments are activated when the attached file is
opened. Just by reading the email your computer cannot get infected. However, as soon as the
attachment is opened, the possible virus infects the computer. This is why you should be very careful
when sending and especially when receiving attachments.
©TCTC
36
To avoid viral infection use the following precautions:




If an attachment looks the least bit suspicious, destroy it without opening.
If you are not sure about the authenticity of the attachment, ask the sender what it contains
and why they sent it. Many viruses send email to all recipients in the victim's address book
without them knowing about it.
Even when the attachment is coming from a familiar person and it is expected, you should
check it for viruses before opening it. The attachment sender might not know that a
virus is present on his system. Checking the file for viruses is done by saving the
attachment to a folder on the computer and checking the contents of that folder with a virus
scanner.
Keep your anti-virus software up to date.
4.3.6 Define the term phishing.
Anyone who has ever used PayPal or does their banking
online has probably received dozens of emails with titles
such as, "URGENT: Update Account Status". These emails
are all attempts by a spammer to "phish" your account
information. Phishing refers to spam emails designed to
trick recipients into clicking on a link to an insecure
website. Typically, phishing attempts are executed to
steal account information for e-commerce sites such as
eBay, payments processors such as PayPal, or regular
financial institutions' websites. A phishing email supplies
you with a link to click on, which will take you to a page where you can re-enter all your
account details including credit card number(s) and/or passwords. Of course, these sites
aren't the actual bank's site, even though they look like it.
5 Using E-mail
5.1 Sending E-mail
5.1.1 Access an e-mail account.
To start Microsoft Outlook 2007




Click Start
All Programs
Microsoft Office
Microsoft Outlook 2007
©TCTC
37
Below is a screen shot of how the Microsoft Outlook 2007 Screen looks like.
5.1.2 Outline the main purpose of standard e-mail folders: Inbox, Outbox, Sent, Deleted /
Trash Items, Draft, Spam/Junk.

The Inbox, as the name suggests, is the computerized equivalent of the traditional
in-tray. All incoming messages are placed in the inbox. You can then read, print, reply
to these messages as required.

An Outbox is where outgoing e-mail messages are temporarily stored. While you are
composing a message, most mail programs automatically save a draft of your
message in the outbox. The message is then stored in the outbox until it is
successfully sent to the recipient.

Sent Folder is where all the messages that were sent will be shown in that folder

Deleted/Trash Items is where all the items that have been deleted will be shown
there till you delete them again from the deleted/Trash items folder

Spam/Junk is where the emails that are read junk by the software or you have
selected them as junk will be received in that folder
©TCTC
38
5.1.3 Create an e-mail. And 5.1.4 Enter one or more e-mail addresses, distribution list in
the To, Copy (Cc), Blind copy (Bcc) fields. And 5.1.5 Enter an appropriate title in the subject
field and enter, paste text into the body of an e-mail.
To create a new email




Click on New
Mail Message
Enter your message into the message text area in the lower half of the dialog box.
Type the email address of the person you wish to send the message to into the To… text box.
The following may be used:
Send the message to the selected person.
Send a Carbon Copy of the message to the selected person.
Send the message to the selected person as a Blind Carbon Copy. A blind carbon copy is a
copy of the message that is sent to someone in secret, other recipients of the message will not know
that the selected person has received the message.
To send a copy of a message to another address
Whilst composing your message in the Message window, enter the address of the person you
want to send a copy to into the Cc… text box.
Enter a short overview of the message into the Subject: text box.
5.1.6 Add, remove a file attachment.
Email is not restricted to just simple text messages; you can also insert files into messages. For
example, if you had to send a copy of your sales report to your manager, simply insert a copy of the
spreadsheet into a message.
Once you have finished entering the text of your message, click on the paperclip icon on
the toolbar.
Browse to the file that you wish to attach to the message. Select OK to close the Insert
©TCTC
39
File dialog box. Another box with the name Attached under Subject will appear to indicate the
presence of a file.
Note: To remove an attachment from an e-mail message, select the attachment and press the
Delete button on your keyboard.
5.1.7 Send an e-mail with, without priority.
To set emails to Low or High Priority choose:

For High Priority

For Low Priority
From the Toolbar Message
5.2 Receiving E-mail
5.2.1
Open, close an e-mail.
To open an email double click on the email received and to close the email click on the close button
5.2.2
Use the reply, reply to all function, and identify when these should be used.
To reply to the sender of a message (to reply only to the person sending this message)

Select the message you want to reply to.

Click on the Reply icon on the Standard toolbar
The Message dialog box will open and the text of the original message appears in the
message window. Type your reply above the text of the original message and then click
the Send icon on the Message dialog box toolbar
To reply to the sender and all recipients of a message (to reply to the sender and all those person s
that are copied in that email)


Select the message you want to reply to.
Click the Reply to All icon on the Standard toolbar.
The Message dialog box will open and the text of the original message appears in the message
window. Type your reply above the text of the original message and then click the Send icon on the
Message dialog box toolbar.
©TCTC
40
5.2.3





5.2.4
Forward an e-mail.
Open the e-mail message that you wish to forward.
Select the Forward icon from the Message toolbar.
Type the email address of the person(s) you wish to forward the message to into the
To… text box.
You may enter any comments about the message above the original message in the message
text area of the Message dialog box.
Send the message by clicking the Send icon on the Message dialog box toolbar.
Open, save a file attachment to a location.
To open a file attachment one just have to double click on it
Let‘s say you have received an important file via e-mail and you wish to save in to your documents.





5.2.5
Click on the email message to display it‘s preview.
Right Click on the file attachment
Click Save As
Choose the Location where you want to save our file
Then click Save.
Preview, print a message using available printing options.
To Print or Preview a message:

Click on the Office button
Click on Print if you want to print the email

Click on Print Preview if you want to see the email before printing
OR
©TCTC
41
5.3 Tools and Settings
5.3.1 Use available help functions.

As in most applications Outlook has a built-in support feature. To use Help, simply
click on the Help menu in the main view. Then choose Microsoft Office Outlook Help

The Help window will be displayed as illustrated:

Select one of the available help topics, or click on the Search Box to search for a topic
by entering a keyword.
5.3.2 Display, hide built-in toolbars. Restore, minimise the ribbon.
To Display and hide built-in toolbars:• Click View
• Click Toolbars
• Choose one of them
Minimise the Ribbon

To quickly minimize the Ribbon, double-click the name of the active tab. Double-click
a tab again to restore the Ribbon.

©TCTC
42
Restore the Ribbon



Click Customize Quick Access Toolbar Button image.
In the list, click Minimize the Ribbon.
5.3.3 Create and insert a text e-mail signature.
Create a Signature
In a new message, on the Message tab, in the Include group,
click Signature, and then click Signatures.



On the E-mail Signature tab, click New.
Type a name for the signature, and then click OK.
In the Edit signature box, type the text that you want
to include in the signature.
5. To format the text, select the text, and then use the style and formatting buttons to select
the options that you want.
©TCTC
43
Insert a Signature
You can set a signature to be added automatically to outgoing messages, or you can manually insert
a signature when needed.
You can insert only one signature per e-mail message; you cannot include multiple signatures.
If you want to include more information, create one signature with all the information, and then
save it with a new name.
Insert a signature automatically
 Signature menu In a new message, on the Message tab, in the Include group, click Signature,
and then click Signatures.





Under Choose default signature, in the E-mail account list, click an e-mail account with which
you want to associate the signature.
In the New messages list, select the signature that you want.
Select the signature you want to use
If you want a signature to be included in message replies and in forwarded messages, in the
Replies/forwards list, select the signature. If not, select none.
Click OK.
©TCTC
44
Insert a signature manually
 Insert the signature you want In a new message, on the Message tab, in the Include group,
click Signature, and then select the signature that you want.
5.3.4 Turn on, turn off an automatic out of office reply.


On the Tools menu, click Out of Office Assistant.
Out of Office command on Tools menu
Note The Tools menu appears on the main Outlook window. The main window is the same
window that appears when you start Outlook and includes the File, Edit, View, Go, Tools,
Actions, and Help menus. There is no Tools menu in windows where you create or view
items such as e-mail messages, contacts, or tasks.
If the Out of Office Assistant command does not appear, an alternative method to
automatically reply to messages is available for all Outlook users. Go to Automatically reply
to messages.



Click Send Out of Office auto-replies.
If you want, select the Only send during this time range check box to schedule when
your out of office replies are active. If you do not specify a start and end time, autoreplies will be sent until you click Do not send Out of Office auto-replies.
On the Inside My Organization tab, type the response that you want to send while
you are out of the office.
©TCTC
45


To send auto-replies to people out of your organization, continue with steps 4 and 5.
On the Outside My Organization tab, select the Auto-reply to people outside my
organization check box, and then type the response that you want to send while you
are out of the office.
Organization is usually defined as your company and includes people who have an Exchange
Server account on your e-mail system.


When the Auto-reply to people outside my organization check box is selected, the
Outside My Organization tab displays (On) next to the tab name.
On the Outside My Organization tab, click My Contacts only or Anyone outside my
organization to specify the people to whom auto-replies are to be sent.
The contact must exist in your Exchange Server Contacts folder. If the contact exists only in
a folder that is a part of a Personal Folders file (.pst), the auto-reply message will not be
sent.
5.3.5 Recognise e-mail status as read, unread. Mark an e-mail as read, unread. Flag, unflag
an e-mail.
Recognise e-mail status as read, unread. Mark an e-mail as read, unread
After opening an e-mail message, you might wish to mark the e-mail message
as unread. To do this, click on the button ―Mark as Unread‖ On the Message
Toolbar. Or right click on the email and click on mark as unread
If you want to mark it again as read, repeat the same step
choosing ―Mark as Read
©TCTC
46
Flag, unflag an e-mail.
Flagging is a method of marking messages which you want to stand out as being important.

To flag a message, open the message, click on Follow up and choose one of the list.

To remove the flag repeat the same steps but choose Clear Flag
5.3.6 Create, delete, update a contact, distribution list / mailing list.
Add a new contact
To add a new contact to the address book, first open the Address Book from:
 Tools
 Address Book
Then click on:
 File
 New Entry
 New Contact
 OK
©TCTC
47
Fill in the contact details as appropriate and click Save and Close.
Delete a contact



Right Click on the Contact you want to delete
Click Delete




Open the Address Book again f
Select the Contact you want to delete
Go to File
Click delete
OR
Create; update a distribution list/mailing list.
You can create a single group name (or alias) to use when sending a message to
several contacts at once. Simply create a group name and add individual contacts to the
group. Then, just type the group name in the To box when you send e-mail.




Click on File -> New Entry
Choose Distribution List
Click OK
©TCTC
48
Add a contact to an existing group
In the Address Book list, double-click the group you want. The group's Properties dialog box
opens.



You can add people to the group in several ways —and in some cases you can add
them to your Address Book as well.
To add a person from your Address Book list, click Select Members, and then double
click a name from the Address Book list and then click OK.
To add a person directly to the group without adding the name to your Address
Book, Click on Add New type the person's name and e-mail address in the boxes
provided in the open window and then click OK
Using the Address Book
You can use the Address book at any time when creating an e-mail message. Let‘s say I have
added my friend Tom to my address book. How will I use the address book to send an e-mail
to Tom?
Follow the below steps…
 Click File – New – Mail Message

Click on To:


The address book will be displayed, as illustrated:
Double Click on the name of the person to whom
you wish to send the e-mail.
Click OK.

©TCTC
49
5.4 Organising E-mails
5.4.1 Add, remove message inbox headings like: sender, subject, date received.




On the View menu, point to Arrange by, point to Current View, and then click Customize
Current View.
Click Fields.
In the Available fields list, click ex Subject.
Click Add.
5.4.2 Search for an e-mail by sender, subject, e-mail content.
 Click on Search box under the Heading Inbox and write what you need to find
OR
 Click on Tools
• Instant Search
• Advanced Find
• The Find Message window will be displayed, as illustrated:
Use the Advanced Find window to search for a message by Sender, Receiver, Subject, etc…
5.4.3 Sort e-mails by name, by date, by size.
To sort e-mails you simply have to click on the heading by which you need to sort. For
example, if you wish to sort your e-mails by subject, click on the Subject field heading.
©TCTC
50
Note that a triangle appears near the Subject. When the triangle is pointing upwards, it
means that the e-mails are sorted by Subject in ascending order. But if you wish to sort by
descending order click again on the field heading. The triangle will then be pointing
downwards.
5.4.4 Create, delete an e-mail folder/label. Move e-mails to an email folder/label.
By default, Outlook has 6 main folders:






Inbox
Outbox
Sent Items
Deleted Items
Drafts
Junk Mail
These 6 folders cannot be deleted as they serve the main purposes in Outlook.
You might however need to add other folders to organise your e-mails better. Click on File –
New – Folder…
The Create Folder window will appear. From here you can give a name to your folder and
you can also decide whether this folder should be an independent folder, or a sub-folder of
an existing folder, such as Inbox.
©TCTC
51


To create an independent folder, make sure that you click on Personal
Folders before clicking OK.
The new folder will be displayed as in the illustration below:

On the other hand, if you wish to create a sub-folder, click on the name of the folder
in which you wish to create your sub-folder before clicking OK.
In the illustration below, a new folder called Computer Training has been created as a subfolder in TCTC
To delete a folder that you have created, right click on the folder and click on Delete.
Move e-mails to an e-mail folder.
To move an e-mail from one folder to another, open the folder which contains the e-mail that
you wish to move. Then click on the e-mail to select it and drag it on the folder in which you
want to place it.
©TCTC
52
5.4.5 Delete an e-mail. Restore a deleted e-mail.
Delete an email
There are several methods how you can delete an e-mail. First, you need to select it, and
then you can:




Click on the Delete icon in the toolbar.
Click Edit, Delete.
Right click on the e-mail message and choose Delete.
Press the Delete button on your keyboard.
Once you delete an e-mail message it will move to the Deleted Items folder.
Restore an email
To restore an e-mail which you have deleted, find it from the Deleted Items folder. Then,
right click on the e-mail and choose ―Move to Folder
The below window will be displayed, from where you can choose the destination for
the e-mail in question.
©TCTC
53
5.4.6 Empty the e-mail bin/deleted items /trash folder.
To permanently delete items held in the trash bin, right click on Deleted Items and choose
Empty ‘Deleted Items’ Folder
Outlook will ask you whether you are sure that you wish to permanently delete all items
contained in the e-mail bin. Click Yes if you want to confirm the operation.
5.4.7 Move a message to, remove a message from a junk folder.

In Mail, click the Junk E-mail folder in the Navigation Pane.

Right-click any message that you do not want to be marked as junk.

On the shortcut menu, point to Junk E-mail, and then click Mark as Not Junk.
A message that is marked as not junk is moved to your Inbox or to the folder that it was
previously in. When you mark a message as not junk, you see a prompt about adding the
sender or mailing list name to your Safe Senders or Safe Recipients List.
5.5 Using Calendars
5.5.1 Create, cancel, and update a meeting, 5.5.2 Add invitees, resources to a meeting in a
calendar. Remove invitees, resources from a meeting in a calendar.
Create a meeting
©TCTC
54
1. On the File menu, click New, and choose Meeting Request, OR with the Calendar open, on the
toolbar click New and choose Meeting Request
2. Enter a Subject
3. Enter a Location
4. Edit the Start time date and time information
5. Edit the End time date and time information
Let's go back to the To: line and discuss that more. You have a few options here. You can type
in the attendees just like you do for an email message OR you can actually see if they are
available for your meeting.
6. Click the Scheduling Assistant button on the Ribbon
7. Click Add Attendees at the bottom
©TCTC
55
8. The Select Attendees and Resources window appears

Depending on your settings you will see the Global Address List or your Contacts
9. Select the people you want to attend your meeting
10. You can add them to the Required or Optional fields
11. You can also add resources, such as a conference room
12. When you have all the people and resources added, click OK and you are returned to the
Meeting window
13. You can now see if the people you invited are free or busy
14. NOTE: If you do not receive a similar picture shown at the lower right, click Options at the
bottom, and choose Show Calendar Details (it should be checked)
15. If necessary, you can change the date and/or time to fit their schedules

You could also select a date from the Suggested Times on the right
16. When you are ready to send the invitation, click Send
17. The recipients of this meeting request will receive a note in their Inbox. Once they open the
meeting request, they can Accept, Decline, or decide later (tentative).
Update a Meeting

Open the Meeting on your Calendar
©TCTC
56

Make changes to the meeting attendees, subject, date, location, and/or time

Choose the Send Update command
Cancel a Meeting
Sometimes it is necessary to cancel a meeting. Outlook removes the meeting from your
schedule. You have an option to send a cancellation notice to the attendees.




Open the meeting you want to cancel
Click the Cancel Meeting button on the Ribbon
Enter a message for the recipients if desired
Click Send Cancellation
5.5.3 Accept, decline an invitation. a calendar.
When you receive a meeting request in your email, you can either accept, decline, or decide
later (make the meeting tentative).
To read a meeting request, double-click the message in your Inbox
You should check your availability by clicking the Calendar button on the Ribbon
Depending on your schedule, click Accept, Tentative (you'll decide later), Decline, or
Propose New Time (see below)
©TCTC
57


If you click Accept, Tentative, or Propose New Time, Outlook will enter the meeting
item in your Calendar
If you click Decline, the meeting will not be added to your Calendar
You will receive a response window asking if you want to add comments to a response, send
a response now, or don't send a response. If you choose "don't send a response, the
meeting organizer doesn't receive a message that you accepted. Make your decision and
click OK.
©TCTC
58

ECDL Online Essentials

Transcription

Similar documents

2.3MB PDF - ECDL Foundation

How to search in Cause List

PowerDesk Pro 6

FY 2013 Report - Life Essentials

-EPSON 9800 PRINTER INFORMATION The 9800 printer is a high

Email Filing Toolkit

management essentials - University of Alberta

Granite University

Monster Jobs - by Carpe Data

NEC Tutorial

Practice your ECDL skills