Important do not discard!

Transcription

1 Important do not discard! Information on your computer and access All students can access using Outlook Web Access (OWA) form anywhere that has Internet connection. It is important that you use your account as soon as you start at the College, so that faculty and staff have a communications portal open to you. The college also sends out the Campus Chatter News Flash on a weekly basis that has important and up-to-date information from the College. It is your responsibility to make sure that your read theses s and take note of any information that may be relevant to you. Outlook Web Access (OWA) will not work if your password is set to expire. All account users must be logged onto a college workstation each instance when resetting their password, this will enable both your network access and Outlook Web Access. You cannot do this from outside the college network; please also note that you will not receive any password reset prompts from outside the college network. If you forget your password, stop by Technology Support Services to have your password reset. You must have your Cox College Student ID or a valid Drivers License with you otherwise you will be declined a password reset. Please note: that Cox Health s helpdesk will not reset your password To contact Technology Services personnel please send your message to [email protected] All internet access on the college s computers is provided by CoxHealth and as such is regulated to be in compliance with HIPPA and CoxHealth security policies and regulations. CoxHealth has the right to revise its passwords policy at any time and frequently runs audits to verify that these requirements meet policy and are being adhered to by users.

2 Table of Contents Passwords Passwords FAQ s...6 Complex Password Generation Requirements...7 Changing your password in Windows XP...8 Resetting Passwords...8 Accessing your College and quota.. 9 Accessing your Opening the Inbox Checking for New Mail Sending Messages Reading Messages Forwarding Messages Printing Messages Logging Off Using the Address Book Feature Using Rules Using Rules Creating a Rule Editing a Rule Deleting a Rule Deleting Items Deleting Items Deleting Messages Delete Button Method...18 Drag and Drop Method...18 Emptying the Deleted Items Folder Deleting Selected Items...19 Deleting All Items: Quick Menu Option...19 Deleting All Items: Toolbar Option...19 Recovering Items Recovering Permanently Deleted Messages Retrieving Messages from the Deleted Items Folder Forwarding Method...20 Move Method...20 Drag and Drop Method...20 Another way to check for recently deleted Items Working with folders Outlook Folders Creating Folders Creating Subfolders...23 Organizing with Folders Moving Messages...24 Moving Messages: Move/Copy Icon Option...24 Moving Messages: Drag and Drop Option...25 Moving Folders...25 Moving/Copying Folders: Quick Menu Option...25 Moving Folders: Drag and Drop Option...26 Deleting Folders Deleting Folders: Drag and Drop Option...26 Deleting Folders: Quick Menu Option...26 Attachments Working with Attachments Accessing Attachments Opening Attachments...27 Saving Opened Attachments...27 Saving Attachments Before Opening Them...27 Technology Support Services /Student Technology Information Manual 2

3 Attaching Files Deleting Attachments Customizing Outlook Web Access..28 Customization Out of office assiatant 29 Message Options 30 Mark previewed items as read or unread Set up the spelling checker Set up security Help protect your privacy Turn on the junk filter...36 Block external content in HTML messages...36 Choose how to reply to read receipt requests...37 About message receipts...37 Request a message receipt Color Scheme Change the color scheme Time and Date Set date and time formats Calendar View Customize your calendar view Reminders Set reminders for calendar items and tasks Address Book Searches Customize address book searches Recovery Recover items you've deleted Barracuda Barracuda Spam Firewall What is Barracuda? Why am I still receiving Spam? How do I access the quarantine web interface? What is my username and password for the quarantine web interface? I am expecting an and have not received it, where is it and what do I do? What is a quarantine summary ? Why have I not received a quarantine summary from Barracuda? Why does certain received always go to the quarantine interface? And how do I send it to me directly? What do I do with the SPAM that I still receive? Terms Windows XP The basics of working with Windows XP Logging on to an XP Station Opening Programs Closing Programs Protection Protecting Your Workstation and Data Locking Your Workstation...46 Unlocking Your Workstation...47 Logging off an XP Workstation Login Troubleshooting Saving Saving a File to a Disk for the First Time Saving a File that has Already Been Saved Cut, Copy and Paste Cutting, Copying, and Pasting Cutting and Pasting...53 Copying and Pasting...53 Technology Support Services /Student Technology Information Manual 3

4 Clipboard Using the Clipboard To view the Clipboard:...54 To select items from the Clipboard:...54 To clear individual items from the Clipboard:...54 To clear all items from the Clipboard:...55 Task Pane Task Pane Showing/Hiding the Task Pane...55 Viewing Other Task Panes...55 Moving the Task Pane...56 To move the Task Pane:...56 Smart Tags Smart Tags Smart Tags and AutoCorrect...56 Save As Save As and Open Dialog Boxes Help Using Help in Windows keyboard Option:...58 Button Option:...58 Office Assistant Option:...58 Menu Option:...58 Customized Toolbars Arranging Toolbars...59 Adding and Removing Buttons...59 About the Help Dialog Box Using the Help Dialog Box Office Assiatant Using Help with the Office Assistant To turn off Office Assistant:...61 To turn on Office Assistant:...61 Dialog Box Using the Help Dialog Box: Contents Tab...62 Using the Help Dialog Box: Answer Wizard.. 61 Using the Help Dialog Box: Index Tab...63 Screen Tips Viewing ScreenTips for Menu Options, Toolbar Buttons, and Screen Regions Viewing ScreenTips within a Dialog Box Wireless Internet Access Cox College Wireless Internet Access user guide Connect to the CCNHS wireless network Checking network signal strength Turning your wireless Ethernet on or off Frequently Asked Questions FAQ S How does wireless work? Why have I not received a quarantine summary from Barracuda? How can wireless help me? Can I do everything with a wireless connection that I could do with a wired connection? Where can I use the College Wireless Lan? Do all PDA s support wireless? Does a Wireless LAN card use extra battery power/life on my laptop? What settings are required on my Wireless Hardware? How do I get access to my G: drive files and College from a Wireless Connection? What should I check if I think my Wireless LAN Connection is not working correctly? What should I do if my laptop does not automatically reconnect to the Wireless LAN when using the Technology Support Services /Student Technology Information Manual 4

5 Windows Built-In Wireless Client? I am connected to the Wireless LAN, but when I start Internet Explorer I get a dialup box and web pages? What if I need help? COLLEGEWEB CollegeWeb - the Cox College Intranet Site The Windows Keyboard Explanation of the Keys on a Windows QWERTY Keyboard Esc Key Function Keys Print Screen Tab Caps Lock...77 Shift Control Key Windows Key Alt Space Bar Enter Line Break Highlight Backspace Insert Home Page Up Delete End Page Down Keypad Keys Technology Support Services /Student Technology Information Manual 5

6 Passwords FAQ s Q: What is my username? A: Your username is created randomly and can be found on the back of your student ID badge or on your class schedules. Q: What is my address? A: Your address is your username with the Cox College domain added on: [email protected] for example, with no spaces or periods between coxcollege. Q: What is my password? A: New students will be assigned a temporary password to access their account for the first time, and then be prompted to reset it when they login. For security reasons Technology Support Services staff are the only ones designated to reset lost or forgotten passwords. Please note that they are unable to lookup a current password that you have assigned to your account. Q: Can others use my account? A: No one but you should use your account. It is important to keep your password confidential and to log-off when finished with a workstation. Sharing your account could result in loss of privileges. Each user is responsible for any actions occurring under their user id (username). Q: Does changing my password in Windows XP also affect my ? A: Yes - Changing your computer password also changes your password. Q: Does changing a password change my username? A: No - your or computer name does not change. Passwords will expire 365 days after being reset If your password needs resetting it must be done on a college workstation. Technology Support Services /Student Technology Information Manual 6

7 Complex Password Generation Requirements The Cox Health policy IM.21 sets the requirement of a complex password on the CoxHealth network. The basic requirements are that a complex password MUST contain: Capital letters Lower case letters Numbers Special characters (such as $, #, %, etc.) 8 characters in length (minimum) ** Passwords are case sensitive ** The secret to complex password generation is the development of a system that works for you. This example below explains how a complex password is generated. Step-1 The first thing you do is to develop a simple phrase that is easy for you to Remember Sample Phrase: I Work At Cox Step-2 Step-3 Change the phrase my making all letters lower case and removing the spaces Iworkatcox Develop a substitution scheme where similar shapes of numbers, letters and special characters can be used. Some examples of single letter substitution are as follows: s = 5, $, a b = 6, g = 9, B = 8, I = 1,!,, x = *, and z = 2 Some examples of phrase and word substitution are as follows: is becomes = NOT or negation becomes: ^, <>, /=, ~ IN, WITHIN, CONTAINS environment can become: (), [], {} to convey the meaning of within the parentheses, or contained in braces, etc. Each user needs to develop their own system. Step-4 Take the phrase and do letter capitalization as in 2nd letter or 2nd and 3rd letter, just something to help jumble things up a little. iworkatcox can become iworkatcox, iworkatcox Step-5 do the symbol or shape substitution for phrases, letters, or words and you will get: 1w0rk@Tc0*,!w0Rk@c)X, w)rk@tc)* These are all valid passwords but each is different depending upon the technique that each individual applies. Recommendations for passwords: Do not pick a password that is easy to guess (e.g., your pet's name, spouses name etc) Do not write down or share your password Passwords can not include words found in the dictionaries including foreign dictionaries. Contain all or part of the user's name or commonly available personal information in any form (reversed, doubled, simple substitution [0 for o, $ for s] etc.). Must not contain simple number or word patterns like aaabbbccc, qwerty123, Do not use the same password you would use outside of the college. If you suspect that someone may know your password, change it immediately! Technology Support Services /Student Technology Information Manual 7

8 Changing your password in Windows XP 1. You must already be logged into one of the workstations in the college s computer labs. We recommended that you close any programs that are running and return to the Desktop 2. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together. 3. The Windows Security dialog box appears. 4. Click 5. The Change Password dialog box appears. 6. In the Old Password dialog box, type your current password the one you logged in to the computer with 7. In the New Password dialog box, type your desired new password 8. In the Confirm New Password dialog box, type your new password again 9. Click OK Your password is now changed. NOTE: This is the password you will use when you log in. Resetting Passwords If you forget your password, stop by Technology Support Services to have your password reset. You must have your Cox College Student ID or a valid Drivers License with you otherwise you will be declined a password reset. PLEASE NOTE: that Cox Health s helpdesk will not reset your passwords Technology Support Services /Student Technology Information Manual 8

9 Please note that all Student accounts have a 30 Mega Byte quota That means at any one time, if you exceed that 30 MB quota your account will not be able to receive new mail. The quota also includes mail you have in your deleted items and Sent folders. Note that attachments can take up valuable space and it is recommended that you download those attachments to a computer or other media such as your college G drive if you wish to save them. Please refer to the Deleted Items section for more detailed information on how to empty your Deleted Items folder. Some people also refer to Your Deleted Items as the Trash Can much like you have in the Windows Operating System. You cannot have your college account automatically forwarded to another external account such as hotmail, yahoo etc. You cannot access external accounts from the college computers such as hotmail and yahoo as these are blocked through CoxHealth. Technology Support Services /Student Technology Information Manual 9

10 Accessing your 1. Establish an internet connection {You must be currently on-line} 2. Open your browser Please note that while many browsers work with OWA, only Internet Explorer is supported by CoxHealth. (OWA Internet Web Access) From the computer labs at the college you can also select the Cox College icon on the desktop. If you use AOL, People PC or another internet provider that has its own internet browser, please minimize that browser and use the Internet Explorer browser that comes with the Windows operating system, there are known problems with other browsers. Remember that OWA only works with Internet Explorer. 3. In the address bar insert the following address - There is no www on the front of webmail. 4. A login box will appear prompting you for a username and password. Use the same username assigned to you by the college e.g. jd1111 and the password you have assigned to your account. This username and password will be used to access both your and the computers at the college. If you are using Dialup internet access and have a slow connection you can select the basic option. The basic client provides fewer features than the premium client but offers faster performance. Use the basic client if you're on a slow connection. Technology Support Services /Student Technology Information Manual 10

11 5. Your account should load with a shortcut bar on the left (this is the navigation pane) and a toolbar across the top. Please be patient while the loads especially if you are using dial-up internet access. Default display is set to 25 per page. 6. To log off click the Log Off button (located top right hand corner) 7. You can also access your from the college web site can also be accessed by selecting the tab: Technology Support Services /Student Technology Information Manual 11

12 Please Note: To protect your account from unauthorized access, Outlook Web Access automatically closes its connection to your mailbox after a period of inactivity. If your session ends, refresh your browser, and then log on again. Opening the Inbox When you open Outlook Webmail, your Inbox should open automatically. However, if this is not the case, or if you have been using another Outlook Webmail feature, you will need to open your Inbox to read messages or to check mail. 1. From the Outlook sidebar, click INBOX The Inbox will appear in the main window. Checking for New Mail The Outlook Webmail Inbox displays new mail in bold at the top of the message list. The bold face is removed after a new message has been read. New mail automatically appears when the Outlook Webmail Inbox is first opened, but you may wish to check for new mail while using Outlook Webmail. 1. To check for new mail, on the Taskbar, click CHECK FOR NEW MESSAGES NOTES: If you have new mail, the new message(s) will appear at the top of the message list. If you do not have new mail, the message list will not change. Sending Messages When you want to send an from Outlook, follow these simple steps. Technology Support Services /Student Technology Information Manual 12

13 1. With your Inbox open, on the Outlook toolbar, click NEW The New Message screen appears. 2. In the To text box, type in the recipients address e.g. HINT: If you are sending a message to multiple recipients, use semicolons ( ; ) to separate the complete addresses. 3. OPTIONAL: In the Cc text box, type the address of anyone you would like to receive a carbon copy of the message 4. OPTIONAL: In the Bcc text box, type the address of anyone you would like to receive a blind carbon copy of the message 5. In the Subject text box, type an appropriate subject line 6. In the body of the message, type your message content 7. When complete, click SEND Reading Messages From your Inbox, you can read both old and new messages. To read your messages, your Inbox must be open. 1. Double click the message you want to read The message window appears in a new window. NOTES: To read a message not located on page 1 of the Inbox, on the message toolbar, click NEXT PAGE. To go back, click PREVIOUS PAGE. 2. To move to a different message without returning to the Inbox message list, on the message toolbar, click PREVIOUS ITEM or NEXT ITEM 3. When finished reading, click CLOSE Forwarding Messages You may wish to forward the same message to multiple recipients or to yourself in an effort to retrieve them from the Deleted Items folder. 1. To open the message you want to forward, double click it Technology Support Services /Student Technology Information Manual 13

14 Double click the message you want to open The message opens in a new window. 2. On the message toolbar, click FORWARD 3. In the To text box, type the address of the person you wish to forward the message to 4. OPTIONAL: In the Cc text box, type the address of anyone you would like to receive a carbon copy of the message 5. OPTIONAL: In the Bcc text box, type the address of anyone you would like to receive a blind carbon copy of the message 6. OPTIONAL: In the body of the message, type any remarks regarding the forwarded message 7. Click SEND Printing Messages Printing messages in Outlook Webmail is very similar to printing documents in Microsoft Word. 1. To open the message you want to print, double click it The message opens in a new window. 2. From the browser's Navigation toolbar, click PRINT The Print dialog box appears. 3. If necessary, make the appropriate adjustments in the Print dialog box 4. Click OK Logging Off When you are done using Outlook Webmail, you should always log off the computer so that nobody else can access your account. This is especially important when you are using a shared computer. 1. From the Taskbar, click LOG OFF Using the Address Book Feature Outlook Webmail's Address Book is a network tool you can use to search for Cox College and Cox Health addresses and other contact information that may not be present in your Contacts folder. 1. On the Toolbar, click ADDRESS BOOK The Find Names window appears. 2. To use a more specific search, from the Find names in pull-down list, choose the option you would prefer, student accounts are listed as Cox College student {name} e.g. Technology Support Services /Student Technology Information Manual 14

15 In the Display name text box, type the last name of the person you are looking for OR For a more specific search, In the Last Name text box, type the last name of the person you are looking for In the First Name text box, type the first name of the person you are looking for Technology Support Services /Student Technology Information Manual 15

16 3. OPTIONAL: To aid your search you may also want to provide Title, Alias name, Company, Department, Office, and/or City information in the appropriate fields NOTE: For College purposes, the most useful of these fields are Title, Department, and/or Office. 4. Click FIND All students or faculty/staff with that last name or a last name starting with those letters will be displayed with their contact information. NOTE: You may need to scroll to the right or increase window size to view addresses in their entirety. 5. To exit, click CLOSE Using Rules Creating a Rule Creating rules is an easy way to filter incoming s messaged to where they belong, or they can be set up to pass messages on to others. Technology Support Services /Student Technology Information Manual 16

17 1. On the Outlook Sidebar, click RULES 2. On the toolbar, click NEW... The Edit Rule dialog box appears. 3. OPTIONAL: In the Rule Name text box, type a name for the rule 4. In the When a message arrives section, specify what type of messages you want the rule applied to: NOTE: You can set multiple criteria for each rule, to get exactly the specifications you want. a. To make the rule based on who sent the message, in the From field contains text box, type the alias or address of the user name b. To make the rule based on words in the subject of the message, in the Subject contains text box, type the words c. To make the rule based on the importance setting of the message, from the Importance is pull-down list, select the importance d. To make the rule based on who the message was sent to, in the People or Distribution List text box, type the alias or address of the user name or distribution list e. To make the rule based on messages that are sent only to you, select Sent only to me 5. In the Then section, select what is to be done with the incoming message: NOTE: If you select an option with underlined text, click the underlined portion to enter a value. a. To move the message to a folder, select Move it to the specified folder b. To copy the message to a folder, select Copy it to the specified folder c. To delete the message, select Delete it d. To forward the message to someone, select Forward it to and type their alias or address Technology Support Services /Student Technology Information Manual 17

18 6. Click SAVE AND CLOSE The rule will apply to all new incoming mail. Editing a Rule Sometimes you will want edit your rules, such as if you gained a new group member, or want to make a rule more specific it is easy to change. 1. On the Outlook Sidebar, click RULES 2. Double click the rule you want to modify OR a. Select the rule you wish to modify b. Click CHANGE RULE Make any necessary changes 4. Click SAVE AND CLOSE Deleting a Rule When a rule is no longer used or needed, the rule can be deleted 1. On the Outlook Sidebar, click RULES 2. Select the rule you want to delete 3. Press [Delete] OR Click DELETE The rule is now deleted. Deleting Items Deleting Messages When you no longer need to keep a message, you can remove it with a simple click of a button. If, by accident, you should happen to delete a message you want to keep, it is still retrievable as long as you do not empty the Deleted Items folder, or if you recover it immediately after emptying the Deleted Items folder. NOTE: Emptying the Deleted Items folder is the only way to permanently remove an item from Outlook. Delete Button Method 1. With the message selected in the messages list or with the message window open, click DELETE The message is sent to the Deleted Items folder. 2. OPTIONAL: To permanently delete the message(s), Empty the Deleted Items Folder Drag and Drop Method NOTE: This option is only available for Windows users. Technology Support Services /Student Technology Information Manual 18

19 1. From the Outlook sidebar, click INBOX The Inbox messages appear. 2. Select the message(s) to be deleted 3. Drag and drop the message(s) into the Deleted Items folder The message is sent to the Deleted Items folder. 4. OPTIONAL: To permanently delete the message(s), proceed with Emptying the Deleted Items Folder Emptying the Deleted Items Folder Once you have deleted a message from a folder, the Deleted Items folder must be emptied to permanently clear the message from Web Outlook. You can also delete selected items from the Deleted Items folder, rather than delete all items at once. Deleting Selected Items 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. Select items to permanently delete by pressing the [Ctrl] key and clicking the items 3. Click DELETE A dialog box appears, asking if you wish to permanently delete the selected items. 4. Click OK The selected items are permanently deleted. Deleting All Items: Quick Menu Option 1. From the Folders list, right click DELETED ITEMS» select Empty Deleted Items A confirmation dialog box appears. 2. Click OK All items in the Deleted Items folder are permanently deleted. Deleting All Items: Toolbar Option 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. From the toolbar, click EMPTY DELETED ITEMS A confirmation dialog box appears. 3. Click OK All items in the Deleted Items folder are permanently deleted. Recovering Permanently Deleted Messages Outlook gives you the ability to recover items that you have recently permanently deleted from the Deleted Items folder. This should be done as soon as possible to ensure that they are still recoverable. 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. Technology Support Services /Student Technology Information Manual 19

20 2. On the toolbar, click RECOVER DELETED ITEMS The Recover Deleted Items dialog box appears. 3. Select the message(s) you would like to recover 4. Click RECOVER 5. When finished recovering messages, click CLOSE Retrieving Messages from the Deleted Items Folder If you have accidentally deleted a message that you want to keep, you can retrieve it. However, this is only true if the message has not been deleted from the Deleted Items folder. NOTE: Items which were recently permanently deleted from the Deleted Items folder may be recovered. To recover permanently deleted items, see Recovering Permanently Deleted Messages. Forwarding Method 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. To open the message you want to keep, double click it 3. Forward the message to yourself The message will now appear in your Inbox. Move Method 1. Select the message(s) you want to move 2. On the toolbar, click MOVE/COPY The Move/Copy Item dialog box appears. 3. Select the folder you want to move the messages into 4. Click MOVE The messages are moved to the desired folder. Drag and Drop Method 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. To select a message to be transferred to the Inbox, click the message Technology Support Services /Student Technology Information Manual 20

21 3. Drag and drop the message to the Folders list, into the Inbox folder The message moved to the Inbox folder. Another way to check for recently deleted Items 1. From the shortcut bar on the left Click OPTIONS 2. Scroll down to the bottom of the options page and click View Items to view and recover items that were recently emptied from your Deleted Items folder. 3. Select items you want to recover and then click the Recover Icon 4. Recovered items will be moved back to your Deleted Items folder. Working with Folders Outlook Folders Technology Support Services /Student Technology Information Manual 21

22 The Web Outlook Folders list contains eleven default folders. To select a folder, click the name of the folder beside the folder icon. When a folder holds an unread message, the folder name will appear in bold. To become familiar with the function of each folder, read the following descriptions. NOTE: To show the Folders list, from the Outlook sidebar, next to Folders, click SHOW/HIDE FOLDERS. The Folders list appears. Folder Icon Name Function Calendar Store meeting times, appointment information, and view your calendar by day, week, or month. Contacts Store the names and personal information of common contacts, distribution lists, and related information. Deleted Items Store and access messages that you have temporarily deleted, or delete items permanently. Drafts Store saved drafts of messages before you send them. Inbox Store new and saved mail. Journal Compose and store your personal journal notes. Junk Store junk mail. Notes Compose and store your personal notes. Outbox Store messages whose delivery is incomplete due to either server problems or scheduled delivery delay. Sent Items Store a copy of each message you have sent. Tasks Compose and store lists of tasks you have to do. Creating Folders Technology Support Services /Student Technology Information Manual 22

23 It may be necessary, at times, to manage the many items you might receive on your Outlook Webmail account. To help you keep various items in order, Outlook Webmail allows you to create new folders in addition to the default folders already provided. For large amounts of information, you may want to create subfolders for more efficient organization. The following instructions tell you how to create new folders and subfolders: 1. On the toolbar, from the New pull-down list, select Folder. 2. The Create New Folder dialog box appears. 3. In the Name text box, type a name for your new folder in this case we have a folder named Faculty Mail 4. In the folder directory, select a location for the new folder in this case we want it in the main directory so we selected JPH 5. Click OK Your new folder will appear in the Folders list, which automatically alphabetizes folders by title. Creating Subfolders Technology Support Services /Student Technology Information Manual 23

24 1. From the Folders list, select the folder in which you would like the subfolder to appear 2. On the toolbar, from the New pull-down list, select Folder The Create New Folder dialog box appears. 3. In the Name text box, type the title of your new folder 4. Select which branch on the folder directory the new folder will be placed 5. Click OK Your new folder will appear in the Folders list, which automatically alphabetizes folders by title. Organizing with Folders For more efficient organization in your Web Outlook account, it may be necessary to alter the arrangement of your messages and folders. The following instructions explain how to move both messages and folders on Outlook Webmail. Moving Messages There are two methods for moving messages: the Move/Copy Icon Method and the Drag and Drop Method Moving Messages: Move/Copy Icon Option 1. From the Folders list, select the folder that contains the message you would like to move 2. From the Folder Contents, select the appropriate message(s) HINT: You can select contiguous or non contiguous messages with this option. To select contiguous messages, click the first message of the group and then press [Shift] and click the last message. To select non contiguous messages press [Ctrl] and click each message. Selected messages will be highlighted. 3. From the toolbar, click MOVE/COPY The Move/Copy Item dialog box appears. 4. Select the folder in which you would like the message to appear Technology Support Services /Student Technology Information Manual 24

25 5. To move the message to the selected folder, click MOVE To place a duplicate copy of the message to the selected folder, click COPY 6. To assure that the message has been placed in the correct folder, from the Folders list select the appropriate folder The message should appear in the contents of the folder or subfolder. Moving Messages: Drag and Drop Option 1. From the Outlook sidebar, click FOLDERS The Folders list appears. 2. From the Folders list, select the folder that contains the message(s) you want to move The folder's contents will appear. 3. Select the message you wish to move 4. Drag and drop the message into the desired folder Moving Folders There are two methods for rearranging folders: Quick Menu Option and Drag and Drop Method Moving/Copying Folders: Quick Menu Option 1. In the Folders list, right click the folder you want to move/copy The Move/Copy Item dialog box appears 2. From the Move/Copy the selected items to the folder scroll box, select the destination folder 3. To move the message to the selected folder, click MOVE To place a duplicate copy of the message in the selected folder, click COPY Technology Support Services /Student Technology Information Manual 25

26 Moving Folders: Drag and Drop Option 1. From the Outlook sidebar, click FOLDERS The Folders list appears. 2. From the Folders list, select the folder you want to move in this case we have a folder named Nursing Folder 3. Drag and drop folder into the desired folder Deleting Folders If you find that you have folders or subfolders that are no longer of use to you, you can delete them. When a folder is deleted, it moves to the Deleted Items folder. Deleting Folders: Drag and Drop Option 1. From the Folders list, select the folder you wish to delete NOTE: You can not delete the eleven default folders. 2. Drag and drop the folder into the Deleted Items folder Deleting Folders: Quick Menu Option 1. In the Folders list, right click the folder you want to delete» select Delete NOTE: To retrieve a folder from the Deleted Items folder, before you exit, open the Deleted Items folder, select the folder, and move the folder to the desired location. Working with Attachments Accessing Attachments Often, you will receive messages that will have files attached for you to view through Word, Notepad, Excel, or other programs. Most attachments can be accessed directly, but some attachments must first be saved to your disk before opening them. If this is the case, a pop-up window will appear alerting you to this. See Saving Attachments for instructions on saving an attachment to your disk. In outlook the paper clip shown next to the denotes an attachment Technology Support Services /Student Technology Information Manual 26

27 Opening Attachments 1. To open an message, double click it The message appears in a new window. 2. Click the attachment you want to open The File Download dialog box appears. 3. Click OPEN The attachment opens in the appropriate program. Saving Opened Attachments 1. With the attachment open, from the File menu, select Save As... The Save As dialog box appears. 2. Using the Save in pull-down list, navigate to the appropriate save location 3. In the File name text box, type the name and appropriate file extension for the file you are saving (e.g., a copy of your syllabus created in Word: fallsyllabus.doc) 4. Click SAVE The file is now saved to the desired location. Saving Attachments Before Opening Them 1. To open an message, double click it The message appears in a new window. 2. From the Attachments section, right click the attachment's hyperlink >> select Save Target As... The Save As dialog box appears. 3. Using the Save in pull-down list, navigate to the appropriate save location 4. Click SAVE Technology Support Services /Student Technology Information Manual 27

28 Attaching Files It is often necessary to attach files from Word, Notepad, Excel, or other programs to messages you send to people. 1. Compose a new mail message 2. When finished typing the message content, from the Message toolbar, click ADD ATTACHMENT OR Click ATTACHMENTS The Attachments dialog box appears. 3. Under Choose a file to attach, type the path of the attachment (e.g. H:/Folder/file.doc) OR To select the attachment from a file: a. Click BROWSE... The Choose file dialog box appears. b. Using the Look in pull-down list, locate and select the file to attach c. Click OPEN The Attachments dialog box reappears 4. Under Add the file to the list, click ATTACH The file is now listed in the Current file attachments section and will be sent with the message. 5. OPTIONAL: If you wish to attach additional files, repeat steps To return to the message, click CLOSE The attachment(s) are listed next to Attachments. 7. Click SEND The message and attachment(s) are sent together. Deleting Attachments When composing a message, you may change your mind about sending an attachment and wish to delete that attachment so it is not sent with the corresponding message. However, attachments can be deleted only before the corresponding message is sent. 1. After an attachment has been added, from the top of the New Message window, Left click the attachment to be deleted, it is then highlighted 2. Right Click the attachment(s) to be deleted Click REMOVE The attachment(s) are now deleted from the message. 3. To return to the message, click CLOSE Technology Support Services /Student Technology Information Manual 28

29 Customizing Outlook Web Access Microsoft Office Outlook Web Access provides several ways to customize program features, functionality, and appearance: To customize these features, click Options in the Navigation Pane. The Options page is displayed From here you are able to Out of Office Assistant: Automatically reply to you receive Messaging Options: Customize messages and message views Reading Pane Options: Mark previewed items as read or unread Spelling Options: Set up the spelling checker Security: Set up security Privacy and Junk Prevention: Help protect your privacy Appearance: Change the color scheme Calendar Options: Set date and time formats and customize your calendar view Reminder Options: Set reminders for calendar items and tasks Contact Options: Customize address book searches Recover Deleted Items: Recover items you ve deleted Important When you change any settings for the following options, you must click Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 29

30 Out of Office Assistant: The Out of Office Assistant will automatically reply to you receive although you re not in your office these are the default Settings. Default setting is I m currently in the office Select the Out of Office Assistant Set the auto reply response to I m currently out of the office Select click Save and Close for your changes to take effect. Important Please remember that when you want the Out of Office Assistant deactivated follow steps 1 and 2 and then select I m currently in the office Also remember that if you setup an Out of Office response and plan not to view your mail for some time, your account quota may go over its 10 megabyte limit. If that is the case than any messages that you receive will be bounced back to the sender and you will not receive them. Technology Support Services /Student Technology Information Manual 30

31 Messaging Options: You can customize your messages and message views by using this option. Your default setting for the number of items to display in your page view is To change the number of items displayed in your view page click 2. Then select how many you would like to be displayed Warning: The higher the number of pages displayed the longer it may take to display your view page as it has to load theses into that view. If you have a slow connection it is not recommended that you change the default setting of 25. To indicate what to display after you move or delete an item Under Messaging Options, in the list next to After moving or deleting an item, select an action. Outlook Web Access can open the next item in the list (the default), open the previous item, or return to the window you moved or deleted the item from and select but not open the next item in the list. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 31

32 To enable pop-up message notifications on your computer when you receive new messages 1. Under Messaging Options, select the Display a notification message when new mail arrives check box. To be notified with a sound when new messages arrive 1. Select the Play a sound when new mail arrives check box. To create, or edit a custom signature to each message you send 1. Click Edit Signature. 2. In the Signature dialog box, type and format the signature you want to use, and then click Save and Close. 3. Select the Automatically include my signature on outgoing messages check box. Now every time you send an your custom signature will appear at the bottom the To set the font you use for new, replied to, and forwarded messages 1. Click Choose Font. 2. In the Font dialog box, select a font, style and size, and then click OK. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 32

33 Mark previewed items as read or unread Use the following options to determine whether items displayed in the Reading Pane will be marked as read or left as unread. Even if you view an item in the Reading Pane, you may want to leave the item marked as unread as a reminder to return to it later. To mark items you view in the Reading Pane as read 1. Under Reading Pane Options, select the Mark item displayed in Reading Pane as read check box. 2. To set a delay for when the item is marked as read, type a number in the Wait [n] seconds before marking item as read text box. The default is five seconds. To mark items you view in the Reading Pane as read after you select another item in the list 1. Under Reading Pane Options, select the Mark item as read when selection changes check box. This is the default setting. To leave items you view in the Reading Pane marked as unread 1. Under Reading Pane Options, select Do not automatically mark items as read. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 33

34 Set up the spelling checker Use the following procedures to customize your spelling options. To prevent the spelling checker from checking words in UPPERCASE letters 1. Under Spelling Options, select the Ignore words in UPPERCASE check box. To prevent the spelling checker from checking words that contains numbers 1. Under Spelling Options, select the Ignore words with numbers check box. To automatically check spelling before a message is sent 1. Under Spelling Options, select the Always check spelling before sending check box. Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries. To select a dictionary 1. Under Spelling Options, select a language from the drop-down list. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 34

35 Set up security You can help make your messages more secure by using a message encryption protocol called Secure/Multipurpose Internet Mail Extension (S/MIME). With S/MIME you can digitally sign your messages to help protect them from tampering while in transit. The digital signature also certifies to the recipient that the message is from you. You can also encrypt the message contents to help prevent unauthorized recipients from reading the message. 2. To use S/MIME with Outlook Web Access, you must have the following: Microsoft Windows XP or Windows Microsoft Internet Explorer 6 or later. A computer that allows you to download and install the S/MIME Control. Valid digital certificates for sending digitally signed messages or receiving encrypted messages. 2. To download and install the newest version of the S/MIME Control on your computer, under E- mail Security, click Download. If an older version of the control is already installed on the computer, under Security, you may need to click Re-install to update it. 3. When the file download dialog appears, choose Open or Run. or The S/MIME Control file will be installed on your computer. When the control is installed on your computer, the toolbar on the new message form will contain the following buttons: Allows you to digitally sign the message. Allows you to encrypt the contents of the message, including attachments. To remove the S/MIME Control 1. In Control Panel, select Add or Remove Programs. 2. In the list of installed programs, select Microsoft Exchange Outlook Web Access S/MIME, and then click Change/Remove. Technology Support Services /Student Technology Information Manual 35

36 Help protect your privacy Outlook Web Access helps you control unwanted and unsolicited messages ("junk ") and block links to external content that can make you the target of junk messages. Turn on the junk filter 1. Under Privacy and Junk Prevention, select the Filter Junk check box. 2. To add or modify addresses or domains in your junk lists. For more detailed information see Manage junk under the help option Block external content in HTML messages HTML messages you receive can include links to external content, such as pictures or sounds. These links aren't the kind that are underlined (hot) and that you click on. They are references in the HTML source code to an external location on the Internet, such as a Web site. When you open or preview the message, your computer downloads the external content so that the picture can be displayed or the sound played. This is typically done by legitimate senders to avoid sending large messages. However, junk senders use the downloading of external content by your computer to verify your e- mail address as "live." Once they know there is a real person associated with your address, you can then become the target of more junk . External content used to identify you in this way is called a Web beacon. To prevent Outlook Web Access from downloading Web beacons, under Privacy and Junk Prevention, select the Block external content in HTML messages check box. Technology Support Services /Student Technology Information Manual 36

37 Choose how to reply to read receipt requests In addition to requesting a read receipt for messages you send, you can, as a recipient, choose whether to send a read receipt whenever one is requested of you. To send a read receipt automatically whenever one is requested, select Always send a response. To never send a read receipt, select Do not automatically send a response. About message receipts Microsoft Office Outlook Web Access allows you to confirm the receipt of a message you have sent. This confirmation can be done with new messages, or when you reply to or forward another person's message. When you request a message receipt, you'll receive a notification in your Inbox when your message was delivered and when it was opened by the recipient. When you send a message that contains a receipt request, you will receive one or both of the following in your Inbox, depending on your selection: Delivered: <subject>, where <subject> is the subject of the message you sent. To see the date and time the recipient received the message, double-click the receipt. Read: <subject>, where <subject> is the subject of the message you sent. To see the date and time the recipient opened the message, double-click the receipt. Request a message receipt When you request a message receipt, notification is delivered to your Inbox indicating that a message you sent was successfully delivered. In addition, you can also request to be notified when the message is actually opened by the recipient. 1. When you compose your message, on the toolbar, click Options. 2. To request that you be notified when your message is opened by the recipient, in the Message Options dialog box, select the Request a read receipt for this message check box. 3. To request that you be notified when your message is delivered, select the Request a delivery receipt for this message check box. Technology Support Services /Student Technology Information Manual 37

38 Change the color scheme You can customize the appearance of Outlook Web Access by selecting a color scheme that matches your current Windows theme or color scheme. To change the color scheme 1. Under Appearance, in the drop-down menu, select a color. 2. For this example I will choose Burgundy: For all Options make sure you select Save and Close for your changes to take effect. Set date and time formats 1. To set the date and time formats used in your message folders and calendar items, use the dropdown lists to select your preferred format for the different styles. Note The date and time formatting options may vary, depending on the language configured for Internet Explorer. Outlook Web Access uses the browser language setting to provide regionspecific options. Technology Support Services /Student Technology Information Manual 38

39 Customize your calendar view You can customize your calendar using Calendar options. 1. To set the day your calendar displays as the beginning of the week, select the appropriate day from the Week begins on list. 2. To set the times Outlook Web Access will display for each business day, select the appropriate times from the Day start time and Day end time lists. 3. To select when Outlook Web Access will begin numbering weeks for the current year, select the appropriate option from the First week of year list. The week numbers are displayed in the date picker window in Calendar. If you don't want weeks to be numbered, select Do not display week numbers. Set reminders for calendar items and tasks 1. To receive reminder messages before your appointments and meetings, select the Enable reminders for Calendar items check box. 2. To receive reminder messages for tasks that are coming due, select the Enable reminders for Task items check box. 3. To also be reminded with a sound, select the Play a sound when a reminder is due check box. 4. In the Default reminder list, select the amount of time before the item occurs that you would like to receive a reminder. For more information about reminders, see About Calendar reminders or About task reminders in under the help option Technology Support Services /Student Technology Information Manual 39

40 Customize address book searches You can select which address book to search first when resolving the name of a contact. 1. To set your organization's address book as the first place to search, select Global Address List. 2. To set your personal contacts as the first place to search, select Contacts. Recover items you've deleted After you delete an item from your Deleted Items folder it is permanently deleted. However, you can recover a deleted item if you change your mind about deleting it. Important Deleted items are recoverable only for a limited time. The amount of time you have to recover an item is configured on the computer running Exchange Server. For more information, contact a system administrator in your organization. In the Navigation Pane, click Options. Under Recover Deleted Items, click View Items. Tip Another way to open this window is to select your Deleted Items folder from the Navigation Pane, and then click Recover Deleted Items on the toolbar. In the Recover Deleted Items dialog box, select the item you want to recover. Hold down CTRL or SHIFT to select multiple items. Note If the item you want to recover isn't there, it's likely that the recovery time has expired for that item. To return the selected items to your Deleted Items folder, click Recover on the toolbar, or click Permanently Delete to permanently destroy the items. Technology Support Services /Student Technology Information Manual 40

41 Barracuda Spam Firewall SPAM Filtering FAQ This FAQ is here to provide assistance surrounding the use of our Internet Mail Filtering Software Barracuda Spam Firewall What is Barracuda? Barracuda is a product which CoxHealth has purchased to reduce the amount of SPAM received. If the spam filter (Barracuda) identifies an as spam, it will be blocked and deleted. If the spam filter believes an is likely spam, but is not entirely confident, it will quarantine that . If any of your is quarantined, you will receive a "Spam Quarantine Summary" that lists the last 15 quarantined s for that day. You can only access or modify Barracuda from within the college since you have to be on the internal network Why am I still receiving Spam? Barracuda scans each as it is received. The is then checked for virus(s). Based on the content of the message, Barracuda will score the and either deliver, quarantine or block it. The higher the score the more likely it is spam. The quarantine web interface is for that may or may not be legitimate. How do I access the quarantine web interface? Technology Support Services /Student Technology Information Manual 41

42 What is my username and password for the quarantine web interface? Your username and password is the same as the one you use to login to your computer. I am expecting an and have not received it, where is it and what do I do? If you are expecting an and have not received it please go to the quarantine web interface Log in to Barracuda to see if your message has been quarantined. If it is not there it is still possible that the server of the sender has not yet sent the . What is a quarantine summary ? The Quarantine Summary that you receive from Barracuda has a link at the bottom of the (To view your entire quarantine inbox or manage your preferences, click here). If you click on it you will be taken to your quarantine inbox. That link will only be valid for three days. After three days if you click on the link you will be required to login. If you forward your quarantine summary report to another user they may be able to gain access to your quarantine inbox if it is with in three days of the being sent to you. Technology Support Services /Student Technology Information Manual 42

43 Why have I not received a quarantine summary from Barracuda? You will only receive a quarantine summary from Barracuda if an has been quarantined. You can view the quarantine web interface at anytime by going to the following webpage The username and password are the same as your Network logon. Why does certain received always go to the quarantine interface? And how do I send it to me directly? Barracuda scored the high enough to rate it as possible SPAM. If you wish to have it directly sent to your Outlook inbox, you will need to Whitelist the message. From that point on it will be sent directly to you. You may click on the Deliver option to have the quarantined delivered to your inbox. What do I do with the SPAM that I still receive? If you still receive SPAM please log in to your quarantine inbox ( Click on the Preferences tab. Under the Blocked Addresses and Domains (Blacklist) type the name of the sender that you no longer wish to receive from and click Add. After you have done that please forward the SPAM on to either SPAM - Offensive or SPAM - Unsolicited which you can locate in your Outlook Global Address Book. Terms Whitelist- A Whitelist is a list of addresses from which you always wish to receive messages from. Blacklist-A Blacklist is list of senders from whom you never want to receive messages from. Barracuda will immediately discard messages from senders on your Blacklist. Theses messages are deleted and can not be recovered. SPAM- Unsolicited , often of a commercial nature, sent indiscriminately to multiple mailing lists, individuals, or newsgroups; junk . Two spam filtering terms are useful to know. "Whitelisting" tells the spam filter to never treat from a given address as spam. The opposite of "whitelisting" is "blacklisting". "Blacklisting" tells the spam filter to always treat an address as spam. Technology Support Services /Student Technology Information Manual 43

44 When working in the Computer Labs, it is important for ALL students to log on as themselves. If you sit down at a workstation and do not have to log on, it means that the previous user did not log off and the machine is still mapped to the previous student's G: drive. You will need to log the previous student off and then log on as yourself. When you log on, you are connected to the Cox College network and drives are mapped for access to your data, and your profile settings are reestablished. The following document covers the basics of working with Windows XP as well as some basic Windows XP operations. PLEASE LOG OFF THE COMPUTER WHEN YOU HAVE FINISHED The basics of working with Windows XP Logging on to an XP Station Before you begin the connection process you want to make sure that the last person logged off. If you see the Welcome to Windows dialog box the last person logged off when they were done working. If you see the standard desktop or a program open, you must log off the previous user. To do this, refer to the instructions for Logging off an XP Station at the end of this document and then continue with the appropriate section below to log in as yourself. Login as Yourself 1. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together. Technology Support Services /Student Technology Information Manual 44

45 2. In the User name text box, type in your Cox College username HINT: This is the same as your username using the following format; First letter of your first name First letter of your last name The last four digits of you social security number. 3. In the Password text box, type your password NOTES: If this is your first time logging on to the lab computers, you will be forced to change your password. For information on passwords, including how to change your password, see Changing your Windows XP Password at the beginning of this document. 4. Verify that the domain is COX If not, from the Log on to pull-down list, select COX 5. Click OK Opening Programs 1. Click on the Start menu 2. Programs are available through the Start menu - Select All Programs A list of the available programs on that computer appears. Some programs are arranged in folders based on the type of program such as Microsoft Office Other programs may be listed without folders in the menu 3. From the list of programs, select the appropriate program to launch it Technology Support Services /Student Technology Information Manual 45

46 Closing Programs Closing programs before logging off helps protect your data and is strongly recommended. The following generic instructions will work with most Windows programs. 1. If necessary, save your work For information on saving your work, see Saving Files in this document. 2. From the File menu, select Exit Protecting Your Workstation and Data Locking Your Workstation NOTE: If you leave your computer even for a short time, we always recommend that you lock your workstation. Locking your workstation prevents anyone from having unauthorized access and prevents anyone from using your station, making modifications to your data or files, and prevents access to your personal drive. When you lock your workstation all your programs will remain running for quick access when you return to your computer. To lock your lab computer. The following screen appears 1. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together. 2. Click The Computer Locked dialog box appears. Technology Support Services /Student Technology Information Manual 46

47 Unlocking Your Workstation To Unlock you Lab computer. 1. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together. 2. In the Password text box, type your password 3. Click OK You are returned to the Windows XP desktop. Logging off an XP Workstation Remember to log off your workstation when you are finished using it. Failure to log off can result in unauthorized access and modifications to your data and files. Save your work and close all programs that are currently open to prevent problems such as possible data loss. There are 3 ways to log off the Computer. Method 1 1. From the Start menu, select Log Off 2. The Log Off Windows dialog box appears. 3. Click LOG OFF The Welcome to Windows dialog box appears. Technology Support Services /Student Technology Information Manual 47

48 Method 2 Save your work and close all programs currently open to prevent problems such as possible data loss. 1. From the Start menu, select Shut Down The Shut Down Windows dialog box appears. 2. From the What do you want the computer to do pull-down list, select Log off (your username) 3. Click OK OR Press [ENTER] The Welcome to Windows dialog box appears. Method 3 1. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together. 2. Click 3. The Log Off Windows dialog box appears. 4. Click OK OR Press [ENTER] The Welcome to Windows dialog box appears. Technology Support Services /Student Technology Information Manual 48

49 Login Troubleshooting Q. You receive a message that your username or password is invalid 1. Make sure the CAPS lock is not on when logging in: XP notifies you via a tool tip to let you know if your Caps Lock key is depressed when typing your password to log in to your Account. This tool tip will also occur with any authentication dialog box, including web site login dialogs. 2. Make sure that you enter your username when you login: you may have entered your password but not changed the login to your username Q. You get the following error message when you try to login Verify that the domain is COX If not, from the Log on to pull-down list, select COX Technology Support Services /Student Technology Information Manual 49

50 Saving Files It is important to know how to save your files properly when you are working in the computer Labs. You can use a 3.5 inch high density formatted diskette for saving and transporting your data. We recommend that you carry a 3.5 inch high density formatted diskette for storing and/or backing up your word processing and other files. The only draw back when using a floppy disk is that its capacity to hold data is small only 1.44 megabytes. You can also use a USB Jump Drive (USB stands for Universal Serial Bus) They are called many things, jump drives, thumb drives, pen drives, USB drives, keychain drives, but whatever you call them, these jump drives are really handy and an awesome tool for anyone who needs quick backups of important data, such as spreadsheets or word documents. Apart from the physical size the jump drive (etc) may come in, what is more important is the actual size of how much data it can store; these drives come in the following sizes: 64 Megabytes Very Small not recommended 128 Megabytes Small to Medium size 256 Megabytes Medium size (Best buy usually) 1 Gigabyte the largest size (Expensive) If you need more advice on one of these devices please ask one of the Technology Support Coordinators they will be happy to assist you. We recommend that you save to the G: drive, which is a private storage area for your files on the student server (not accessible from outside the college). You also have the option of saving to the A: drive, which is the floppy diskette drive. Also, it is important to save frequently to several sources to avoid data loss. Q: Can I save files on the local hard-drive of lab computers? A: It is not advisable to save files directly to the lab computers hard-drive. First, it makes the file only accessible on that workstation. Second, the workstations are refreshed at varying times which would result in a loss of your file. All students have been given file storage space on a network drive. This space is private and cannot be accessed by anyone but you. In addition, it is backed up by Information Systems and is accessible on any workstation regardless of which one the file was created. Q: How do I save to my network drive? A: To save to your network drive simply browse the save location to the drive listing with your username. For example, it will read username on coxhealth.com\root\user (G:\). For jd1111 it would appear as: jd1111 on coxhealth.com\root\user (G:\) Q: How do I retrieve or access files that I saved to my network drive space? A: Using the open file command in the software, browse to the network drive location (username on coxhealth.com\root\user) and select the appropriate file. Example: jd1111 on 'coxhealth.com\root\homedrive' (G:) Technology Support Services /Student Technology Information Manual 50

51 Choose open to launch the file. The Save As dialog box will be used for determining where your file is saved and the name that it is given. The graphic opposite is an example of the Save As dialog box in Word. The dialog box in different programs, such as Excel and PowerPoint, will look slightly different, but the elements are usually the same. Saving a File to a Disk for the First Time This procedure is also used when you want to save a copy of the active file to a second location for a backup or to create a copy of the file with a different name. With the appropriate program open, from the File menu, select Save As... The Save As dialog box appears. Technology Support Services /Student Technology Information Manual 51

52 The Save In dialog box window appears 1. From the Save in pull-down list, select the drive where you want your file to be stored 2. In the File name text box, type your preferred name for the file 3. Click SAVE The file is saved to the drive you selected. Saving a File that has Already Been Saved 1. From the File menu, select Save NOTE: The disk copy of your file will be updated to reflect the current version of the file. Cutting, Copying, & Pasting Text Cutting, copying, and pasting are convenient ways of having control over your text. Once you cut or copy your text it will be saved onto what is called a Clipboard. In order to paste any of the cut or copied text, you must use the paste option or select the text from the Clipboard. The following instructions will show you how to use the Clipboard to cut, copy, and paste text. Cutting, Copying, and Pasting These commands are used to rearrange paragraphs, sentences, or words in your document with ease. Before you cut, copy, and paste your text, the text must be selected. For information on how to select text, see Editing a Document. Cut or copied text is saved to the Clipboard (a special storage area) to be pasted elsewhere in your document. The difference between Cut and Copy is that cut text is removed, while copied text is simply copied; it remains in its original location while a copy or "picture" of it goes onto the Clipboard. HINTS: Text can be pasted within the same document or into different documents. You may cut or copy as little as a character of text or as much as an entire document. Technology Support Services /Student Technology Information Manual 52

53 Cutting and Pasting Cut text is removed from its original location and placed on the Clipboard to be pasted. Up to 24 items can be stored on to the Clipboard. For instruction on how to use the Clipboard, see Using the Clipboard. 1. Select the text that you wish to move 2. From the Edit menu, select Cut OR From the Standard toolbar, click CUT OR Press [Ctrl]+[X] The text will be removed from your document and temporarily stored on the Clipboard. 3. Use the mouse or arrow keys to place the cursor in the location where you would like to move the text 4. From the Edit menu, select Paste OR From the Standard toolbar, click PASTE OR Press [Ctrl]+[V] OR From the Clipboard task pane, click the item you want pasted Copying and Pasting Copied text is not removed from its original position; a duplicate copy of the selected text is placed on the Clipboard. Up to 24 items can be copied and saved onto the Clipboard. For instruction on how to use the Clipboard, see Using the Clipboard. 1. Select the text that you wish to copy 2. To copy the text, from the Edit menu, select Copy OR From the Standard toolbar, click COPY OR Press [Ctrl]+[C] A copy of the selected text will be placed on the Clipboard. 3. Use the mouse or arrow keys to place the cursor where you would like to insert the copied text 4. To paste the text, from the Edit menu, select Paste OR From the Standard toolbar, click the PASTE button OR Press [Ctrl]+[V] OR From the Clipboard task pane, click the item you want pasted Using the Clipboard The Clipboard is a feature that holds cut or copied items before pasting. Every Office 2003 program uses the same Clipboard, which is housed in a task pane. The Clipboard holds 24 items. Once the item(s) is cut or copied it is automatically saved into the Clipboard. Any time while you are using Word XP, you are able to select the item(s) in the Clipboard and paste it onto your document. Technology Support Services /Student Technology Information Manual 53

54 NOTE: Information on the Clipboard can be pasted multiple times. When the Clipboard contains 24 items and another item is cut or copied, the oldest item on the Clipboard will be deleted. To view the Clipboard: 1. From the View menu, select Task Pane 2. From the pull-down list on top of the task pane, select Clipboard The Clipboard task pane appears. To select items from the Clipboard: 1. Place your cursor where you want pasted text to appear 2. From the Clipboard task pane, click the text that you wish to paste into your document The text is pasted into the document. To clear individual items from the Clipboard: 1. Move the pointer over the item on the Clipboard that you want deleted 2. Click the arrow next to the item 3. Select Delete Technology Support Services /Student Technology Information Manual 54

55 To clear all items from the Clipboard: 1. On the Clipboard, click CLEAR ALL WARNING: All items on the Clipboard will be erased. Task Pane Upon starting any Office 2003 program, the Task Pane is present along the right side of the window. The Task Pane ends frequent trips to the menu bar by putting commonly used functions all in one area. You are able to create a new document, open an existing document, add clipart, or apply styles with a click of the mouse button. Showing/Hiding the Task Pane 1. From the View menu, select Task Pane the Task pane appears Viewing Other Task Panes Depending on what feature you are using, you may want to view another Task Pane. 1. Click the down arrow on the current Task Pane 2. From the menu that appears, select the desired Task Pane Technology Support Services /Student Technology Information Manual 55

56 Moving the Task Pane By default, the Task Pane is located on the right side of the window in a docked state. If you would like the Task Pane to be in a different location, it can be easily moved. The Task Pane can be either docked or floating. When the Task Pane is docked, it becomes part of the program window. When the Task Pane is floating, it is contained in its own window. To move the Task Pane: 1. Hold your cursor over the title bar The pointer now becomes a crossbar. 2. Click and drag the Task Pane to its desired location 3. OPTIONAL: To dock the Task Pane, drag it off the left or right edge of the screen 4. Release the mouse button Smart Tags Like the Task Pane, Smart Tags put commonly used functions at your fingertips. A Smart Tag is a button that appears after you perform a certain action. For example, after you paste text, a Smart Tag will appear giving you formatting options for the text. The tag will disappear when you begin typing text. Smart Tags also appear during AutoCorrect and when errors occur in Excel formulas. Overall, Smart Tags will help you stay informed on the options available to you at different instances when using Office To reveal your Smart Tag options, click the tag OR Press [Alt]+[Shift]+[F10] Smart Tags and AutoCorrect When Word AutoCorrects your text, a Smart Tag allows you to change or turn off the AutoCorrect feature. Your options and the implications are listed here using the example of automatically capitalizing the first letter of sentences. Option Undo Automatic Capitalization Stop Auto-Capitalizing First Letter of Sentences Control Auto Correct Options... Implication Selecting this option will affect only this occurrence of the capitalization in the current document. Selecting this option will correct this occurrence and turn off this option for all documents. Selecting this option takes you to the AutoCorrect dialog box where you can choose from multiple AutoCorrect options. Choices made here affect all documents. Technology Support Services /Student Technology Information Manual 56

57 Save As and Open Dialog Boxes The Save As and Open dialog boxes include a Places Bar which contains a list of shortcuts to locations where you are likely to save files. Using the Places Bar, you may go directly to a save location instead of going through layers of folders. The list of locations within the Places Bar includes the following: History Displays recently used folders and files in your profile on the C: drive My Documents Selects the Documents folder on your H: drive Desktop Selects the Desktop in your profile on the C: drive Favorites Selects the Favorites folder in your profile on the C: drive My Network Places Selects the My Network Places folder in your profile To select a shortcut from the Places Bar From the list of locations in the Places Bar, click the appropriate icon Using Help in Windows The Office XP Help system includes BACK and FORWARD buttons and a text-based Answer Wizard pane. To get to the Help system, open a Help window. The Microsoft Office Help (hereafter referred to as "Help") system provides concise, printable descriptions and procedures for virtually every possible Office topic. Every feature and view is explained, and the Help system offers suggestions regarding how to most effectively use the features in the program. NOTE: The same Help system is available in all Office programs (Excel, FrontPage, Outlook, PowerPoint, Publisher, and Word). This document uses PowerPoint and Word as a guide; however, you can easily substitute PowerPoint or Word for the Office program you are using. Technology Support Services /Student Technology Information Manual 57

58 keyboard Option: 1. To open a Help window, press [F1] on your keyboard and a Search dialog box will appear with the Office Assistant. Button Option: 1. To open a Help window, click HELP A Search dialog box will appear with the Office Assistant. Office Assistant Option: 1. Click the OFFICE ASSISTANT Their are a number of office assistants to choose from this is only one them. A Search dialog box will appear with the Office Assistant. 2. Type your question 3. Click SEARCH 4. Select the desired search result The Help window will appear. Menu Option: 1. From the Help menu, select Microsoft Help A Search dialog box will appear with the Office Assistant. OPTIONAL: To use the Contents, Answer Wizard, or Index area of Help, click SHOW The Answer Wizard feature is a natural language search engine. Entering key words here will usually result in a better search than a natural language question, however. Customized Toolbars In Office 2003, the toolbars are easily customized to include the buttons that you use most frequently. By default, the Standard and Formatting toolbars share one row in Word. The buttons that you have specifically chosen to have on the toolbar and that you use most frequently will be displayed here. Toolbar Options Technology Support Services /Student Technology Information Manual 58

59 When the Standard and Formatting toolbars share one row, each toolbar has a TOOLBAR OPTIONS button that will display additional buttons or button options. The buttons that you use less frequently, but still have chosen to have on the toolbar, will be displayed here. Arranging Toolbars If you prefer to arrange the Standard and Formatting toolbars one over the other: 1. From the Tools menu, select Customize... The Customize dialog box appears. 2. Select the Options tab 3. Check the Show Standard and Formatting toolbars on two rows box 4. Click CLOSE Adding and Removing Buttons The ADD OR REMOVE BUTTONS option on the Toolbar Options pull-down menu can be used to add buttons to the toolbar or remove them from the toolbar. Buttons can be added or removed by selecting them. A check mark means the button is currently selected and displayed on the toolbar. 1. Click TOOLBAR OPTIONS 2. From the Toolbar Options pull-down menu, select Add or Remove Buttons» Standard or Formatting 3. Select the option you would like to add or remove NOTE: A check mark means the button is currently selected and displayed on the toolbar. Technology Support Services /Student Technology Information Manual 59

60 About the Help Dialog Box The Help dialog box gives you three different ways of searching for your topic: Contents, Answer Wizard, and Index tab. Using the Help dialog box also gives you navigation and print options. While the Help dialog box may be a bit more complex, it can help you narrow your search. The Help dialog box gives you a toolbar with these useful options: Button Auto Tile Untiles Show/Hide Back Forward Print Options Action Tiles the work area and the Help dialog box so they do not overlap. Untiles the work area and the Help dialog box so they overlap. Shows or hides the list of topics. Navigates backward through the list of topic instructions. Navigates forward through the list of topic instructions. Prints the instructions currently in view. Displays a submenu of available options with the Help dialog box. Using the Help Dialog Box Searching for a topic with the Help dialog box means you will not have to go through the Office Assistant. You go directly to the dialog box to begin your search. In order to open the Help dialog box from the Help menu, Office Assistant must be turned off. Technology Support Services /Student Technology Information Manual 60

61 Using Help with the Office Assistant The Office Assistant is a character that helps you find the Help topics that you are looking for. Instead of going directly to the Help dialog box, you will ask the Office Assistant for help. In order to get help from the Office Assistant the Office Assistant must be turned on. 1. From the Help menu, select Microsoft (program name) Help OR On the Standard toolbar, click Microsoft (program name) Help EXAMPLE: From the Help menu, select Microsoft PowerPoint Help The What would you like to do? dialog box appears. 2. In the text box, type a word or phrase that describes the information you are searching for 3. Click SEARCH A list of related topics is displayed. 4. Select the topic that best suits what you are looking for The Microsoft (program name) Help dialog box appears showing the instructions for that topic. 5. To close the Help window, click the X in the top right corner 6. OPTIONAL: To hide the What would you like to do? dialog box, click outside the dialog box 7. OPTIONAL: To hide the Office Assistant, from the Help menu, select Hide the Office Assistant OR Right click the Office Assistant» select Hide To turn off Office Assistant: 1. From the Help menu, select Microsoft Help. The Office Assistant along with the what would you like to do? Dialog box appears. This is PowerPoint s help This example is for Microsoft Word 2. Right click the Show the Office Assistant» select Options... OR In the What would you like to do? dialog box, click OPTIONS The Office Assistant dialog box appears. 3. Deselect Use the Office Assistant 4. Click OK The Office Assistant disappears. To turn on Office Assistant: 1. From the Help menu, select Show the Office Assistant Technology Support Services /Student Technology Information Manual 61

62 To open the Help dialog box: 1. From the Help menu, select Microsoft Help. The Office Assistant along with the what would you like to do? Dialog box appears. This is PowerPoint s help EXAMPLE: From the Help menu, select Microsoft PowerPoint Help The Microsoft PowerPoint Help dialog box appears. Using the Help Dialog Box: Contents Tab Using the Contents tab means you will be searching throughout the entire library of Help topics to find your topic. This can be beneficial if a keyword search does not bring up any relevant topics. 1. Open the Help dialog box 2. Select the Contents tab A list of all the main Help topics appears. 3. From the list, double click a topic A sublist appears. HINT: To expand a topic, click the plus (+) next to the topic. NOTE: If another list of subtopics appears instead of the instructions, keep navigating through the list until your search is complete. Using the Help Dialog Box: Answer Wizard Tab The Answer Wizard tab functions a lot like the Office Assistant. You will type a question or topic and a list of topics related to your query appears. 1. Open the Help dialog box 2. Select the Answer Wizard tab 3. In the What would you like to do? text box, type a topic or question 4. Click SEARCH In the Select topic to display list, a list of topics related to your query appears. NOTE: If there are no topics that match your query, repeat steps 3 and Select a topic -The instructions for that topic appear on the screen to the right of the list. Technology Support Services /Student Technology Information Manual 62

63 Using the Help Dialog Box: Index Tab The Index tab searches via keywords. You have the choice of either typing in your own keywords or selecting from the list of keywords. 1. Open the Help dialog box 2. Select the Index tab 3. In the Type keywords text box, type keywords for your search topic OR From the Or choose keywords scroll box, select a keyword related to your search topic 4. Click SEARCH - A list of topics appears under Choose a topic. NOTE: If there are no topics that match your query, repeat steps 3 and Select a topic The instructions for that topic appear on the screen to the right of the list. ScreenTips show information about different elements viewed on the screen. ScreenTips is helpful if you are unsure about the function of a specific command or button, or if you want to know more about an option within a dialog box without actually experimenting on your document. There are three types of ScreenTips: Viewing ScreenTips for Menu Options, Toolbar Buttons, and Screen Region Viewing ScreenTips within a Dialog Box The Toolbar Button Rollover function Viewing ScreenTips for Menu Options, Toolbar Buttons, and Screen Regions Once activated, this ScreenTips function allows you to get information about any menu command, toolbar button, or screen region by simply clicking on the element. 1. From the Help menu, select What's This? 2. Click on any menu option, toolbar button, or screen region A dialog box containing information about your selection appears. 3. Click again anywhere on the screen to exit the ScreenTips function. To view another ScreenTips dialog box, repeat steps 1-3 Viewing ScreenTips within a Dialog Box This ScreenTips function allows you to get information about elements within a dialog box since you cannot access menu commands with a dialog box open on the screen. 1. In the upper right hand corner of any dialog box, click HELP 2. Click on any area within the dialog box A dialog box containing information about your selection appears. 3. Click anywhere on the screen to exit the ScreenTips function 4. To view another ScreenTips dialog box, repeat steps Technology Support Services /Student Technology Information Manual 63

64 Cox College Wireless Internet Access user guide Connect to the CCNHS wireless network 1. Click Start, 2. Then select Control Panel. 3. Click Network and Internet Connections. This will be different if you have selected Classic View before so you may see Network Connections so click Network Connections The Network and Internet Connections window opens 4. Right-click Wireless Network Connection. Select Properties The Wireless Network Connection Properties box opens From the Wireless Network tab Select the College wireless network CCNHS 7. Click Advanced, Technology Support Services /Student Technology Information Manual 64

65 8. You will see the following dialog box. 9. Select Any Available Network. 10. Check Automatically connect to non-preferred networks 11. Close the Advanced Popup window. 12. Select CCNHS again and press Properties, You will see the following dialog box. Make sure your settings match these: Technology Support Services /Student Technology Information Manual 65

66 13. Make sure that the Network Authentication is set to Open. 14. Make sure that the Data Encryption is set to Disabled 15. Make sure that the This is a computer-tocomputer (ad hoc) network check box is not selected 16. Click OK to close the Wireless Network Properties dialog box 17. Click the General tab. 18. Select Internet Protocol (TCP/IP), Click Properties. Technology Support Services /Student Technology Information Manual 66

67 19. The Internet Protocol (TCP/IP) Properties dialog box opens Click the General tab. 20. Click Obtain an IP address automatically. 21. Click Obtain an DNS server address automatically. 22. Click OK to close the Internet Protocol (TCP/IP) Properties dialog box. 23. Click OK to close the Wireless Network Connection Properties dialog box. 24. Select the network you want to connect to, and then click Connect. SUCCESS! Technology Support Services /Student Technology Information Manual 67

68 Checking network signal strength If your wireless Ethernet network is running slower than you expect, check your network signal strength. 1. Click Start, 2. Then select Control Panel. 3. Click Network and Internet Connections. The Network and Internet Connections window opens 4. Click Network Connections. The Network Connections window opens. 5. Right-click Wireless Network Connection. 6. Select Status. The Wireless Network Connection Status dialog box opens. The meter registers the signal strength for wireless Ethernet on your notebook if other computers with the same network name are within range of your notebook. Signal strength is affected by the distance between your wireless network devices, by radio interference, and interference from natural obstructions such as walls, floors, and doors. Technology Support Services /Student Technology Information Manual 68

69 Turning your wireless Ethernet on or off There are times, such as when you are flying in an aircraft, when you should turn off your wireless Ethernet network. You can also turn off wireless Ethernet to conserve battery power on your notebook. 1. Click Start, 2. Then select Control Panel. 3. Click Network and Internet Connections. The Network and Internet Connections window opens 4. Click Network Connections. The Network Connections window opens. 5. Select Enable to turn on wireless Ethernet or Disable to turn off wireless Ethernet. Frequently Asked Questions FAQ S How does wireless work? Basically, it's a radio signal between a transmitter and a receiver, which provides user s access to the Internet and Network Resources. The Wireless LAN Card replaces the Ethernet Cable, so you do not need to be plugged into a network socket. For wireless cards to work, users must be within range of a Wireless Access Port. Which wireless card is recommended when using the College Wireless LAN? A "WiFi b" or higher Wireless LAN Card is required such as "WiFi g" or a card that allows for both b or higher. Before you can connect to the College Wireless LAN, you will need to set-up your wireless equipment to access the Network. Refer to the CCNHS wireless setup guide above. How can wireless help me? One of the main advantages of the wireless network is that it provides mobility, allowing movement around Wireless Hotspots while still connected to the network. Students can study together in groups where access to the network is usually unavailable. You will be able to carryout research, study, access the internet, check your & obtain your files using your own Laptop, PDA or Tablet anytime. Can I do everything with a wireless connection that I could do with a wired connection? You'll be able to do everything from your portable machine that you would normally with a wired remote access connection except you will not be able to access you G drive or the College s or CoxHealth Intraweb sites, as these are network shared resources that you get when you log into the Cox domain.. The wireless network is not intended to replace the wired network, but is an addition to it. Technology Support Services /Student Technology Information Manual 69

70 Where can I use the College Wireless Lan? You can access the Wireless LAN from any area at Cox College. Do all PDA s support wireless? While not all PDA's support Wireless LAN, several manufacturers have adopted the b and g/b standard. Does a Wireless LAN card use extra battery power/life on my laptop? The wireless card uses up battery power since it is constantly sending a signal to the access port. The extra power used can be between 5% and 20% of the overall battery time between charges. What settings are required on my Wireless Hardware? The TCP/IP protocol for Wireless LAN card, set to obtain configuration automatically from DHCP server. All hardware set-ups for the Wireless LAN Network will have to be running the latest Anti-Virus Software. How do I get access to my G: drive files and College from a Wireless Connection? Since the wireless network is separated from the wired network for security reasons, you will be unable to retrieve files from your G: drive. You can check your by going to webmail.coxhealth.com while connected to the Internet through the Wireless LAN Network. What should I check if I think my Wireless LAN Connection is not working correctly? First you need to make sure that you are correctly connected to the CCNHS Wireless LAN, and not just connected:- If you think your Wireless LAN connection is not working correctly and before contacting Technology Support, please check the following: If you have a built-in Wireless LAN Card, it is not switched off or disabled. Some built-in Wireless Cards automatically turn off when the battery power is low. You are in range of a College Wireless LAN Access Port. You have a good/strong Wireless Signal. Confirm your Wireless connection is sending & receiving data. When troubleshooting a TCP/IP networking problem make sure that your TCP/IP protocol is configured to DHCP, check you have an IP address using the ipconfig command. You can use the ipconfig command to get host computer configuration information, including the IP address, subnet mask, and default gateway. Many times this is all the data you need to troubleshoot. If you are running Win9x, ME, use winipcfg command instead Technology Support Services /Student Technology Information Manual 70

71 1. Click Start, 2. Click Run, 3. Type cmd, 4. Click the Ok button, 5. Then Command Prompt will open 6. Type in the following at the Command Prompt: ipconfig 7. Press enter on your keyboard Also known as a return key, 8. You should se the following. This is an example only Enter IP Address : Subnet Mask : Default Gateway : Or Alternatively 1. Click Start, 2. Then select All Programs. 3. Select Accessories. 4. From the Accessories menu select Command Prompt 5. Type in the following at the Command Prompt: Ipconfig Press enter on your keyboard Technology Support Services /Student Technology Information Manual 71

72 6. Press enter on your keyboard - Also known as a return key, Enter 7. You should se the following. This is an example only IP Address : Subnet Mask : Default Gateway : Check the Date & Time is correct on the device, you will not get connected if the time is not synchronized. You can ping a web address i.e. ping you use the steps above to get to the command prompt. 1. Type ping You can ping any web address, but you need to make sure that it s a valid site and that it s currently online. Ping a popular site like etc 2. Press enter on your keyboard Also known as a return key, Enter 3. You should se the following. This is an example from Cox College s website If you get a reply then you are able to get out to the internet, as you can see above all 4 requests replied 4 packets were sent and all 4 were received with 0% loss. Anything other than this would mean there was a problem, make sure you have the web address spelt correctly ping coxcollege.edu will not work it must be ping I.E. or your browser is configured with standard security settings. You have a local firewall installed, which is blocking your Wireless LAN traffic. What should I do if my laptop does not automatically reconnect to the Wireless LAN when using the Windows Built-In Wireless Client? When you boot-up your computer after shutdown, from screen saver or hibernation mode, it should automatically reconnect to the Wireless LAN when within range. This normally takes a few seconds. Technology Support Services /Student Technology Information Manual 72

73 I am connected to the Wireless LAN, but when I start Internet Explorer I get a dialup box and web pages? If a dialup box appears when you load Internet Explorer, then you may need to change the "Connections" setting in Internet Explorer to start viewing WebPages. 1. Load Internet Explorer, click on Tools Internet Options, 2. Select "Connections" Now you can see the "Connections Box" 3. You will probably find that the "Always dial my default connection" option is selected. 4. You will need to change this to either "Dial whenever a network connection is not present" or "Never dial a connection" If later you use dialup and find it have stopped working, you may need to change the setting back to "Always dial my default connection". 5. Click the Ok button, What if I need help? The College does not support non-college hardware, however should you need assistance please contact Technology Support staff to assist you setting up your connection. The College will NOT take any responsibility for your private laptop/hardware or any problems that may arise. Technology Support Services /Student Technology Information Manual 73

74 COLLEGEWEB Please note that Ucompass is not the same as CollegeWeb and you can only access CollegeWeb from a lab computer and not from outside the College network CollegeWeb - the Cox College Intranet Site To access your instructor s files that they have assigned your class you will need to access the CollegeWeb site via one of the PC s in the computer labs. There is a shortcut on the Lab Computers desktop that will open this link for you. Click this shortcut to access the CollegeWeb Or If you are unable to use the shortcut open Internet Explorer on the lab PC s and type in collegeweb in the address field The following page will de displayed Click the following link Click the following Link from that page Click on the CLICK THIS FIRST link and run the batch file A pop up window appears select Open this will run the command to access the download page Go back to the student download page Click on GO TO Student Downloads - Open your instructor's folder. - Open your course folder. - Select the file and copy it to your G: Drive. - Once you have this in you G drive, you may then send it as an attachment or save to a jumpdrive etc. Please note that some files may be to big to and that these will use up your storage quota. Technology Support Services /Student Technology Information Manual 74

75 Explanation of the Keys on a Windows QWERTY Keyboard Q W E R T Y "The name "QWERTY" for our computer keyboard comes from the first six letters in the top alphabet row (the one just below the numbers). It is also referred to as the "Universal" keyboard. It was the work of inventor C. L. Sholes, who put together the prototypes of the first commercial typewriter in a Milwaukee machine shop back in the 1860's." ASCII (American Standard Code for Information Interchange), generally pronounced æski, is a character encoding based on the English alphabet. ASCII codes represent text in computers, communications equipment, and other devices that work with text. Most modern character encodings which support many more characters have a historical basis in ASCII. ASCII was first published as a standard in 1967 and was last updated in It currently defines codes for 128 characters. 33 are nonprinting, mostly obsolete control characters that affect how text is processed. Esc Key Esc Equivalent to clicking the Cancel button. In PowerPoint the Esc key will stop a running slide show. On a web page with animations, the Esc key will stop the animations. On a web page that is loading, the Esc key will stop the page from loading. The keyboard combination Ctrl + Esc will open the Start Menu. Function Keys A function key is a key on a computer or terminal keyboard which can be programmed so as to cause an operating system command interpreter or application program to perform certain actions. On some keyboards/computers, function keys may have default actions, accessible on power-on. Function keys on a terminal may either generate short fixed sequences of characters, often beginning with the escape character (ASCII 27), or the characters they generate may be configured by sending special character sequences to the terminal. On a standard computer keyboard, the function keys may generate a fixed, single byte code, outside the normal ASCII range, which is translated into some other configurable sequence by the keyboard device driver or interpreted directly by the application program. Function keys may have (abbreviations of) default actions printed on/besides them, or they may have the more common "F-number" designations. Technology Support Services /Student Technology Information Manual 75

76 F1 While working in an application, depressing this key will bring up the applications help menu. If there is no open application F1 will open Windows Help. F2 Choose this key to rename a selected item or object. F3 Depressing this key will display the Find: All Files dialog box. F4 Selects the Go To A Different Folder box and moves down the entries in the box (if the toolbar is active in Windows Explorer) F5 Refreshes the current window. In Internet Explorer, F5 will Refresh the web page. F6 Moves among panes in Windows Explorer. F7 F8 To get into the Windows 2000 / XP Safe mode as the computer is booting press and hold your "F8 Key" which should bring up the "Windows Advanced Options Menu". Use your arrow keys to move to "Safe Mode" and press your Enter key. Trouble Getting into Windows 2000 or Windows XP Safe mode - If after several attempts you are unable to get into Windows 2000 or Windows XP safe mode as the computer is booting into Windows turn off your computer. When the computer is turned on the next time Windows should notice that the computer did not successfully boot and give you the safe mode screen. F9 F10 Activates menu bar options. Use right and left arrows to select menus and down arrows to display pull down menus. F11 In Internet Explorer this key will allow you to toggle between full screen viewing mode and normal viewing mode. F12 Technology Support Services /Student Technology Information Manual 76

77 Print Screen Print Screen/SysRq Usually located at the upper right hand corner of your keyboard next to the Scroll Lock and Pause/Break keys. Often abbreviated PrtScr, the Print Screen key is a useful key supported on most PCs. In DOS, pressing the Print Screen key causes the computer to send whatever images and text are currently on the display screen to the printer. Some graphics programs and Windows, use the Print Screen key to obtain Screen Captures. Tab Tab This key can be used to move forward through options in a dialog box. Ctrl + Shift + Tab can be used to move backward through the options. Ctrl + Tab allows movement from one open window to the next in an application with more than one open window. Alt + Tab displays a list of open application windows. Keeping Alt depressed and selecting Tab cycles through the list. Releasing selects the highlighted application window. Caps Lock Caps Lock Locks the keyboard in "Capitals" mode (only applies to Alpha keys). The Caps Lock key should be used with caution. Using ALL CAPS is a usability no-no as many have difficulty scanning text that is ALL CAPS. Also, when sending in ALL CAPS, THIS COULD BE MISCONSTRUED AS SHOUTING AT SOMEONE. Shift Shift The obvious use of this key is to allow selection of capital letters when depressing the alphabet characters, or selecting the characters above other non-alpha keys. Depressing the Shift key while inserting a CD-ROM will bypass auto play. Shift + Delete to permanently delete a selected item, bypasses the Recycle Bin. Technology Support Services /Student Technology Information Manual 77

78 Control Key Ctrl Depressing the Ctrl key while clicking allows multiple selections. Holding the Ctrl key down and pressing other key combinations will initiate quite a few actions. Some of the more common ones are listed below. Ctrl + A Select All items Ctrl + B Add or remove Bold formatting Ctrl + C Copy, places the selected/highlighted copy on the clipboard. Ctrl + C + C Opens the clipboard. Ctrl + F Opens the Find what: dialog box. Great for finding references on a web page while using your favorite web browser. Ctrl + H Replace, brings up the Find and Replace dialog box. Great for global find and replace routines while working in normal and html views in your favorite WYSIWYG editors like FrontPage. You can also use this to find and replace content within your Word Documents, Excel Spreadsheets, etc... Ctrl + I Add or remove Italic formatting. Ctrl + N Window, In Internet Explorer, opens a New Window. In Outlook, opens a New Mail Message. In most publishing programs like Word, opens a New Document. Ctrl + O Open, brings up a browse dialog and allows you to select a file to open. Ctrl + P Print Ctrl + S Save Technology Support Services /Student Technology Information Manual 78

79 Ctrl + U Add or remove Underline formatting. Ctrl + V Ctrl + W Paste, inserts the copy on the clipboard into the area where your flashing cursor is positioned or the area you have selected/highlighted. Close, will close the document currently open. Ctrl + X Cut, removes the selected/highlighted copy and places it on the clipboard. Ctrl + Y Redo last command. Many software programs offer multiple Redo's by pressing Ctrl + Y + Y + Y... Ctrl + Z Undo last command. Many software programs offer multiple Undo's by pressing Ctrl + Z + Z + Z... Ctrl + Esc Open the Start menu (or use the Windows Key if you have one). Ctrl + = Spell checker (pre WinXP). Ctrl While dragging a file to copy the file. Ctrl + Shift While dragging a file to create a shortcut. Ctrl + Tab Allows movement (toggle) from one open window to the next in an application with more than one open window. Ctrl + F4 Close a window in an application without closing the application. Ctrl + F5 In Internet Explorer, Ctrl + F5 will Refresh the web page bypassing cache (all images and external file references will be reloaded). Technology Support Services /Student Technology Information Manual 79

80 Windows Key Windows Key On either side of the spacebar, outside the Alt key, is a key with the Windows logo. Holding the Windows key down and pressing another key will initiate quite a few actions. Some of the more common are listed in the table below: Displays the Start Menu. + D Minimizes all windows and shows the Desktop. + D Opens all windows and takes you right back to where you were. + E Opens a new Explorer Window. Probably one of the hottest Windows keyboard shortcuts. This one gets a lot of hoorahs! + F Displays the Find all files dialog box. + L Lock your Windows XP computer. Logoff in Windows Pre-XP. + M Minimizes all open windows. + Shift + M Restores all previously open windows to how they were before you Minimized them. + R Displays the Run command. + F1 Displays the Windows Help menu. + Pause/Break Displays the Systems Properties dialog box. + Tab Cycle through the buttons on the Task Bar. Alt Technology Support Services /Student Technology Information Manual 80

81 Alt Alt + F4 Located on either side of the space bar. Holding the Alt key down and pressing another key will initiate various actions. Some of the more common ones are listed below: Closes the current active window. If there is no active window this opens the Shut Down dialog box. Alt + underlined letter in menu To carry out the corresponding command on the menu. Alt + left/right arrows In a browser moves forward or back through the pages visited in a window. Alt + Space Bar Alt + Enter Displays the current window's system menu. This is the same as left clicking on the application icon at the top left of the window. Displays a selected items properties. This can also be done with Alt + double-click. Alt + PrtScn Captures the top window of the active application. Alt + Space Bar Displays the main window's system menu. This is the same as clicking on the application icon at the left end of the title bar. Alt + Space Bar + C After the system menu is displayed (see above), this combination will close a window. This works the same way as Alt + F4 but requires less stretch. Alt + - (hyphen) Displays the current window's system menu. This is the same as left clicking on the application icon at the top left of the window. Alt + Tab Displays a list of open application windows. Keeping Alt depressed and selecting Tab cycles through the list. Releasing selects the highlighted application window. Alt Ctrl The Application key has an image of a mouse pointer on a menu (between the Alt and Ctrl keys ( ) to the right of your Space Bar). Depressing this key will display the selected item's shortcut window. This is the menu that is displayed by right-clicking. Space Bar Technology Support Services /Student Technology Information Manual 81

82 Space Bar Insert a space between words. It is suggested that you utilize Tabs (or other formatting commands) to put distance between elements. Using the space bar to insert visual space works but would not be considered a best practice in page design. Double spaces between sentences are no longer required. This is a carryover from the days of fixed width fonts on a typewriter such as Courier, Orator, Prestige Elite, etc. Pressing the Space Bar while viewing a web page in Internet Explorer will scroll the page downwards. Shift + Space Bar will scroll the page upwards. Enter Enter Creates a new Paragraph <p> ( ) or what is referred to as a Hard Return. In any dialog box a selected button or command can be selected by depressing this key. Selected buttons can be recognized by their darker (dotted) borders, or what is referred to as Focus. Line Break Shift + Enter Creates a new Line Break <br> ( Return. ) or what is referred to as a Soft Highlight Shift + Arrow Shift + Arrow Up, Down, Left or Right. Position your cursor at the beginning of the area you wish to highlight for copying. Now use the up, down, left or right arrow keys to select areas of content to be highlighted, copied, pasted, etc. Backspace Backspace While working with text, use this key to delete characters to the left of the insertion point. Insert Technology Support Services /Student Technology Information Manual 82

83 Insert The Insert key (often abbreviated INS) is a key commonly found on computer keyboards. It is primarily used to switch between the two text-entering modes on a personal computer or word processor. The first is overtype mode, in which the cursor, when typing, overwrites any text that is present on and after its current location. The other is insert mode, where the cursor inserts a character at its current position, forcing all characters past it one position further. On early text-based computing environments and terminals, when the cursor was in overtype mode, it was represented as a block that surrounded the entire letter to be overstruck; when in insert mode, the cursor consisted of the vertical bar that is highly common among modern applications. Home Home Depress and hold the Ctrl key as you select Home to go to the first line of a document. Page Up Page Up In a browser window use the Page Up key to move up one full screen on a web page. Delete Delete While working with text, use this key to delete characters to the right of the insertion point. This key can also be used to delete selected files. If you use the keyboard combination Shift + Delete the item is permanently deleted, bypassing the Recycle Bin. End End Depress and hold the Ctrl key as you select End to go to the last line of a document. Page Down Page Down In a browser window use the Page Down key to move down one full screen on a web page. Technology Support Services /Student Technology Information Manual 83

84 Keypad Keys Num Lock If you want to use the numeric keypad on the right end of the keyboard to display numbers, the Num Lock key must be selected (usually a light above the Num Lock will indicate that it is on). If you want to use the keypad to navigate within a document, turn off Num Lock by pressing the key (the light will go off). * (Asterisk) In Windows Explorer this expands everything under the current selection. Caution: do not try this with the C Drive icon selected. - (Minus Sign) In Windows Explorer this collapses the current selection. + (Plus Sign) In Windows Explorer this expands the current selection. Up Arrow Navigate in a document to the line above. Hold the Ctrl key down as you press this key to move to the beginning of the second line above. Right Arrow Navigate in a document one character to the right. Hold the Ctrl key down as you press this key to move one word to the right. Down Arrow Navigate in a document to the line below. Hold the Ctrl key down as you press this key to move to the beginning of the second line below. Left Arrow Navigate in a document one character to the left. Hold the Ctrl key down as you press this key to move one word to the left. Technology Support Services /Student Technology Information Manual 84

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