Living Online. Module C

Transcription

1 Living Online Module C

2 Unit 7: Getting Connected Living Online The Living Online examination covers aspects of working in an Internet or networked environment, including basic knowledge of networks and the Internet, skills in specific applications such as electronic mail software and Web browsers, skills required to find and evaluate information, and an understanding of issues related to computing and the Internet being used at work, home and school (ergonomics, security, ethics, Internet "rules of the road" or "netiquette," etc.). To pass this examination, the examinee must demonstrate knowledge in the following areas: How computers connect to communication networks and the Internet How electronic communication works and how to communicate using electronic mail, social networks and other communication methods Knowledge of the World Wide Web, how to use a Web browsing program and how to create, locate and evaluate online content Knowledge of the impact of computing and the Internet on society The Living Online module covers four domains of knowledge and skill: Domain Communication Networks and the Internet Objective 1.1 Identify network fundamentals and the benefits and risks of network computing Domain Electronic Communication and Collaboration Objective 2.1 Identify different types of electronic communication/collaboration and how they work Objective 2.2 Identify how to use an electronic mail application Objective 2.3 Identify the appropriate use of different types of communication/collaboration tools and the rules of the road regarding online communication ("netiquette") Domain Using the Internet and the World Wide Web Objective 3.1 Identity information about the Internet, the World Wide Web and Web sites and be able to use a Web browsing application Objective 3.2 Understand how content is created, located and evaluated on the World Wide Web Domain The Impact of Computing and the Internet on Society Objective 4.1 Identify how computers are used in different areas of work, school and home Objective 4.2 Identify the risks of using computer hardware and software and how to use computers and the Internet safely, ethically and legally v CCI Learning Solutions Inc.

3 Unit 7 Getting Connected Unit Objectives This unit will introduce you to some of the common terminology and tasks associated with going online. You will begin with a look at what networks are, how they can connect you to others either in the office or off-site, and how to use to communicate. Lesson Topic 41 Networking Fundamentals 42 Understanding Electronic Communications 43 Using Microsoft Outlook

4 Unit 7: Getting Connected Lesson 41 Lesson 41 Objectives Networking Fundamentals Networking Fundamentals In this lesson, you will look at what a network is and how it relates to living online. On completion, you will be familiar with: basic networking fundamentals how the telephone network works how the computer network works advantages and disadvantages of being on a network how to connect to a network identifying low and high bandwidth connections Skills Identify that networks (including computer networks and other networks such as the telephone network) transmit different types of data Identify benefits of networked computing Identify the risks of networked computing Identify the roles of clients and servers in a network Identify networks by size and type Identify concepts related to network communication (e.g. high speed, broadband, wireless (wifi), etc.) Identify fundamental principles of security on a network including authorization, authentication, and wireless security issues Networking Fundamentals The purpose of setting up a network of any type is to share information regardless of whether the content consists of audio, data, or video data. Technology has evolved rapidly over history since the invention of the telegraph. The telegraph and telephone systems were developed using analog signals carried over long distances and converted by dedicated devices to and from sound these are two examples of audio data. With the advent of radio (not only of modern-day public radio stations, but also 2-way ham and military radios) and television, these analog signals became transmitted using wireless technology. Television technology is an example of video data carried over networks. All of these technologies and early cell phones described to this point utilized analog signaling technology. But analog signals consumed large amounts of bandwidth the carrying capacity of the wires or radio medium. As a result, television signals were primarily distributed only from central sources, and early attempts at 2-way video conferencing were failures due to high cost. True networks now rely on digital technology to be able to carry large volumes of data, forming a foundation that supports a true network where information is shared back and forth instead of in just one direction. Looking at the Telephone Network To talk to someone in another city or country, you key in the appropriate telephone number, wait for the telephone to ring, and then start speaking when the other party answers. To communicate successfully, you need to know the number of the other person, and you must speak the same language. If you do not speak the same language, you will still be able to connect but you will not communicate successfully v CCI Learning Solutions Inc.

5 Networking Fundamentals Lesson 41 The main difference between cellular and landline phones is the type of devices or equipment needed to connect them to a network. Cellular phones are popular due to their portability and, as such, must connect via a wireless connection to a cellular network. Many cellular phones are also multi-function devices with digital services such as and Internet services, whereas a landline telephone may only be able to transmit audio and, with some special units, video. Each country has an organization responsible for the telephone network, which ensures that the network conforms to international telephony protocols or standards. This allows all country networks to be interconnected to form an international telephony network. All devices connected to the voice telephone network are analog devices and transmit voice, facsimile (fax), or data information using that technology. Devices connected via the network must speak the same language and follow the same rules or protocol. Computers using the telephone system to communicate to each other required a modem (either built into the computer or added on) on both ends to convert their internal digital signals (1s and 0s) to the analog signals carried by the telephone system. In the developed countries of the world, telephone service providers now convert analog signals to digital signals before transmitting over their lines, and back to analog at their destination. In most under-developed countries, telephones still communicate by the simple to implement analog technology. Unit 7: Getting Connected Because the telephone trunk lines are now digital, telephone companies can offer many more computer-related services using these lines, such as Internet access. Looking at Computer Networks A computer network exists when two or more computers are connected to share resources and information. A network can be as small as two computers in a home, or as large as a company or school with locations around the world. Computers connected to a network can be of any type, from a mainframe to a PC, Mac desktop or notebook, PDA (Personal Digital Assistant) or cell phone. The only restriction is that the network software must understand the protocol needed to recognize the computer type and its operating system. The Internet The Internet is an international, wide-area, computer network, similar in design to the worldwide telephone network. These networks are made up of smaller networks connected together to allow people from all over the world to communicate with each other using a shared set of standards. The same principles that apply to telephone networks also apply to the Internet. Each country has a computer network that conforms to international standards; these networks are connected, forming an interconnected network or Internet. Any computer connected to the Internet can speak or transmit to any other computer connected to the Internet provided that you know the number of the other computer, and that both computers use the same language and protocol. The set of protocols used by the Internet is called TCP/IP (transfer control protocol/internet protocol). Living online refers to the ability to connect to the Internet and find information. The Internet is a living network of resources where you can communicate with others to find new, updated, or archived information v CCI Learning Solutions Inc. 369

6 Unit 7: Getting Connected Lesson 41 Peer-to-Peer Networks Peer-to-peer networks are inexpensive and easy to put together, making them ideal for home or small office networks. It is known as a peer-to-peer network because all the computers have equal authority every computer is fully functional on its own. If the network breaks down, users can continue working with virtually no interruption except for the shared resources. Any computer can share its resources with other computers on the network. For example, computer C can make its color printer a shared resource. When computer A wants to print a document, the color printer appears in the list of available printers as if it were connected directly to computer A. Networking Fundamentals LANs and WANs If a network stays within a building, it is a LAN or Local Area Network. If the network crosses a public street and makes use of publicly supplied cabling for part of the network, it is a WAN or Wide Area Network. The number of computers that make up each network type is irrelevant. A company with 200 computers connected to a main server in the same building is still a LAN. The moment that company has at least one computer in another building or location, this network becomes a WAN. If the company continues to grow and has multiple computers in various locations around the world, it is still a WAN. WAN LAN Client-Server Networks A client is a computer that requests services from a server. Client-server networks are typical in larger networks where multiple servers perform dedicated functions such as database, , file storage, web, and security administration (each server does one function). Servers are commonly used in large organizations because they are a cost-effective way of delivering shared resources and they control who can access what resources and when they can do so. Servers share the same network as computers in a peer-topeer arrangement; that is, a desktop or notebook computer can share resources, such as files, with other desktops and notebooks, and act as a client for a server computer all at the same time. A server can be in the LAN, the WAN, or accessible via the Internet. The server can be a mainframe computer, minicomputer, Unix workstation, or very powerful PC; it must also have server software installed, with users clearly identified and access rights assigned v CCI Learning Solutions Inc.

7 Networking Fundamentals Lesson 41 The client can be any computer with a network card and appropriate software to connect with a server. Many larger companies have a mixture of computing devices connected to their networks including those with mobile requirements such as PDAs; all users share information from the same server even though the protocol to connect each computer to the server may differ. A games system can also be connected to this network if the company offers this type of service to their customers. For example, you could play a game on your Xbox against someone in another location using his/her Xbox game system. The company enables the two individuals to connect through the server using a secure connection that may be dedicated to the entertainment service offered. This could also be true of a game being played on a Dell notebook against another user who is playing on an ibook. Intranet An intranet is a private local area network or LAN that uses the same set of network protocols as the Internet but is set up within one company or organization. This network typically has a Web server that contains common documents, such as the company policy and procedure manual. Any employee can then access these documents using a Web browser. Many companies use Microsoft Office SharePoint to allow employees in any location to access the main server. Unit 7: Getting Connected This diagram shows a schematic representation of a typical intranet connected to the Internet. When the intranet is connected to the Internet, there is a danger that confidential information on the intranet can be accessed by people external to the company. A firewall is then placed between the intranet and the Internet to block unauthorized access to the intranet. The firewall can be as simple as a program, or a combination of a computer and software, depending on the level of security needed. This diagram shows intranet and network components. Extranet An extranet uses Internet technology to allow a company to share information with another company or organization. For example, employees from company A working on a project are given usernames and passwords to allow them access to files and resources relating to the project on company B s intranet. This is shown schematically in the diagram shown to the left. The security protection levels are lower for an extranet than the Internet, but higher than the internal intranet. The intention of having the extranet is to allow employees of different companies to be able to share data, therefore files, data, and resources on designated servers at both companies become available that the general public would not have access to. Extranets are commonly used in B2B (business-to-business) networks. It is advisable to involve a network security expert when setting up an extranet v CCI Learning Solutions Inc. 371

8 Unit 7: Getting Connected Lesson 41 Benefits of Networking Networking Fundamentals Networking does not make individual workstations faster or more powerful. The benefits of networking fall into two main categories: communication and sharing of resources. These two benefits can contribute significantly to increasing productivity and reducing expenses as users can interact with each other from their own locations. Communicating In order to send information on a stand-alone PC to another stand-alone PC, the information must first be transferred to a portable storage device such as a USB drive or a DVD, which is then sent to the other person, and copied from that device onto their PC. In contrast, users on a network can send the information directly between each other without the delay of using a portable storage device. Another communication advantage of a network is that a message can be stored on it and is not lost if the recipient is not available when the message is sent. This is useful when you need to communicate with someone but you do not need an immediate response, and it is more cost-effective than calling long distance. Another method of communication between network users is instant messaging (IM). Instant messaging allows for real time interaction, almost like having a conversation with someone in front of you, but in text. All IM users need to connect to the same network; multiple users can participate in the same conversation. This can be very advantageous when several users in different locations need to collaborate on a project. Programs such as Web conferencing also enable users in different locations to collaborate on projects or have meetings where information can be shared on the screen for all users to view. This is less expensive than sending someone to a remote site for several days. Sharing Resources Devices such as printers or wireless routers can be expensive to set up on every PC, especially if individuals only use them occasionally. Networks share these devices, so the company saves costs when purchasing devices. This also saves time needed for technical support or maintenance, as having a network that connects devices shared by multiple users allows the network administrator to perform updates or troubleshoot problems from the server location. In addition, in a stand-alone PC environment, information has to be duplicated on every computer, which can lead to unnecessary work, potential errors, and conflicting versions. With a network, files or folders can be set to be shared by all users. A group of people sharing information is called a workgroup. They can transfer or save files to a common area or centralized server; an example would be marketing materials for sales staff. As a central area, the server controls which files can be accessed and which users can use these files. This is also extremely helpful to the network administrator for setting up rights or performing maintenance for the workgroups. Tasks can be accomplished from one system instead of going to individual systems to complete them. Disadvantages of Networking There are disadvantages to setting up a network, some of which include dependency, security risks, loss of autonomy or privacy, and viruses. Dependency The organization s activities and communication lines depend on the network to be working properly. If the network fails, users lose access to information and the ability to communicate electronically. In some instances, users can work from a local drive, but if the company s information is stored and shared from the server, the cost of downtime may become expensive v CCI Learning Solutions Inc.

9 Networking Fundamentals Lesson 41 For example, in the case of a network-wide failure, such as an office building fire where data is not retrievable, the amount of time required to get the server and computers working could add up to many lost work hours. The network administrator and IT staff will need to replace the server equipment as well as user computers, configure and set up the server, restore backups of data, and then ensure that user IDs and passwords work properly. What are the company s other employees able to do without computers and likely no paper documentation as reference? If the failure involves communication lines, internal and external communication via the telephone or will be disrupted. It may be possible to continue working on documents off the network and create draft versions of messages, but you will not be able to send them until the connection lines are repaired. Security Risks A network can also represent a potential security risk for the organization as some of the information stored there may be sensitive or commercially valuable. This information can, in principle, be accessed by any computer connected to the network by a person with ill intent, such as a disgruntled employee or hacker. However, the network administrator can set up the server with resources to restrict and prevent unauthorized access. To minimize potential damage, the network administrator should: Ensure every user entitled to access to the server has a valid and unique login ID set up according to the company s standards. If available, biometric data devices such as fingerprint readers can help to ensure valid identification. Require that passwords be changed at set intervals, and set up restrictions on passwords, such as minimum and maximum numbers of characters, and mixtures of numbers and letters, and special characters. Audit IDs periodically to ensure that each user has the access to the programs and files appropriate to his/her position, and none other. It is easy to overlook that a user has moved to a different position in the company and no longer needs access to certain files. Ensure that any requests for network access, including setup of new users, are appropriately authorized. It should be standard procedure to provide proper notification to the network administrator with ample time to set up the new login ID, password, account, and access rights. Delete all IDs and passwords assigned to any user who no longer works for the company, and ensure that the former user s messages are forwarded to someone else. At a minimum, the former employee s password should be changed to something secure that the previous user cannot determine. If the user has moved to another branch or location, his/her access rights should be changed accordingly. Ensure that user passwords are never given out, and especially not the one for the network administrator. In the event that a network administrator needs to change a user s password, he/she will typically set an initial password which will force the user to change it when he/she next logs in. If the user finds that the initial password does not work, then someone else has already stolen it. Occasionally change his/her password. Assign login IDs and passwords to any employees who work with the network administrator. Although they may have similar access rights as the network administrator, they should have unique IDs and passwords, which should be changed if they leave the department, or deleted if they leave the company. Set up firewalls and proxy servers to prevent unauthorized users outside of the network (usually the Internet) from accessing internal company networks such as intranets. Keeping the security software updated to the most current version with the newest security features will also help to reduce the potential for external security threats. Take extra care where a network has wireless capabilities by, for example, enabling security on the wireless access point or router and entering the security passphrase on each authorized wireless-enabled computer. Measures, such as this, to secure the router can prevent unauthorized individuals from stealing access to a wireless connection that is reserved for specific users, such as employees at a company or students at a school. Unit 7: Getting Connected v CCI Learning Solutions Inc. 373

10 Unit 7: Getting Connected Lesson 41 Networking Fundamentals Implement administrative features to ensure that users have control over their own files and folders, but don t have the ability to delete other files or folders on the network drive. Users should be advised against deleting anything that they did not create, and should be encouraged to check shared drives periodically to clean up any files or folders that don t belong there. Update the antivirus program on the server as often as needed to provide protection against the latest viruses. This program should be set up to start automatically when the computer starts and check all incoming messages. As users may bring in files from home or receive them from others, it is also crucial that the antivirus program perform a scan each time a user logs into the server. Perform maintenance checks to view reports or logs created by the antivirus program. These reports identify if any viruses are found, and indicates the status of these viruses. They may also show if a user is getting many viruses, requiring network personnel to check that workstation. Monitor employee activities on the Internet to prevent potential software threats, such as viruses or spyware, from entering the network. The Internet Service Provider (ISP) may be able to assist by blocking unwanted types of messages and monitoring undesirable activities such as downloading from specific sites. Encourage users to ensure they have the latest updates of Windows on their computers. It is crucial that the security updates be applied to each station that has an Internet connection. Depending on how the computers were set up, network personnel may perform the update so that each user is updated the next time he/she logs into the network; or network personnel may need to check each system and update it themselves or request that users perform the update. Loss of Autonomy or Privacy Loss of autonomy refers to an inability to work independently from the server. Some companies have guidelines requiring that all documents be stored on the network drive, regardless of document type. Other companies recognize that it may be important for some departments to store documents on the local drive as a way of increasing productivity, reducing file duplication on the network, and protecting sensitive or important documents from being stolen by unauthorized people. Privacy may also be a concern. A network administrator has access to all information on a network, whether it is confidential or not. Confidential material printed on a shared printer can be seen by anyone prior to the owner retrieving it. If you leave your computer logged in when you are not at your desk, anyone can access your local drive. If you share a computer with someone else, even though they login with their own ID, they can see the files on your local drive. You do not have to login to a network to see the files on a local drive. General business rules dictate that work on a company computer belongs to the company, even if you work on the document on your own time. Check with your manager to ensure there is no consideration of impropriety, or do the work on your own computer. This also holds true for a school environment. Watching for Viruses Networks are vulnerable to virus attacks. A virus introduced on one workstation can spread quickly to other workstations. Some viruses, called worms, specifically target the servers on a network. Worms typically make the server do some task repetitively, keeping it so busy that it is no longer available for other requests made of the network. It is crucial to ensure the antivirus program on the server is current and active, and that all workstations connected to the network have a local copy of the antivirus program active at all times. New viruses are created every day and it is prudent for users to read the screen carefully before opening a message or clicking the highlighted button on the screen. Viruses come in different forms and, as such, can be hidden in a message that looks harmless but could be damaging to your system and anyone in your address book. All antivirus programs provide a feature to automatically detect viruses in real time. This feature usually appears as an icon in the task notification area. Remember to run a scan of your computer on a frequent basis and check for updates v CCI Learning Solutions Inc.

11 Networking Fundamentals Lesson 41 Connecting to a Network There is a variety of connection or cabling options to access information to or from a network. Newer connection types allow data to flow much more quickly, and more people are setting up or switching to faster connection methods. Some popular connection options include: Coaxial A copper wire surrounded with insulation with a grounded cover of braided wire to minimize electrical and radio frequency interference. This was the main type of cable used for cable television distribution and (now obsolete) computer networks. Fiber Optics Bundled glass or plastic fibers (threads) are used to transmit data. This has a much larger bandwidth for transmitting data than metal cables and is less susceptible to interference. Twisted Pair A type of cable containing 1, 2, 3, or 4 pairs of copper wires carrying analog or digital signals. Telephone and computer networks commonly use this form of connection. Unit 7: Getting Connected Wireless Wireless connections do not require any cables but each computer must have a wireless network interface card and an access point; wireless connections can work with radio frequencies for data transmission. A wireless connection can be called a wifi connection. Infrared This wireless option works with infrared light waves to transmit data. A downside to infrared is that the distance between infrared devices must be less than if you are using a wireless device that works with radio frequencies. In addition, the infrared transmitter must be pointed at the receiver, otherwise the beam is diluted and signal strength is too weak to register. Connecting to the Internet There are several ways to connect to the Internet, depending on your needs and how much money you are prepared to spend with your ISP. One important variable is bandwidth, which refers to the amount of data that can be transmitted over the type of Internet connection you choose. Low Bandwidth Telephone or dial-up access is considered low bandwidth, which means it might not connect to the Internet or download information as quickly as you might want. When you set up an account with an ISP, you get a telephone number to dial, which then connects to an incoming line at the ISP. Your computer also needs a modem to connect to the ISP s dial-up line. This connection type can be cost-effective if you do not need a lot of time on the Internet, or if you only want to send or receive low volumes of data, such as text that contain no or very few attachments (such as documents, photos, or multimedia files). Take note that, with a dial-up connection, you pay a set amount for a certain number of minutes; the number of minutes is counted from the time you dial into the ISP until you disconnect, and you may be charged at a higher rate for any overage or extra minutes. High Bandwidth A high bandwidth connection works with your TV cable. Cable companies have a network of high-performance cabling (cablevision) designed for TV signals. High bandwidth systems work with this network by using a cable modem to convert your computer message to TV signals so that it can travel over the TV cabling system. Many telephone companies are also offering high bandwidth connections. With a high bandwidth connection, you are connected all the time. It is faster than dial-up access, but also more expensive. However, if you need or want 24-hour access or you have multiple computers and users in your location, this can be a very cost-effective option v CCI Learning Solutions Inc. 375

12 Unit 7: Getting Connected Lesson 41 Networking Fundamentals Cable is a popular option for home users as it can be packaged with TV cable services and offers very fast speeds. Many cablevision companies are replacing their existing cables with fiber optic cables, thereby offering even faster speeds. Digital high-speed connections using your telephone line include Integrated Services Digital Network (ISDN), Digital Subscriber Line (DSL), or Asynchronous Digital Subscriber Line (ADSL). Digital means your computer data does not have to be converted to sound but can be transmitted in computer signal form using a special modem for this connection type. An advantage of having a digital connection is dedicated access. There is never a busy signal when connecting through your ISP to the Internet, even though you are connecting via a telephone line. T1 lines are generally leased by ISPs, although some companies use these lines for faster speeds to process large amounts of data online. These lines are relatively expensive in comparison with the other types of connections; home users tend to purchase a service package with cable or ADSL connections whereas businesses may choose a T1 line for much faster connections, despite the added cost. Summary In this lesson you looked at what a network is and how it related to living online. You should now be familiar with: basic networking fundamentals advantages and disadvantages of being on a network how the telephone network works how to connect to a network how the computer network works identifying low and high bandwidth connections Review Questions 1. What is the set of protocols used by the Internet called? a. DNS c. TCP/IP b. SMTP d. All of the above 2. A server provides services and a client uses those services. a. True b. False 3. What are some benefits of networking? a. Communicating with others b. Sharing devices like printers c. Having a server that is dedicated to a specific task, such as, mail, database, or network d. Sharing of files and other information e. Any of the above f. a, b, or d 4. What are some disadvantages of networking? a. Cost of setting up and maintaining the network b. Potential security risks by outside sources c. Dependency on the network always working d. Viruses e. Any of the above f. a, b, or d 5. A unique login ID and a password can be set up using biometric data. a. True b. False v CCI Learning Solutions Inc.

13 Understanding Electronic Communications Lesson 42 Lesson 42 Objectives Understanding Electronic Communications In this lesson you will look at electronic communication types and methods of sharing information. On completion, you will be familiar with: different types of electronic communication identifying users on communication systems different communication methods appropriate uses for electronic communication advantages of electronic communication how an address is structured identifying components using attachments effectively understanding how junk mail works common problems with electronic communication Unit 7: Getting Connected Skills Identify the different methods of electronic communication/collaboration and the advantages and disadvantages of each (e.g. , instant messaging, blogging, social networking, etc.) Identify how unique users are identified with communication services such as instant mail, text messaging, online conferencing, and social network sites Identify how communication tools such as electronic mail or instant messaging are accessed and used Identify how electronic mail identifies a unique user by address Identify the components of an electronic mail message or instant message Identify appropriate uses for different communication methods (e.g. , instant messaging, teleconference, and syndication) Identify the advantages of electronic communication Identify common problems associated with electronic communication (e.g. delivery failure, junk mail, fraud hoaxes, viruses, etc.) Identify the elements of professional and effective electronic communications (e.g. timely responses, correct spelling and grammar, appropriate level of formality, etc.) Identify appropriate use of attachments and other supplementary information (e.g. large attachments, embedding a URL, security issues, etc.) Identify issues regarding unsolicited ("spam") and how to minimize or control unsolicited mail Identify effective procedures for ensuring the safe and effective use of electronic communication including netiquette, understanding school or company policies, and following guidelines What is Electronic Communication? Electronic communication refers to any process that enables you to communicate and interact with others using an electronic method such as or instant/text messaging. Some methods include: Electronic Mail This is commonly known as . Like postal mail, a valid address is required to send messages; however, the messages are sent electronically using an account provided by an ISP. is a very popular method of sending messages when a response is not urgent. The message becomes available to the recipient when he/she logs into their program v CCI Learning Solutions Inc. 377

14 Unit 7: Getting Connected Lesson 42 Understanding Electronic Communications Instant Messages Sometimes called IM, this type of electronic communication is like having a conversation involving two or more people, except that it is in text and only one comment at a time can be received by everyone in that conversation. Instant messaging programs such as Windows Live Messenger or Yahoo! Messenger enable people to converse in real time without needing to be at the same location. It can be very useful when an answer is needed quickly. Computers are used to send instant messages through the Internet or the internal company intranet to other users. Some IM programs also permit live audio and video to be exchanged in real-time as well. Text Messages These types of messages are similar to instant messages except they are created and sent from cellular phones, and the number of characters allowed per message is limited (about 100 to 200 characters per message, depending on the service provider). You can send a text message to one or many people but it may not be received as quickly as with IMs. Text messaging can be useful when no other forms of communication are available or if a reply is not needed. For example, if you just found a supplier of specialized paper for printing marketing materials, you can text a colleague at the office to continue printing on existing stock until you return with the new supply. VoIP VOIP stands for Voice over Internet Protocol, which is an alternative to traditional telephone calls. VoIP, also known as Internet telephony or Voice over Broad Band (VoBB), uses a digital format that follows Internet protocol to enable audio conversations involving two or more people in different regions or countries. Some cellular phones run on VoIP technology, but you can also make or receive a VoIP call using a headset at your computer. Businesses can realize cost savings because using VoIP for long distance calls costs less per minute than traditional phone calls, and they can utilize a single network for both audio and data transmission. It is also possible to host conference calls via VoIP, although there are limitations on the number of parties that can be involved. Online Conferencing This type of electronic communication can be advantageous for saving costs for meetings where numerous people will be involved and many of them reside at significant distance from one another. Online or Web conferencing software enables people to meet online using the Internet. Depending on configurations, this may include video or may be restricted to watching the screen and using audio through the traditional telephone. This can be a useful way to conduct online training sessions or meetings that include employees in remote locations. Chat Rooms Chat rooms are similar to IM; you can participate in the main discussion or you can go into a separate room away from the main chat room for a different or private conversation. People from anywhere in the world can join a chat room, which is monitored by people acting as moderators. Most chat rooms are text based although some newer versions use video as well; others offer games for multiple players. An example of how you could use a chat room in business would be to conduct a survey with existing customers about potential new products and then set up different chat rooms for discussion on specific products. Social Networking Sites These are Web sites that you can join to connect with people you know as well as to meet new people. You can create a profile on the site and post pictures, video, or text about yourself, or even play games. You can invite other people to display links to their profiles on your page, and other people can invite you to do the same. You can access these sites from anywhere in the world that has an Internet connection. Some people use social networking sites to find old friends and keep in touch with current ones; other people use business networking sites to widen their professional contact lists. A company may also set up a page on a social networking site to promote a service or product they offer, as in the case of a radio station with a dedicated page for popular radio personalities. Blogs Blogs can be used as journals where one person writes on a specific topic, and others then post comments on that topic. A company may set up a blog on their Web site to encourage customers to offer suggestions or discuss problems regarding a service or product. You need to register with a blog site before you can submit comments v CCI Learning Solutions Inc.

15 Understanding Electronic Communications Lesson 42 Message Boards or Newsgroups Message boards or newsgroups are similar to bulletin boards where you can post a comment about a topic. Some sites may require that you subscribe to the newsgroup. Subscriptions are handled through an address and you can set up your program to receive new postings when you receive new messages. Many of these communication methods are able to exchange data with each other. For example, many cell phone providers will allow you to enter a text message on their Web site and send it to a cell phone on their network. However, there are limitations to the technology you cannot send messages from your cell phone to an system unless it is a multi-function device with service or web browser functionality. As a result, you have more capability to communicate with others today than ever before, but improvements can still be made if manufacturers can agree on how to exchange data. To achieve this and higher levels of exchangeability in the future, communication protocol standards need to be developed and adhered to by device manufacturers, software developers, and service providers. ISO (International Organization for Standardization) recognition is generally regarded as the method of gaining standardization for new protocols. The client component may be called a user agent or an application program that works with a specific set of protocols (standards) to access the Web. In most cases, this is a Web browser, a search engine, or an program. Unit 7: Getting Connected The server component must be able to manage the different types of services required such as newsgroups, blogs, wikis, Web sites, or online conferences. Mail servers manage the flow of electronic communication for internal or external mail, IM, and in some cases text messaging or chat rooms. Identifying the Sender Every form of electronic communication requires that the sender have a unique identifier. For example, you must have an address to send or receive , and then you can use the same address for a blog, IM, or a social networking site. When you use a telephone to communicate, whether by audio/video call or text message, the telephone number identifies you. The telephone may also be programmed to display your name so the recipient can recognize the caller. Some services require additional authentication methods to identify you when you login. For instance, a Web site may ask you for a username that is not your address, as well as a unique password; it then displays that username when you are on that site. This provides an option for you to remain anonymous to other users on the same site. Using Electronic Communications There are several advantages to using electronic communications, including: It can be faster to use electronic communication such as to send a message to one or more people, which can reduce the time spent on the telephone trying to contact them. s are almost always short and to the point. The same communication by telephone and face-to-face conversation usually take longer to complete because we usually include unrelated social discussions before and/or after the discussion. With , you can be concise and stay on topic when replying or forwarding the message. A text or instant message sent to you may contain the answer you need without further meetings or . In most cases, you can print a copy of the conversations as a record of the communication. When using programs, you can create folders to store the messages, particularly if you need to capture the history of your discussions and action items as a paper trail. This can also be true of instant messages, although they are meant for quick and short responses. You can share information by sending files or attachments with s, in your instant messages, or through another online feature such as Web conferencing. When sending files, keep in mind the size and type of file; some programs will block some file types, such as executable files (.exe), which are considered suspicious v CCI Learning Solutions Inc. 379

16 Unit 7: Getting Connected Lesson 42 Understanding Electronic Communications An alternative could be to post the file as a download from your Web site. If you want to share some news with customers you might enter it in a blog or as a news feed that is transmitted to everyone subscribed to that newsgroup. An Internet connection gives you the freedom and convenience of accessing your and your company s intranet, or Web site from any location, provided you are set up accordingly. All electronic communications programs offer trial versions that you can download, use, and evaluate before buying. This is a cost-effective way to determine if a program such as Web conferencing is suitable for your needs. You can use electronic messaging to set up meetings or inform others about them, and then meet using programs such as Web conferencing or IM (perhaps including a Webcam for video). You can send a message to one or more people and copy in one or more other people, or you can forward or route a message to someone else to handle. The initial cost of setting up electronic communication may be high but the cost of maintaining a variety of the methods available is low compared to long distance calls, shipping costs, or physical visits. Regardless of which electronic communication methods you choose, you will require a server to provide the service(s) and a computing device for the client using it, although the device need not necessarily be a computer. For instance, a sales representative who works from home can view content and hear a presenter via a cellular phone or PDA. With the Internet and appropriate access to the organization s servers, this person can use the handheld device to communicate with colleagues, customers, or management even though he/she is working from another location. Having the option to share and communicate with others can help to build a sense of community for users, whether it is within a company network or includes external users around the world. For example, some people use an Internet site called Wikipedia as one of their main sources of information, whether they are viewing or contributing information. Others may blog or share their experiences on a particular subject such as software issues or vacation tips. This ability to share common interests is an example of how living online can enhance your life and the lives of others in your online community. Understanding an Address To use an address, you must be set up as a user on a domain. This could be the ISP or it could be your company. Your address is structured as follows: jsmith@ccilearning.com j.smith.909@myisp.uk.co Mailbox Name Name of Organization 1 Mailbox Name 2 Name of Organization 3 Domain Category The mailbox name identifies a particular mailbox on the server. The name is based on company or ISP standards for addresses. Some domains allow you to create your own mailbox name, as long as it is unique. The middle part of an address identifies the organization that owns the server. It could be the full formal name of the organization, a shorter version of the company name, or a unique combination of words if another organization is already using that name. For example, you might contact CCI Learning Solutions at contact@ccilearning.com if contact@cci.com is already taken. Domain Category The domain category identifies the type of domain; for example,.com refers to a commercial organization while.uk refers to a country. The jsmith@ccilearning.com address indicates that the address belongs to someone at a commercial company called CCI Learning whose last name is Smith and whose first name starts with a J. The j.smith909@myisp.uk.co indicates this address belongs to someone with the same name as many other people; the number 909 makes this address unique. The account is with a company called My ISP, which is located in the United Kingdom v CCI Learning Solutions Inc.

17 Understanding Electronic Communications Lesson 42 Other common domains include.edu for education sites,.gov for government, or.org for non-profit organizations. Take note that not all commercial companies use.com and may use a domain code to represent the country of origin. For example, ebay.ca is an indicator that this person works at the Canadian office of ebay, whereas louvre.fr indicates this person works at the Louvre in France. Be careful to check the domain code as these are not always obvious, as in the case of.ch which is the country code for Switzerland and the code for China is actually.cn. Looking at Components Regardless of the program, the components of an message are the same. Internet protocols dictate that all s include: Addressing Subject Line Body Attachments Although many programs are currently available, for the purpose of this courseware we will use Outlook Remember that the concepts remain the same regardless of the program; the differences lie in where the commands and features are located in each program. Unit 7: Getting Connected Addressing The addressing lines are very important as they identify who will receive the . To Cc Bcc This identifies the primary recipient(s) of the . You can send the to one or several recipients by separating their unique addresses with a comma or semicolon. This stands for carbon copy and indicates who will receive a copy of this for information purposes only. Bcc means blind carbon copy and is a way to hide that this recipient is being copied in, such as if you send an confirming a dinner date and Bcc the friend organizing the surprise party. The Subject Line This identifies the topic of the message, which is usually a short description of the content or purpose of the . Always try to put something relevant in this line so people can scan through the subjects in their list of received s. Avoid sending an without a subject line as messages with no subject line are usually considered spam or junk mail v CCI Learning Solutions Inc. 381

18 Unit 7: Getting Connected Lesson 42 Understanding Electronic Communications The Body This is where you type the body of the message. Some programs provide formatting features, such as bold, italics, or underline, which you can apply to the text for emphasis or enhancement. You can also include pictures, sounds, slide shows, and so on that will appear with the text, as well as links that will connect the recipient directly to another address or a Web site. Attachments You can attach files to the message when you want others to receive specific files. This is much more convenient and faster than physically transporting the files to someone else. ISPs may restrict the size of attachments (usually to 5Mb) as these may slow down the retrieval of mail at the recipient s end, or cause traffic delays at the mail server during sending and receiving. Using Electronic Communications Appropriately There are no fixed rules for the use of electronic communications; the writing style and emphasis used in the messages should match the audience. Some general guidelines include: should never completely replace another form of communication; before you choose , think about the purpose of your message, the response you are seeking, and how quickly you need it. For instance, if you need technical support on a software issue immediately, it will be faster to call the vendor than to send an . If a situation is best resolved by speaking to someone directly, always choose this method over sending an that could be open to misinterpretation or time delay. When writing an , think about your audience. For instance, a business or school should have a professional tone and follow general business practices for correspondence. Check spelling and grammar, use a formal writing style, and focus on the product or service. Remember that your represents your organization or school to the recipient and should reflect the appropriate image. Use discretion when entering names in the To, Cc or Bcc fields. Names entered in the To field are usually people you want to take action on the message, whereas names in the Cc or Bcc fields are people who need this for information purposes only. Ensure you include subject text that clearly identifies the purpose of this . The subject text should be brief with details provided in the actual message area. This also applies to personal messages. Wherever possible, avoid leaving the subject line blank as your message may be marked as unwanted mail and the recipient may never receive it. Consider the length of your message; if the message is longer than one page, it is best to send it as an attachment or provide a link to further information. (The same principle holds true for text and instant messages; if the message requires much explanation, it may be better to send it as an .) The intent of messaging communications is to send information in a brief and concise manner. Additional details such as pricing lists, assignments, or catalog items should be provided as secondary references. When replying to a message, consider how much of the previous message needs to appear in your reply. For instance, if this is the fourth time you ve replied to the same message, this reply will contain the entire history of this communication or string. In some cases, you may want to keep these as an official record; in other situations, it may not be necessary to show the history and you can delete some of the earlier responses from the body of the message. Remember that business s are official company correspondence; file and archive them using the folders in the program v CCI Learning Solutions Inc.

19 Understanding Electronic Communications Lesson 42 When replying to a message with several names, consider whether it is necessary for everyone who received it to read your reply; you may need to respond to the originator only. Perhaps your supervisor sends an reminding you to submit your travel budget so he/she can complete the department budget; he/she might Cc the Accounting department as a courtesy, to show them more information is needed in order to complete the report. In this case, your reply need only be sent to your supervisor. Or maybe a teacher s four group leaders reminding all to submit agendas of your presentations; you need only reply to the teacher, not the other group leaders. Always take a moment to review a message carefully before you send it to ensure it meets general guidelines. Do this for both new messages and responses to previous messages. Proofread the message for word usage, writing style and level, formatting, to ensure that links are working or are appropriate to place here, and so on. If there is anything confidential, sensitive, or requiring a signature for approval, consider whether is the correct method of communication or if traditional hard copy might be better. Be careful about sending messages with personal jibes, ethnic jokes, or bad language, even to people you know, as they can easily be misinterpreted. Avoid flaming people. A flame is an message where the recipient is attacked personally. Such messages have no place in business or school communication, informal or personal communication, or instant messaging. If you have been flamed, it is best to ignore it. If you respond in kind, this may lead to an escalation which is referred to as a flame war. Refrain from using uppercase letters in your message as this is considered shouting. Use shouting with utmost discretion. ALL CAPITALS is very hard to read; if you want to indicate emphasis, use bold text instead. Refrain from using abbreviations and acronyms in business or school communications, even when sending personal messages or using an instant or text messaging program. Because not everyone is familiar with these, this can lead to misinterpretation or confusion. This also includes emoticons, which are text symbols that attempt to convey to the recipient what the sender s emotion was. Remember that sites that encourage you to join and contribute personal information such as photos or videos are generally accessible by the general public, particularly via the many social networking sites and blogs available on the Web. Keep this in mind when deciding what you want to post about yourself (or others) and who might see it. Use netiquette, or good manners, in all electronic communication, whether it is for business or personal purposes. The Internet provides a perceived anonymity that can make it tempting to communicate more directly than you might in person. But these modes of communication tend to be very open to miscommunication. Try to treat others in the same manner that you want to be treated, online or in person. This includes sending responses in a timely manner. Not all messages need a response but when the message contains a question or requires further action, be sure to send an appropriate reply. For instance, if you receive a message that needs action by someone else, respond to the sender by letting them know you have forwarded the information to this person for further action and what the next step will be in the process. Always establish and follow the rules and guidelines set up by the school or organization (and local, regional and national laws if appropriate) regarding electronic communications. This may extend to laws set by the different levels of governing authorities in your area. Unit 7: Getting Connected Working with Attachments Sending attachments with your enables you to share information. However, consider the following points regarding attachments: Keep the attachment file size as small as possible. The size of a message when received is based on how much text is contained in the body of the message plus the size of any attachments. One way to reduce attachment size is to convert the original document into a format that reduces file size; for example, you can save a Word document as a PDF file. (Using this format can also protect your document from being changed by the recipient.) v CCI Learning Solutions Inc. 383

20 Unit 7: Getting Connected Lesson 42 Understanding Electronic Communications Consider what the attachment is and whether is the best way to send it. The more secure or confidential a document is, the more you should protect it from being accessed and used by others online. For example, a legal contract requiring handwritten signatures may be better sent as a printed document via courier. You can still send an , without including an attachment, confirming that the document will be arriving by courier for signatures. If you must send a sensitive or confidential document as an attachment, use a program that can encrypt or secure the document from unauthorized users. Consider including a URL link in the body of your instead of sending a large file as an attachment. For example, if you have a video demonstration of a product, place a copy of it on your Web site and provide the URL in the message to the customer. This is more interesting than receiving an attachment with words and pictures describing the product. As well, whenever the Web site owner updates or changes the demo, he/she will be freshening the content of the Web site (and thereby increasing its appeal). Consider the file type and whether the recipient has a program that will recognize and open it. In an effort to screen out spam or junk mail and minimize security risks, some organizations or schools set their mail servers or readers to block messages with certain types of attachments. Be aware that this can also occur when graphics or URLs are included in a message. While including links and pictures can be a handy way to provide a customer with specific information, the recipient may have security options set to prevent these graphics and URLs from appearing, as well as converting formatted messages to plain text. Also be aware of other ways the recipient s security options may be set up to react to the content or attachments of messages. All electronic communications programs include security options; the level of flexibility or customization depends on the program and its purpose. For instance, an and instant messaging program may not block files you send but it may perform an antivirus scan on the file before it saves it on the recipient s hard drive. Always set your antivirus program to automatically scan and check all incoming and outgoing mail to prevent any viruses from entering or being sent from your computer to others. Managing Spam Spam refers to any unsolicited message to promote products and services or for political/religious purposes. Spam mail is the same as junk mail. People or companies who send these types of messages are called spammers. Spammers buy address lists from companies that specialize in marketing. These lists can be generated by using software programs that harvest or collect any addresses that appear on personal or business Web sites. They may also generate random addresses for a particular site as a percentage of them will turn out to be real addresses. It is natural for companies to want to market their products and keep you informed. Reputable companies will have a marketing policy that asks for your address and permission to give it to other companies who sell associated products and services, and will only use your information if you give your permission. This is becoming the accepted norm for companies marketing their services and products on the Internet. Most programs have a filtering feature to block spam or other junk . Many ISPs also have this feature set up on their mail servers to block the most common types of spam mail before they reach your inbox. The Internet provides access to smaller programs you can download and install to help block other types of spam messages your or ISP filtering program does not catch. Following are some ways to avoid being placed on a list that results in your receiving spam messages: Do not allow your address to be added to any marketing address lists. When you visit a Web site that asks for your address, be sure to read the company s privacy policy. Only give your address away if you are sure the company will not sell it or give it away. Set up an account, separate from your personal account, with a Web-based program that you can use for these types of requests. This separates you want from what you don t want; when you check your Web-based account, you can delete all the junk messages at once v CCI Learning Solutions Inc.

21 Understanding Electronic Communications Lesson 42 Do not reply to any that you consider junk even if the message says that your name will be removed from their list if you respond as indicated. You may actually be confirming for them that your address is real, which can then result in your receiving even more spam mail. Avoid putting your name and address on any public lists, such as adding your name to a mailing list at a seminar or joining an online petition against a cause. Avoid giving away your address on any online forums or newsgroups as they commonly exchange information. If you leave your address in one of these online areas, try to use an alias, or disguise the address by changing the structure with extra text. For example, you might type out j_smith at hotmail dot com or j-smith-nomorespam@hotmail.com.. To avoid being flagged as spam by other servers, follow the general guidelines for sending . Always put appropriate text in the Subject line. Some of the things spam filters are programmed to search for are Subject lines that include Hi, Re: Your Order, and so on. The foregoing discussion relates specifically to spam , but you can receive junk mail through other electronic communication devices such as cellular phones and PDAs. With text messages you may be able to stop receiving spam by sending a text message with the word Stop to the originator. Unit 7: Getting Connected Identifying Common Problems Electronic communications are associated with many risks or problems. Some of these you can troubleshoot or resolve on your own; others may require additional software, maintenance of software, or support from a specialist such as the ISP or a network administrator. Some common problems include: Lost connection Losing a connection with your server can be inconvenient if you are waiting for an , if it occurs during a Web conferencing session, or if you are in an area where you cannot get service for your cellular phone or the GPS in your vehicle. When you lose a connection, you will generally need to work with your ISP to determine how long it will take them to restore it. Messages not being sent or received This could indicate that the mail server at your ISP is not connecting to your system. First, check the cables from your system to the wall for your telephone, cable, or wireless connections. Also check that power cords for any modems or wireless devices are fully plugged in, both at the back of the device and at the wall plug. If all of those are in order, you may need to check the settings for the program, or call the ISP for help to determine what the problem may be or to retrieve information such as the correct IP address or mail server names. Delivery failure message When you receive a failure message, read the contents carefully to determine whether the problem is something simple, such as the mailbox is temporarily unavailable, the e- mail address does not exist or is spelled incorrectly, the domain server is temporarily unavailable, the domain does not exist or is spelled incorrectly, or perhaps simply that there is too much traffic through the mail server and you need to try again in a few minutes or a few hours. However, keep in mind that there is no guarantee you will be notified if a message is delivered. If you suspect, perhaps because the recipient doesn t respond, that a message has failed, it is best to contact them using a traditional method, such as telephone or personal visit, to convey the information and determine whether you need to report the delivery failure to the ISP. Garbled messages These can arise when different mail formats are used for sending and receiving messages. Many programs can switch between plain text and HTML format. Plain text reduces the size of the message but is not very exciting to look at; HTML displays messages much as they would appear on a Web page or in a formatted document, but a lot of formatting can require a lot of coding, which the recipient s program must then decode in order to receive and display the message. This can slow down both the delivery of messages and how quickly and accurately the message displays. For example, if you send a formatted message using a Macintosh computer to a recipient who is using Linux, the message may arrive without formatting due to problems converting the file from one operating environment to another v CCI Learning Solutions Inc. 385

22 Unit 7: Getting Connected Lesson 42 Understanding Electronic Communications Hasty responses It can be tempting to rush off an on a busy day so that you can get on with your work. However, hastily written s often result in unclear messages or poorly thought-out replies, which will end up taking more of your time and reflecting more poorly on you than if you had taken the time to respond carefully. In extreme cases, a hasty reply could lose the company business or even lead to litigation. Take time to read a message completely before replying to ensure you understand the context and think through your response. Cannot download items If you cannot download items, this is likely a restriction on your computer by the school or company. If you can download some items but not others, the problem may originate at the Web site or the download is no longer available. If you are sure the download is valid, contact the Web site owner to inform them of this error. In many cases they may not be aware of it until someone tells them. Blurring the communications line It can be easy to blur the line between professional and personal communication. Companies and schools can have different approaches and this can be confusing for users; what you consider acceptable communication may be too personal or informal according to company or school policies. Paper trails One of the reasons is beneficial is the ability to reduce paper costs; however, there will be times when you need to have a paper trail for archive purposes. This is not always possible with other forms of communication such as telephone calls or text messages. Too many messages To avoid the exchange of too many messages on a topic, use discretion when deciding who should receive a new message or a response to a message. Even if you plan to forward the message to someone else for further action, consider whether everyone who received the original message needs to be copied on the forwarded message. Junk mail Responding to messages asking to have your name removed from the distribution list can give rise to junk mail. It is difficult to know whether a company will actually remove your name or eventually send you more as you have just verified your address. Junk mail should be automatically diverted to either the Junk folder or the Deleted Items folder. Unethical or illegal behavior Electronic communication tools enable questionable behavior, such as cheating on exams or sending messages to defraud someone, to occur. Individuals are responsible for their own behavior when using electronic communication tools. Viruses Use extreme caution when receiving messages with attachments. Ensure your antivirus program is set to scan incoming messages to detect viruses, and if you receive an attachment that contains a virus from someone you know, delete the message and inform the sender of the infected file. Then send a new message to the school or network administrator about this so they can track where else this message may have been sent. Hoaxes Be skeptical when reading messages that inform you of a virus being spread to computers. Always check an antivirus program Web site or ask a technical specialist to check this information before forwarding the message. Even if it is a legitimate message, use caution before forwarding the message to everyone you know as this can increase volume enough to slow down network traffic. If you are in a school or organization, forward the message to the network administrator to handle. If you are on your own computer, you may want to contact the antivirus program Web site to determine what needs to be done regarding this message. Security issues Use caution when opening attachments. Ensure the attachment has been scanned by both antivirus and anti-spyware programs to prevent external companies from gathering information about you or your computer without your knowledge. Also beware of unethical or illegal activities. Some examples would be an that asks you to confirm some personal information with the actual intent of defrauding you of monies or your identity, or an that contains answers for an exam to be used by someone else v CCI Learning Solutions Inc.

23 Understanding Electronic Communications Lesson 42 Summary In this lesson, you looked at electronic communication types and methods of sharing information. You should now be familiar with: different types of electronic communication identifying users on communication systems different communication methods appropriate uses for electronic communication advantages of electronic communication Review Questions how an address is structured identifying components using attachments effectively understanding how junk mail works common problems with electronic communication 1. What types of electronic communications are available? a. b. Web conferencing c. Text messaging d. Blogs e. Any of the above f. a or c 2. In the following address, which part represents the domain category? p.f.92fallon@yahoo.com a. yahoo c. p.f.92fallon d. com 3. Why is it important to include something in the Subject line? a. To provide the recipient with a quick description of the message contents b. To prevent an ISP from marking this message as potential junk mail c. Because it is mandatory to fill it in when sending a message d. Any of the above e. a or b 4. When sending a business , what should you consider when writing the message? a. The writing style should be formal. b. The Subject line should clearly identify the topic of the message. c. The message should be brief and concise. d. Avoid using a tone that s too personal or emotional, or using uppercase letters to represent shouting. e. Any of the above 5. For what reason might you be unable to download a video from a particular Web site? a. You do not have enough access rights to download items. b. You need to use a special login to gain access to all Internet items. c. The security is set too high for you to download items. d. The company has set up a policy that no downloading is possible by any of its users. Unit 7: Getting Connected v CCI Learning Solutions Inc. 387

24 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 Lesson 43 Objectives Using Microsoft Outlook 2010 In this lesson, you will work with Outlook to send and receive messages and enter contacts. On completion, you will be familiar with: what Microsoft Outlook is recognize elements on the screen how to send and receive messages how to reply or forward a message how to send an attachment with a message work with attachments sort and manage your messages search for messages work with the address book understand mail maintenance options Skills Identify when to use different electronic mail options Read and send electronic mail messages Identify ways to supplement a mail message with additional information Manage attachments Manage mail Manage addresses Identify the purpose of frequently used mail-configuration options (e.g. automatic signatures, out-ofoffice assistance, blocking messages, etc.) Note: The exercises for this lesson are designed for Microsoft Outlook 2010 and assume you are connected to an internal or external mail server. Please check with your instructor to determine the address you will be using in the class to perform the exercises. If you are using an program other than Outlook 2010, the commands will vary in name, location where the commands are found, or how they are activated. What is Microsoft Outlook? Microsoft Outlook is a personal time and information management program that you can use for: sending and reading messages creating a to do list scheduling appointments tracking time spent on a project managing contacts recording notes Outlook allows you to organize and share information and communicate with others inside and outside of your organization. It provides many features that make it easy to use and which increase productivity, improve security, and simplify information-sharing. Some of these features are: To Do Bar Tasks integrated with Calendar Color categories Integrates your tasks, flagged messages, appointments, and calendar information in one convenient place, enabling you to quickly view priorities. Tasks can be viewed in the Tasks module, on the To Do Bar, and in the Daily Task List of the calendar. Uncompleted tasks automatically carry over to the next day on the calendar until marked as complete. messages, tasks, and other items can be categorized by color to make them easier to find and identify v CCI Learning Solutions Inc.

25 Understanding Microsoft Office Outlook 2007 Lesson 43 Search Attachment Preview Calendar overlays Sharing your calendar Enables you to find information quickly, no matter where the information is located in Outlook or how large or small your mailbox is. This feature allows you to view an attachment without opening it. From this view, you can overlay multiple calendars, such as work and personal for example, in order, to find time to meet without double-booking. This feature enables you to create a snapshot of your calendar and it to others or publish and share your calendar on Microsoft Office Online. Looking at the Outlook Screen When you open Outlook, your screen will look similar to the illustration shown: Unit 7: Getting Connected Contents Pane 2 Search 3 To-Do Bar 4 List 5 Reading Pane 6 Date Navigator 7 Vertical Split Bar 8 Appointments 9 Task List 10 Navigation Pane Contents Pane Search Vertical Split Bars Navigation Pane List Displays the contents of the selected item for the active module in the Navigation Pane. For instance, if Mail is active, the Contents Pane lists the messages for the selected folder; if the Contacts module is active, you will see a list of contacts in the Contents Pane. Allows you to enter search criteria and see the results display while you type. Can be dragged to show more or less of the pane on either side (in this case, folders or modules). All vertical panes on the Outlook screen are separated by vertical split bars. When you position the mouse pointer over a split bar, it becomes a split symbol that you can then click and drag to adjust the size of the desired panel. If you maximize the screen, Outlook adjusts the size and number of items you can see in either portion of the Navigation Pane. Allows you to move between different modules or components of Outlook. Displays information for each module or folder. This is the main area of the Outlook screen. In the illustration shown, the Inbox is displayed, but this area could also display Sent Items, Deleted Items, or any other folder displayed in the Navigation Pane v CCI Learning Solutions Inc. 389

26 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 Reading Pane To-Do Bar Date Navigator Appointments Task List Displays the contents of any message highlighted in the List. By default, this is displayed on the right of the or tasks list when in Mail or Tasks mode, but it can be relocated to below the list. Displays the date navigator, appointments, and task list. Enables you to quickly switch to Calendar mode and view your schedule for the selected date. Displays a list of upcoming appointments. Displays a list of all your tasks arranged in a sort order you select. The illustration on the previous page shows the Outlook screen in its default configuration when first installed. Because many of the screen sections can be resized, minimized, or turned off, your screen may not look like the example shown. Outlook consists of several modules or components that enable you to perform a variety of tasks: Mail Compose, send, read, and manage messages. Calendar Contacts Tasks Notes Folders List Shortcuts Schedule appointments, meetings, or events. Manage your contact list, much as you would in an address book. Track and prioritize your activities. Enter brief notes, similar to sticky notes. Display all folders in the top portion of the Navigation Pane. Display any shortcuts Microsoft or you may set up for places you want to quick access to, e.g., Microsoft Online, the company s SharePoint. You can enter information into the individual modules or you can integrate one Outlook feature with another. For example, you can send an message directly to a contact while you are working in the Contacts module. This courseware focuses on the module of Outlook although Outlook provides a number of other features as seen here. Creating New Messages Sending an message is similar to the way you traditionally send a letter except that is prepared and sent electronically from your computer, and you need to have an account before you can send or receive . The service you select also determines how quickly or how often you may send or receive messages. Sending a message follows these steps: 1. Create a new mail message. 2. Address the message to the recipient. 3. Type the text for the subject, and then type the message, applying any formatting as required, such as bold text or indented paragraphs). If you need to someone a file, attach it to the mail message. 4. Use the spell checker and proof read your message to eliminate spelling or grammatical errors. 5. Send the message. Once the message is sent, it is temporarily stored in the Outbox until retrieved by the mail server for delivery to the recipient. This is handy when working offline as you can store all outgoing messages until you are ready to send them. HTML or HyperText Markup Language is the default format for new mail messages. Another mail format you can use is Rich Text; both formats enable you to view the message with any formatting used by the sender in the message. To change the mail format within a message, click the Format Text tab, and in the Format group, click the mail format to use. Plain text is another mail format but you cannot apply formatting. It does ensure that all recipients will be able to open and read these kinds of messages. Some programs only recognize the plain text format, and will discard or ignore the formatting used in Rich Text and HTML messages. To change the mail format for all messages for a particular mail format, select File, Options, Mail and then in Compose messages, choose the required mail format v CCI Learning Solutions Inc.

27 Understanding Microsoft Office Outlook 2007 Lesson 43 To create a new message, from the main Outlook window, use one of the following methods: On the Home tab, in the New group, click New , or On the Home tab, in the New group, click the arrow for New Items and then click Message, press Unit 7: Getting Connected 3 1 New Message Ribbon 2 Recipient(s) of New Message 3 Message Pane Once the new message window appears, type in the addresses for the intended recipients or choose a name from the list of contacts stored on your system. Addressing the Message To access the list of contacts from the new message window, click the or buttons v CCI Learning Solutions Inc. 391

28 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 Use one of the following methods to select multiple contacts and then click the appropriate address button: To include everyone in a range of names, click the first name in the list, and then press and hold the key as you click the last name you want. Everyone from the first to the last name is selected. To select individual names distributed throughout the contact list, click the first person you want to receive the message, and then press and hold the key as you click the name of each individual contact you want to select. You need to select the names for each address field. Remember that names listed in the Cc field appear in this area of the message when received; names in the Bcc field do not appear anywhere in the message as seen by the recipients. Individuals who receive a Bcc message will see only their own name in the To field. Adding a Subject Line Be brief, but succinct, when entering text in the Subject field. Choose a few words that will sum up the purpose of the message for the recipient. Do not send a message without any text in this line to ensure the message is not blocked by the recipient s server as suspected junk mail. Formatting the Message Text The New Message Ribbon tab contains formatting features you can apply to text in the New Message pane. The Format Text tab contains the same basic formatting plus additional, commonly used Word program features. Formatting features can be applied either as you type or after the text is entered. If you choose to add the formatting after the text is typed, be sure to select the text first. Applying formatting features gives the message a more professional appearance and can be used to emphasize specific areas. Be careful about the features you add as the message text can become distracting. If the recipient uses the Plain Text mail format, they will not see your formatting. Proofing Your Message Outlook can check for misspelled words or words not commonly found in a dictionary, such as names, computer terms, medical terms, abbreviations, and so on. If changes to the message text are necessary, you can use tools such as the thesaurus. To activate this feature or other proofing tools, click the Review tab and then click the appropriate option in the Proofing group: Always try to maintain a professional manner in your messages, even with people you know very well. This reflects well on you and your company, as well as the products or services you provide. To activate the spelling feature, use one of the following methods: On the Review tab, in the Proofing group, click Spelling & Grammar, or press v CCI Learning Solutions Inc.

29 Understanding Microsoft Office Outlook 2007 Lesson 43 Setting the Priority Send a message with high priority to ensure the recipient notices its urgency. Priority settings have no impact on how quickly messages are delivered unless a priority preference is set up on the mail server. However, an icon appears with the message to indicate the priority setting chosen by the sender. Unit 7: Getting Connected To set the priority on a message, on the Message tab, in the Tags group, click or. Saving the Message You can save the contents of a message if you are not ready to send the message. When you close the message, Outlook automatically puts it into the Drafts folder for retrieval later. To open a message in the Drafts folder, click the Drafts folder in the Folders list and then double-click the message to edit and then send it. Sending the Message Once the information for the message has been entered into the Address and Subject lines, and the body of the message, you can send it by clicking Send at the left of the address fields. Exercise 1 On the Home tab, in the New group, click New . 2 In the To address field, type: jwoods@tolano.com. 3 Click in the Subject field and type: Information Request. 4 Click in the body of the message and type the following: 5 Beginning at the text, going, click and drag to select the two words, going green v CCI Learning Solutions Inc. 393

30 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook On the Message tab, in the Basic Text group, click the arrow for (Font Color) and then click Green in the standard colors area. 7 With the text still selected, on the Message tab, in the Basic Text group, click (Bold). 8 Click anywhere away from the selection to view the formatting changes just applied. 9 On the Message tab, in the Proofing tab, click Spelling & Grammar to ensure there are no spelling or grammatical errors in the message. 10 On the Message tab, in the Tags group, click to apply a high priority to this message. 11 Click the Send button. Receiving Messages Most programs will automatically check for new messages as soon as you log into the program. You can also customize the time interval to check for new messages in Outlook. To check if you have received any messages, use one of the following methods: On the Send / Receive tab, in the Send & Receive group, click Send/Receive All Folders, or press. When Outlook finishes sending and receiving all messages, new messages appear in the Contents Pane of the Outlook window. The Inbox folder also displays a number in brackets that indicates the total number of new messages received in the Folders list. Outlook shows the contents of a message in the Reading Pane. The envelope icon changes from to when you open or view a new message. Use the split bar between the Contents Pane and the Reading Pane to show more or less of each pane. You can also double-click a message to view its contents. Open a message to see the message in full, or to access options to reply to the message. Replying to a Message Once you have read a message, you can reply to the sender or to all recipients of the original message. When choosing the Reply or Reply All options, decide whether to reply only to the sender or to everyone else who received the original. To reply to the sender of a message, use one of the following methods: On the Home tab, in the Respond group, click Reply, or press +, or if viewing the message, on the Message tab, in the Respond group, click Reply. To reply to everyone addressed in the original message, use one of the following methods: On the Home tab, in the Respond group, click Reply to All, or press + +, or if viewing the message, on the Message tab, in the Respond group, click Reply to All v CCI Learning Solutions Inc.

31 Understanding Microsoft Office Outlook 2007 Lesson 43 Unit 7: Getting Connected Notice that Outlook displays a copy of the original message as a reference, and adds RE: to the beginning of the subject line to identify this message as a response. Also notice that Outlook automatically fills in the Address fields based on which Reply command is used. You can customize how the original message appears in a reply using the Mail Options in the File tab. Once you have replied to a message, Outlook displays next to the message in the Inbox to indicate that you replied to this message. The icon is the same regardless of whether you replied to the original sender or everyone addressed in the message. Notice the arrow in the icon points in the same direction as the command. Exercise 1 In the main Outlook screen, on the Send / Receive tab, in the Send & Receive group, click Send/Receive All Folders. 2 Double-click the message from Jane Woods to read the reply and then on the Message tab, in the Respond group, click Reply. Notice the text in the Subject field reflects that you are replying to the message. 3 In the body text area of the message, type: No, he only asked that someone give him a call about what we can do to help with turning his company green. 4 Send the message, and then close the original message. Forwarding a Message Use the Forward option to send the message to someone else for further action or reference. For example, a colleague working with you on a project needs to know when the next production meeting is as he would like to attend. You can then forward this message to your production manager to respond to the colleague with a copy to you for reference. To forward a message, use one of the following methods: On the Home tab, in the Respond group, click Forward, or press +, or if viewing the message, on the Message tab, in the Respond group, click Forward v CCI Learning Solutions Inc. 395

32 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 Notice that Outlook automatically adds a FW: to the original message. Unlike a Reply command, the address fields are blank so you can enter the addresses of those who should now receive this message. After forwarding a message, Outlook displays next to the message in the Inbox to indicate you forwarded this message to someone else. Notice the arrow in the icon points in the same direction as the command. Exercise 1 Create and send a new message to Ian Hanover with the following information: 2 When you receive his reply, open the message and then on the Message tab, in the Respond group, click Forward. Notice the Subject field text shows FW to indicate you are forwarding this message to someone else. 3 In the To field, type: nlocklear@tolano.com. 4 In the body text area, type the following text: Hi Nicole, Ian asked me to forward this information to you. I understand you are compiling a list of customer feedback and requests for Shauna. Jane 5 Send the message. Attaching Files You can send a file to an recipient for reference, or to supplement information provided in the message. Most people appreciate receiving a file they can read at their convenience instead of having to read through a long message v CCI Learning Solutions Inc.

33 Understanding Microsoft Office Outlook 2007 Lesson 43 The file can be any type, as long as you know the recipient has the appropriate software to open it. Be careful about the size of the file, as the larger it is, the longer it will take for the message to be sent or received. To attach or insert a file with a message, use one of the following methods: On the Message tab, in the Include group, click Attach File, or On the Insert tab, in the Include group, click Attach File. You can then navigate to the appropriate location and select one or more files to be attached to the message. If you decide not to send the attachment, use one of the following methods to remove the attachment from the message: Select the file name in the Attached field and then press, or right-click the file name in the Attached field and then click Remove. Viewing Attachments When you receive a message with an attachment, Outlook displays a Pane also displays the file name attached. next to the new message. The Reading Unit 7: Getting Connected You can then right-click the attachment to display options for handling this attachment: Click Preview to display a preview of the attachment in the Reading Pane or the message window. Click Open to open the file in a program that recognizes this file type. Click Save As to save this attachment. This can also help to protect your system as you can scan this file for viruses prior to opening it. There will be occasions when the attachment you receive requires you to click a number of options before you can actually see the contents. For example, you may need to click the Preview File button before you can see the contents of a PDF file. Another example may require you to select a program that enables you to view the contents of the attachment. Exercise 1 Create a new message and address it to jchou@tolano.com. 2 In the Subject field, type: Vacation Request 3 In the body text area, type the following: Attached is a record of my request for days off in July. Thank you. 4 On the Message tab, in the Include group, click Attach File. 5 Navigate to the student data files location and then select Absence Request Form JM. 6 Send the message. Suppose you want to open a copy of the attachment you sent to Jeff. 7 In the Folders list, click Sent Items and then click the message to Jeff from the list of messages. 8 In the Reading Pane, right-click the attachment file and then click Open. Microsoft Word should now open and display the document for you in full screen view v CCI Learning Solutions Inc. 397

34 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook Review the document briefly and then click Close. Then close Microsoft Word. 10 In the Folders list, click Inbox. Using the Inbox Messages sent to you appear in the Contents Pane with the Inbox highlighted in the Folders list. Use this folder as the main folder to manage your messages. Delete messages you do not need and file the rest. A variety of options are available to help manage your messages. Selecting Items Before you can do anything with any items, you need to select them, as follows: To select one message, click it. To select multiple consecutive messages, click the first message you want, press and then click the last message in the list. All messages between the first and last will be selected. To select multiple non-consecutive messages, click the first message, then press and hold as you click each of the messages to be selected. Changing the View for Messages The view currently used is the default one for Outlook. You can adjust the view by using the options in the Current View group on the View tab. These options offer other ways to keep the Contents Pane clean by showing only those messages you want to list. You can choose to arrange the view of the messages by specific items and groups, or customize the fields used in the view. Marking Messages You can mark messages as read or unread, regardless of whether you actually performed that action. This can be handy to help sort messages by specific actions. To mark a selected message as read, in the main Outlook screen, use one of the following methods: Press +, or right-click the selected message and then click Mark as Read. To mark all messages as read, in the main Outlook screen, right-click the selected message(s) and then click Mark as Read. To mark a message as unread, select the message and then use one of the following methods: Press +, or right-click the message and then click Mark as Unread, or in the open message window, on the Message tab, in the Tags group, click Mark Unread v CCI Learning Solutions Inc.

35 Understanding Microsoft Office Outlook 2007 Lesson 43 Exercise 1 In the Inbox, right-click the message from Ian Hanover and click Mark as Unread. Outlook now changes the symbol for the message, indicating this message has not been read even though you did forward it earlier. Outlook will also indicate this is a new message by bolding the text for the message. 2 Click the View tab, and in the Current View group, click Change View and then click Single. Notice each message only shows one line now. 3 On the View tab, in the Current View group, click Change View and then click Compact. You should have the same view as when you first started Outlook. 4 On the View tab, in the Current View group, click View Settings. 5 Click Group by. Unit 7: Getting Connected 6 Click Automatically group according to arrangement and then click OK twice. Notice your messages are no longer grouped by the date. Now turn off the Reading Pane. 7 Click the View tab, and in the Layout group, click Reading Pane. 8 Click Off. The Reading Pane should no longer appear in the Contents Pane. Flagging Messages Flag or put a reminder on a message for follow-up or to request a reply to your message by a specific date. Flags can be added to any message in any of your folders. To flag a message in the main Outlook screen, use one of the following methods: On the Home tab, in the Tags group, click Follow Up, or right-click the flag at the far right side of the message and click the appropriate option. To flag a message with the message open, on the Message tab, in the Tags group, click Follow Up v CCI Learning Solutions Inc. 399

36 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 To add a reminder to the flag, click Add Reminder. You can then set up the date and time for the reminder to appear. If you do not complete an action on a flagged message, the text for the message changes to red as a reminder that an action is still required. Exercise 1 In the Inbox, right-click the flag at the far right of the message from Ian Hanover. 2 Click Add Reminder. 3 Click the arrow for Flag to, and then click For Your Information. 4 Click the arrow for Due date and then choose a date a week from today s date. Click OK. Outlook now has added a reminder symbol at the left of the message and changed the color of the flag. Creating Folders Create folders in the Inbox to store messages for specific topics. You can also assign names to folders for specific projects. The new folder becomes a subfolder in the Inbox. This follows the same principle as creating folders or subfolders within Windows. To create a new folder for the Inbox, ensure Inbox is selected and then use one of the following methods: On the Folder tab, in the New group, click New Folder, or right-click the folder where a new folder will be inserted, and then click New Folder, or press + +. Use the (Expand) button or the (Collapse) button to show the folder structure. These buttons are similar to those in Windows Explorer that allow you to see more or fewer folders. You can delete folders in the same manner as you delete messages. Select the folder and then press, or drag the entire folder to the Deleted Items folder. Any messages in the folder are then deleted. The Deleted Items folder acts just like the Recycle Bin any messages in there will remain until it is cleaned out v CCI Learning Solutions Inc.

37 Understanding Microsoft Office Outlook 2007 Lesson 43 Copying or Moving Messages You can copy or move a message to any folder. You will probably move messages from the Inbox to a folder for storage more often than you will copy them. However, you may find you want a copy of a message in multiple folders, such as one for project and another for production process. To move messages to a folder, after selecting the message, use one of the following: Press +, or drag the selected message to the folder. To copy messages to a folder, select the message and then use one of the following: Press +, or right-click the selected message and click Copy, or press and drag the message to the folder. To paste the message into a folder, click the folder and then press +. Exercise Unit 7: Getting Connected 1 In the Folders list, right-click the Inbox folder, and then click New Folder. 2 Type your name as the new name of the folder and then click OK. 3 Right-click the folder with your name and click New Folder. Type: Customer Info and press. Now file some of your messages in the new folders. 4 Click the message from Ian Hanover and then drag it onto the Customer Info folder. This message is now stored in this folder. 5 Click the message from Jane Woods, and then drag the selection onto the Customer Info folder. You should now have both messages in this new folder. You could also have selected both messages to move to this folder instead of individually as requested in this exercise. 6 In the Folders list, click Sent Items. Then select the message to Jeff Chou. 7 Press and then drag this message overtop your folder in the Folders list. There is now a copy of the original message sent to Jeff Chou in your folder. Sorting Messages One way to find a specific message can be to sort your messages according to different criteria in the Contents Pane. You can sort messages using one of the following methods: Click one of the column headings in the Contents Pane. Right-click the column field and then choose the appropriate sort option. When using a column heading as the sort criteria, the arrow indicates ascending order (A-Z or oldest message at the top down to the most recent at the bottom) and the arrow indicates descending order (Z-A or most recent at the top down to oldest). The normal sort order is descending so that the newest messages which are usually not read yet appear at the top of the list. You can also sort your messages by arranging the fields in the Contents Pane using the View tab v CCI Learning Solutions Inc. 401

38 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 Exercise 1 Click the Customer Info folder underneath the folder with your name. 2 Click Received to change the sort order. 3 Click Received once more to change the sort order, this time to descending order or oldest message to newest. 4 Click From to change the sort to ascending order for the sender s name. 5 Click Received once more to set the sort order to ascending by date received. Finding Messages You can locate information quickly using the Search tool. Your search criteria can be specific or general; you can search by names, words, or phrases. To perform a search, click in the Search Inbox field and begin typing your search criteria. As you type, Outlook instantly displays all the results that match the characters entered. As you type more characters, more messages are filtered out and the list becomes smaller. In most cases, you only have to type a few letters to find the message. Outlook searches all parts of the message, including the subject, addresses, message body, and the name of any attachments (but not their contents). By default, the search is specific to the folder you are currently viewing, such as the Inbox. However, if the search criteria you enter does not produce any results, you can click the Try searching again in All Mail Items link. You can also use options in the Search Tools ribbon to set up the search criteria. To clear the results from the search, use one of the following: In the Search field, click (Clear Search), or press. You can also search for messages by using the Search Folders item in the Navigation Pane. Any items Outlook finds that match the criteria are virtual copies of the messages; this means if you delete the search folder, you do not delete the original messages. To create a new search folder, right-click Search Folders in the Navigation Pane and then click New Search Folder v CCI Learning Solutions Inc.

39 Understanding Microsoft Office Outlook 2007 Lesson 43 Exercise 1 In the Folders list, click Inbox. 2 Click in the Search Inbox field. Under Search Tools, in the Scope group of the Search tab, click All Mail Items. 3 In the Search Inbox field, type: jane to find all messages containing these characters. Unit 7: Getting Connected Outlook has found all messages you have from or sent by a Jane. 4 In the Search Inbox field, click to clear the search results. Now try using the Search Folder feature. 5 In the Navigation Pane, right-click Search Folders and then click New Search Folder. 6 In the Reading Mail area, click Mail flagged for follow up and then click OK. Notice how Outlook now displays any messages that have been flagged; in this case, you should only have the one message that was flagged in an earlier exercise. 7 Right-click the For Follow Up folder in the Navigation Pane and then click Delete Folder. 8 Click Yes. The folder no longer appears. 9 Click the Customer Info folder to ensure the original message is still there. Deleting Messages When messages are no longer needed, delete them to keep your Outlook file small. This includes all folders in your Inbox group. All deleted messages are placed in the Deleted Items folder; you can set this folder to be emptied whenever you exit Outlook, or you can manually delete these messages from this folder. You can delete single or multiple messages. If you no longer need a folder and its contents, you can delete the folder to accomplish this task. Outlook will prompt you with a warning message asking you to confirm that you want to delete the folder and all its contents at one time v CCI Learning Solutions Inc. 403

40 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 To delete items from a folder, select the item and then use one of the following methods: On the Home tab, in the Delete group, click Delete, or press + or, or drag the message to the Deleted Items folder. The Deleted Items folder provides a resource to restore the deleted item at a later date, if needed. You can restore an item from the Deleted Items folder by selecting the item in the Deleted Items folder and moving it to another location. To empty the contents of the Deleted Items folder every time you exit Outlook, click the File tab, click Options, and in the Advanced category, click the Empty the Deleted Items folder upon exiting option. To empty the contents of the Deleted Items folder manually, right-click the Deleted Items folder and then click Empty Deleted Items Folder. Exercise 1 In the Folders list, click Sent Items to view the contents of this folder. 2 Select all the messages and then press. 3 In the Folders list click Deleted Items to view this folder. All the messages you sent during this lesson are now in this folder. 4 Click the message you sent to Jeff Chou with the Vacation Request attachment and press. 5 Click Yes. If required, you can move or restore an item from the Deleted Items folder to another location. 6 Click the message you sent to Jane Woods with the information from John Smith and drag this over the Sent Items folder. 7 Click the Sent Items folder to view its contents. The message should now be in this folder. Archiving Messages An option for keeping all your messages but also keeping your Outlook file small is archiving messages. Archived messages are moved from Outlook and stored in a separate file. If you want to refer to one of these messages later, you can click the archive file to display the folders and contents. To archive your messages any time using the manual method, click the File tab, with the Info category selected, click Cleanup Tools and then click Archive v CCI Learning Solutions Inc.

41 Understanding Microsoft Office Outlook 2007 Lesson 43 Click the appropriate folder that you want Outlook to archive. For instance, you may want to archive your messages only, or create a backup copy of your entire Outlook data. Depending on the number of messages you have and how long you want to keep messages available, you may want to set the archive date to be six months or older so you have a recent history readily available. After setting options for the archiving process, the status bar displays to show the messages are being archived. On completion, a new folder called Archive Folders appears in the Navigation Pane. You can expand this folder to show the structure of the items you included in the original archive. You can also choose to close this folder from the Navigation Pane; in this scenario, you are only changing the display of the Navigation Pane as the original archive file is saved in the Outlook Files folder in the Documents folder. To automatically archive items, click the File tab, click Options, and in the Advanced category, click AutoArchive Settings. Unit 7: Getting Connected Exercise 1 In the main Outlook screen, click the File tab, click Options, click Advanced in the panel at the left then click AutoArchive Settings. 2 Click Run AutoArchive every to turn this feature on, and set the number of days to be Click OK to accept this change and then click OK once more to leave the Outlook Options window. You have now set that all Outlook items will be archived once a month to a folder in the Navigation Pane called Archive Folders. Outlook will add new items to the Archive Folders file unless you specify otherwise. Working with Contacts The Contacts feature works as an address book. You can use it instead of spending time trying to remember and type in someone s address. You can also set up groups or distribution lists for contacts you use most frequently v CCI Learning Solutions Inc. 405

42 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 To access the Contacts feature, click the Contacts group in the Outlook Navigation Pane. Adding a Contact You can enter as much information for the contact as you choose, including multiple phone or fax numbers, addresses, and IM (instant messaging) address. You can also enter details such as department, manager s name, and assistant s name, or personal information, birthday, anniversary, and so on. To create a new contact, select Contacts from the Navigation Pane, and then use one of the following methods: On the Home tab, in the New group, click New Contact, or on the Home tab, in the New group, click the arrow for New Items and then click Contact, or press v CCI Learning Solutions Inc.

43 Understanding Microsoft Office Outlook 2007 Lesson 43 Whenever the field displays as a drop-down arrow next to the button, click the arrow to display a list of other field names to rename that button. For example, if you do not want to enter a home telephone number for a contact, but you do want to enter a second business phone number, you can click the drop-down arrow next to Home and then choose Business 2 from the pop-up list instead. If you click on a field name that appears as a button such as Full Name or Business another dialog box will open to allow you to enter this information as components such as first name and last name, or area code, local number and extension. When you have finished entering information into the new contact form, use one of the following methods to save the contact: To save this contact information only, on the Contact tab, in the Actions group, click Save & Close. To save this contact and enter another one, on the Contact tab, in the Actions group, click Save & New. To save this contact and enter a new one for a different contact at the same company, on the Contact tab, in the Actions group, click the arrow for Save & New and then click Contact from Same Company. You can also create a new contact using the address shown in a message. To do this, right-click the address in the message and then click Add to Outlook Contacts to display a new contact window. Making Changes To edit the information for a contact, double-click the contact. When the contact form appears, make the appropriate change. Unit 7: Getting Connected Exercise 1 Click Contacts from the Navigation Pane. 2 On the Home tab, in the New group, click New Contact and then enter the following information: 3 When ready to enter the business address, click Business in the Addresses area and then enter the information as follows (click OK when done): You can then enter another new contact for someone who is at the same company v CCI Learning Solutions Inc. 407

44 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook On the Contact tab, in the Actions group, click the arrow for Save & New and click Contact from the Same Company. 5 Type the following information: Tess James Project Consultant tjames@tolano.com 6 On the Contacts tab, in the Actions group, click Save & Close. 7 Save and close Jane s information. You can edit the information for a contact at any time. 8 Double-click the Jane Martinez contact. 9 In the Phone numbers area, click the arrow next to Home and then click Business2. Type: (614) On the Contacts tab, in the Actions group, click Save & Close. Using Groups A Contact Group is an address list containing information about a group of people to whom you send messages often. Contact groups are usually created from addresses in your Contacts, although you can add recipients who are not in your Contacts folder but whom you want to receive the . Contact groups can be created in any of Outlook s modules using one of the following methods: On the Home tab, in the New group, click New Contact Group, or on the Home tab, in the New group, click the arrow for New Items and click Contact Group, or press + +. You can add or remove members for a new contact group as well as an existing one, using the appropriate option in the Members group of the Contact Group tab. Exercise 1 On the Home tab, in the New group, click New Contact Group. 2 Type: New York Site for the name of the new contact group v CCI Learning Solutions Inc.

45 Understanding Microsoft Office Outlook 2007 Lesson 43 3 On the Contact Group tab, in the Members group, click Add Members. Then click From Address Book. 4 Select Jane Martinez in the list, press and then select Tess James. 5 Click Members and then click OK. You now have a new distribution group to send items to the members of this group. 6 Click Save & Close. Deleting Contacts or Groups When a contact is no longer needed, delete it from the list. Take note that you cannot recover a deleted group from the Deleted Items folder; these are permanently deleted. To delete a contact or group in the Contacts Pane, select the contact or group and then use one of the following methods: On the Home tab, in the Delete group, click Delete, or press. Unit 7: Getting Connected Exercise 1 In the list of contacts, click the New York Site group. 2 Press. The group is now deleted from your list of contacts. Maintaining Outlook Every program is set up when you install it with default options for how your is handled. You can customize these options so that your program functions in the way that works best for you. Outlook provides a number of features to help you customize and maintain your program to be effective and efficient. Changing the Mail Format Outlook displays the contents of messages in a format that is easy to read. Depending on the setup, this could be HTML or Rich Text; both these formats display text formatting, such as italics and bold, as if you were viewing a word-processed document. Occasionally, you may receive a message in plain text; this generally happens when the mail server cannot recognize the formatting used in the original message and converts it to plain text. You can control the mail format for all new messages by changing the default options in File, Options, and then, in the Mail category, choose what you want from the Compose messages area. To change the mail format while creating a message, click in the message body area; then, on the Options tab, in the Format group, click the mail format you want to use. However, this format change will only affect the current message. Tracking Options You can set Outlook to send you notices when a message is received or read by others. These can be set for all messages you send, or only individual ones. To set the receipts to occur for every message you send, select File, Options, and in the Mail category, click the items you want from the Tracking area v CCI Learning Solutions Inc. 409

46 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 To set the receipts to occur for a message, in the new message window on the Options tab, in the Tracking group, select the appropriate tracking option to use. Note that the recipient s system may not have the ability to track messages, and therefore may not send you these notices even though you have turned these features on. Using Signatures A signature is a piece of text that automatically appears in your messages whenever you create a new message. This saves having to enter your name and information or a product slogan each time you send a message. You can create as many signatures as required, but only one can be set up as a default. To create a signature, select File, Options, and in the Mail category, in the Compose messages area, click Signatures. Click New, enter a name for the signature and click OK. You can then enter the text for the signature and format it as required. You can enter as many signatures as you need at once, or you can add new signatures as you need them for business or personal use, or perhaps for a volunteer role. You can set up a signature to be the default one that appears in every message, or choose different signatures for replies and forwards. To choose a different signature in a new message, on the Message tab, in the Include group, click the arrow for Signature and then click the appropriate signature v CCI Learning Solutions Inc.

47 Understanding Microsoft Office Outlook 2007 Lesson 43 Sending Out-of-Office Notices As a business practice and courtesy, if you plan on being away from the office, send a message in advance to those you deal with regularly to inform them of this. Even if you plan to retrieve your messages during this time, inform people of your absence and offer them the name of a colleague who can assist them. Out-of-office notices should provide details regarding the dates you will be away and who will be handling your work during your absence. Try to send the notice at least two days prior to your departure. You can also set up your messages to automatically be forwarded to someone else to handle during your absence. Sending an away notice to personal contacts is at your discretion. Some programs and mail servers provide the option to send an out-of-office response automatically to anyone who sends you an during this time. You set up the option from your system, and the mail server automatically generates a response that it sends out every time it detects a new message arriving in your Inbox. The main downside to this is that the response will be sent regardless of who the sender is; it could be a company that generates junk or spam mail and your response could tell them that your address is valid. Staying Up to Date If you have Outlook installed on a computer and a PDA, you can stay up to date with all messages on both computer devices using a synchronization feature available with Outlook. Many newer computing devices enable you to synchronize information from different modules in Outlook to the device, such as on an iphone or a Blackberry. How this is set up varies with the computing device. Blocking Messages Use the Junk feature to reduce the number of junk messages you receive. This is similar to the Block feature available with telephone systems. Unit 7: Getting Connected To block messages from an address, on the Message tab, in the Delete group, select Junk, Junk E- mail Options. You can specify addresses to be blocked. Once you have set up items on the Blocked Senders tab, you can add or remove items using the Edit or Remove buttons. Backing Up Your Items Outlook saves all your information in a data file. As this file grows in size, this database of information can grow significantly and you may begin to encounter problems with it. This is a good time to look at different ways to reduce the possibility of losing your data in Outlook. One option is to compact the data file; this is similar to pushing all the file folders and their contents to the back of a filing cabinet drawer to try and release space for more items. This will only work for a limited amount of time before you will need to look at an alternative way to access your data. Another option is to make a backup copy of the data file. While this requires a bit more time, the backup copy can become invaluable if anything should happen to your computer or if you need to find an older message. If the data files are quite large, consider archiving these files on a CD or other external storage media at set intervals, and then delete unnecessary items from the program to reduce the size of the data file v CCI Learning Solutions Inc. 411

48 Unit 7: Getting Connected Lesson 43 Understanding Microsoft Office Outlook 2007 Regardless of which method you use, make copies of your data file. This is crucial if a backup procedure is not performed on your system (or network) on a regular basis, or if you are running low of space on your computer. Security Issues is an efficient, fast, and inexpensive medium for communicating text, data files, and other information. It can be easy to forget about the privacy and security of messages that you send by , but it s important to remember that there are many ways for individuals with malicious intent to hack into mail servers or intercept messages during transmission. Adding a digital signature to your outgoing messages proves to the recipient that you were the originator and that the message was not tampered with during transmission. To digitally sign a message, you must have a digital ID certificate. Outlook enables you to sign individual messages or all messages digitally. In a new message, on the Message tab in the Tags group, click the Message: Options Dialog box launcher, and then click Security Settings. Summary In this lesson, you used Microsoft Outlook to send and receive messages, as well as enter contacts. You should now be familiar with: what Microsoft Office Outlook is work with attachments recognize elements on the screen sort and manage your messages how to send and receive messages search for messages how to reply or forward a message work with the address book how to send an attachment with a message understand mail maintenance options Review Questions 1. The Reply function enables you to send a message to all recipients of the original message. a. True b. False 2. Which symbol appears in Outlook to indicate there is an attachment included with the message? a. c. b. d. 3. Adding a contact helps to reduce the amount of time spent entering addresses in messages. a. True b. False 4. A group is a distribution list consisting of names from your contact list so you can send messages to everyone in this group instead of having to type each name individually. a. True b. False 5. Which option would you use to prevent spam messages from being delivered to your Inbox? a. Security Issues b. Junk c. Block Spam d. Mail Format v CCI Learning Solutions Inc.