ECDL Notes Online Essentials Understand the terms: Internet, World Wide Web (WWW), Uniform Resource Locator (URL), hyperlink.

Transcription

1 Online Essentials

2 1 Web Browsing Concepts 1.1 Key Concepts ECDL Notes Online Essentials Understand the terms: Internet, World Wide Web (WWW), Uniform Resource Locator (URL), hyperlink. Internet The internet relates to the hardware and software. It is a global system of interconnected computer networks, which makes file sharing, communication and various services like internet banking, one click away from the comfort of your home. World Wide Web (WWW) The World Wide Web is just a small part of the Internet. The World Wide Web is basically the text and pictures that you can view using your browser such as Microsoft Internet Explorer Uniform Resource Locator (URL) URL stands for Uniform Resource Locator (another name for web address / website address) The URL consists of the name of the protocol (usually HTTP); followed by the name of the website you want to connect to. Hyperlink HYPERLINK is a piece of text or a picture on a web page that when clicked on will automatically do one of the following:- 1. Take you to a different part on the same page. 2. Take you to a different page within the web site 3. Take you to a page in a different web site 4. Enable you to download a file. 5. Launch an application, video or sound. You can tell that a piece of text or a picture is a hyperlink, as when you point to it with your mouse, the mouse pointer will change into the shape of a hand. TIP: Hyperlink text is usually blue and underlined Understand the structure of a web address. Identify common types of domains like: geographical, organisation (.org,.edu,.com,.gov). Here s a typical web address: There are four parts to a web address: A web address always begins with which stands for hypertext transfer protocol and refers to the manner (also know as the scheme ) in which web TCTC 2

3 pages are sent over the Internet. In current versions of Internet Explorer, the is automatically inserted for you, so you don t need to struggle with typing it in. A web address typically includes www which is short for World Wide Web. However, some web addresses do not have the www as part of their address. If you re not sure whether the website you d like to visit has a www as part of its address, try it both ways. One of the two is bound to work. A web address includes a site name. In the example above, the site name is nypl, which stands for New York Public Library. A web address includes a domain name. In the example above the category is.org. There is occasionally a slash ( / ) and some text following the domain name. This typically represents a specific web page within the website. o Some of the largest, most common domains are.com (commercial site),.edu (educational institution),.gov (government site),.mil (military site),.net (network site), and.org (non profit or private organization). So, when you next see a web address that ends in.edu, you ll know that web site belongs to an educational institution. There are never any empty spaces in a web address but underscored spaces, i.e. _ are OK. Also, don t worry too much about using capital letters. Very rarely is any distinction made between upper and lower case letters Define the term web browser. Identify common web browsers. A web browser is a software program that interprets the coding language of the World Wide Web in graphic form, displaying the translation rather than the coding. This allows anyone to browse the Web by simple point and click navigation, bypassing the need to know commands used in software languages. Examples of web browsers include: Internet Explorer, Mozilla Firefox, Google Chrome Outline different Internet activities like: information searching, shopping, learning, publishing, banking, government services, entertainment, communication. Information Searching People browse internet for information. They love to browse various search engines like Google, Yahoo to know about any necessary information. Also people love browsing websites like Wikipedia which is a complete encyclopedia on internet. TCTC 3

4 Entertainment There is a very close relation of internet to entertainment. It s watching videos in YouTube, playing live games, or downloading movies; internet proves its domination everywhere. Communication Communication is another way to use internet. People connect via each other through various IM services likegtalk, Skype, and Yahoo messenger. There are lots of other services through which people send messages. Shopping E-Commerce Increasingly you can purchase directly via a Web site by selecting the goods or services which you require and entering your credit card details. When you send your credit card details these SH OULD be encrypted by the site operators so that no one can intercept your details. Most sites which accept credit card payment are on secure services and your Internet browser program (i.e. Microsoft Internet Explorer or Netscape Communicator) will normally inform you (via a popup) when you are entering or leaving a secure server. There are numerous web sites from where you can purchase online, a famous example being amazon.com. Most Internet based shopping sites use a virtual shopping cart system. As you browse the site you can add any products you want to purchase to your cart. Once you have placed items in the cart you can then move to the checkout stage. At the checkout you enter your name & address, select the type of delivery you want and enter your payment details. Advantages of e-commerce There are many advantages in using e-commerce: Services available 24/7 Large stock range Detailed product information Ability to compare prices Right to return defective goods Learning E-learning refers to learning via the Internet or working through a disk based tutorial. There are many advantages, but also some disadvantages. One trainer can train many people at many different locations. If the training is solely computer based, then the students can work at their own pace, and repeat parts of a course which they do not understand. Also the teaching can be at any time, 24 hours a day, and 7 days a week. Often e- learning solutions are cheaper to provide than other more traditional teaching methods. TCTC 4

5 Publishing One can also publish a book by using the internet which is also called an e-book. Banking Now internet can save time and money of people. The facility is known as internet banking facility through which people can deposit any bill, transfer money through accounts, and make internet reservations on time from their home. Government services E-Government (short for electronic government) is a diffused neologism used to refer to the use of information and communication technology to provide and improve government services, transactions and interactions with citizens, businesses, and other arms of government. 1.2 Security and Safety Recognise ways to protect yourself when online: purchase from secure reputable websites, avoid unnecessary disclosure of personal and financial information, log off from websites. Purchase from Secure Reputable Websites Shop safely. If you plan to order from an online store, be sure that the Web site uses secure technology. When you are at the checkout screen, verify that the Web address begins with https. Also, check to see if a tiny locked padlock symbol appears at the bottom right of the checkout screen, or that there is a statement on the checkout screen stating that the pages are secure with a security technology vendor. Check that the security technology does exist by checking the security technology company s web site. Avoid unnecessary disclosure of personal and financial information Do not give any personal or financial over the internet if the website is not Secure. In case of chatting and you are using example IM write your nickname instead of your name. Never accept strangers into your IM groups. Be smart about how you use IM at work because your employer has the right to monitor and view your messages. Log off from Websites It s important that when you log in a website using a username and password it s important that when you finish you log out this is because if other people use that computer and you did not log out other people can see your personal information Define the term encryption. TCTC 5

6 Encryption is the conversion of data into a form, called a ciphertext, that cannot be easily understood by unauthorized people. Decryption is the process of converting encrypted data back into its original form, so it can be understood. The use of encryption/decryption is as old as the art of communication. In wartime, a cipher, often inaccurately called a code, can be employed to keep the enemy from obtaining the contents of transmissions. Simple ciphers include the substitution of letters for numbers, the rotation of letters in the alphabet, and the "scrambling" of voice signals by inverting the sideband frequencies. More complex ciphers work according to sophisticated computer algorithms that rearranges the data bits in digital signals. In order to easily recover the contents of an encrypted signal, the correct decryption key is required. The key is an algorithm (sequence of instructions) that undoes the work of the encryption algorithm. Alternatively, a computer can be used in an attempt to break the cipher. The more complex the encryption algorithm, the more difficult it becomes to eavesdrop on the communications without access to the key Identify a secure website: https, lock symbol Whenever you use a website that handles private or financial information, make sure the website is secure. To see if a website is secure, make sure that a lock icon appears in the window's title bar and that the website's address begins with "https" (instead of "http"). If the website is not secure, you may have been given a choice between a secure and insecure connection when logging into the site. Go back to the page where you logged in, and check for a link to a secure login. Even if you do not plan to view private information, it's best to use a secure login whenever possible, to ensure that your login information is encrypted. Try typing the following URL in your web browser: TCTC 6

7 Note that the URL automatically changes to add https at the front of the web address, and you will also see the padlock. This means that this website is safe to use. The same applies if you try the below URL: Then click on Log in. Why https? Hypertext Transfer Protocol Secure (HTTPS) is a combination of the Hypertext Transfer Protocol and a cryptographic protocol (also referred to as a security / encryption protocol). HTTPS connections are often used for payment transactions on the World Wide Web and for sensitive transactions in corporate information systems Define the term digital certificate. E-commerce has flourished because of the ability to perform secure transactions online using the proper tools. These tools are public key encryption and digital certificates. TCTC 7

8 Public key encryption uses SSL (Secure Sockets Layer) to encrypt all data between the customer's computer and the e-commerce website. Information is sent in encrypted form to the site using the site's public key. Upon receiving the information, the site uses its private key to decrypt the information. This is called a key pair. Interlopers that might capture data en route will find it unreadable. The problem, however, is that anyone can create a website and key pair using a name that doesn't belong to them. This is where digital certificates come in. Digital certificates are trusted ID cards in electronic form that bind a website's public encryption key to their identity for purposes of public trust. Digital certificates are issued by an independent, recognized and mutually trusted third party that guarantees that the website operating is who it claims to be. This third party is known as a Certification Authority (CA). Without digital certificates, the public has little assurance as to the legitimacy of any particular website. A digital certificate contains an entity's name, address, serial number, public key, expiration date and digital signature, among other information. When a Web browser like Firefox or Internet Explorer makes a secure connection, the digital certificate is automatically turned over for review. The browser checks it for anomalies or problems, and pops up an alert if any are found. When digital certificates are in order, the browser completes secure connections without interruption. Though rare, there have been cases of phishing scams duplicating a website and 'hijacking' the site's digital certificate to fool customers into giving up personal information. These scams involved redirecting the customer to the real site for authentication, then bringing them back to the duped website. Other phishing scams use self- signed digital certificates to dispose of the trusted third party or Certificate Authority altogether. The issuer of the digital certificate and the signer are one in the same. A browser will alert in this case, but most users click through anyway, not understanding the difference. Digital certificates play an integral role in keeping online commerce safe. If your browser alerts you to a problem with a digital certificate, you are well-advised not to click through. Instead, call the TCTC 8

9 business using a telephone number from your statements or phone book, and inquire as to the problem. Not all Certificate Authorities are equal. Some CAs are newer and less well known. Two examples of highly trusted CAs are VeriSign and Thawte. If your browser does not recognize a Certificate Authority, it will alert you Recognise options for controlling Internet use like: supervision, web browsing restrictions, download restrictions. It is highly recommendable that parents are aware of their kids activities online. Parental control includes features such as: Supervision Web browsing restrictions Download restrictions Through Internet Explorer parents can enable the content advisor, allowing their children to visit certain sites which are safe, and restricting other sites which are not safe. To enable the content advisor: Open the Internet Explorer Click Tools. Choose Internet Options. Click on the Content tab. Click Enable. A new window will open. From the Ratings tab choose the level of rating you wish to set. From the Approved Sites tab you can set which websites can be allowed (regardless of their rating) and which websites you wish to block. TCTC 9

10 2 Web Browsing 2.1 Using the Web Browser Open, close a web browsing application. To open the browser, double-click on the icon of the Internet Explorer. To close the web browser you just have to click on the close icon in the title bar Enter a URL in the address bar and go to the URL. In order to browse to a specific website you need to enter its URL in the address bar. Then hit the Enter button on your keyboard. TCTC 10

11 2.1.3 Refresh a web page, stop a web page downloading. Refresh a Web Page Click on the Refresh icon (near the address bar). Stop a Web Page Click on the Stop icon to stop the Web Page from downloading Activate a hyperlink. To activate a hyperlink simply click once on the link Open a web page in a new tab, new window. To display a webpage in a new window: Click Page, New Window. Or Right click on the link that opens the webpage and click Open in New Window. To display a webpage in a new tab: Right click on the link that opens the webpage and click Open in New Tab Open, close tabs, windows. Switch between tabs, windows. To open a new tab click on the new tab icon and to close the tab click on the x button on shown on the tab which you want to close. On the other hand to switch from one tab to another click on the name shown on the tab and automatically it will direct to that tab Navigate between pages: backwards, forwards, home page. To Navigate backward click on the backward icon next to the Address bar To Navigate forward click on the forward icon next to the backward icon To Navigate to home click on the icon that shows a house Show previously visited URLs using history. By default, Internet Explorer keeps tracks of the most-recent websites you have visited. This way, you can easily return to a website you have recently visited even if you forgot its web address. TCTC 11

12 To view the browsing history: Click on the Star to the left of your website tabs and click "History" on the pop-up that follows. Expand or collapse history items: Click on one of the calendar icons such as "Today", "Last Week", or "2 Weeks Ago". History items are then sorted by website. Click on one of the yellow icons to see what pages you visited at a particular site Complete, submit, reset a web based form. Sometimes when using the Internet for subscribing to a website, creating an account, filling an online survey and so on, you will be asked to fill what we call web-based forms. These are forms that usually use text fields, drop- down fields and check boxes amongst others to help you fill your information more efficiently and accurately. Below is an example of a web-based form used by hotmail when creating a new account: TCTC 12

13 Normally you need to use the Tab key (not the Enter key) to move from one field to the next field within the form. Many times, in a web-based form you will find the Submit and Reset buttons. Use the Submit button when you are ready to submit your form (transmit the form across the internet). Use the Reset button if you wish to empty your form to start afresh. TCTC 13

14 Use a web tool to translate a web page, text. Google's free online language translation service instantly translates web pages and text to other languages Translate a Web Page Enter the URL in the address bar Write the URL in the translation box Choose language From and To Click on Translate Translate Text Enter the URL in the address bar Write the Text in the translation box Choose language From and To Click on Translate TCTC 14

15 2.2 Tools and Settings Set the web browser home page. What is a Home Page? ECDL Notes Online Essentials The Home Page is the website that appears every time you click on the internet explorer icon. You can set the homepage to any website you wish. To change the home page you have to:- Click on Tools. Then click on Internet Options. Click on the General Tab of the Internet Options. If you wish to use the currently displayed page as your home page click on Use current. If you wish to use the default the website you had before click on Use default. If you wish that you will have a blank page click on Use blank. If you wish to use another home page enter the full URL into the address box. Click OK to close the Internet Options. TCTC 15

16 2.2.2 Understand the term pop-up. Allow, block pop-ups. Pop-ups are windows that open automatically when you visit particular websites. Such popups may be pornographic, games-related and unnecessary. Many pop-ups are dangerous to your computer; others are not harmful at all What is a pop-up blocker? Pop-up Blocker is a feature in Internet Explorer that lets you limit or block most pop-ups. You can choose the level of blocking you prefer, from blocking all pop-up windows to allowing the pop-ups that you want to see. When Pop- up Blocker is turned on, the Information bar displays a message saying "Pop- up blocked. To see this pop-up or additional options click here." To allow pop-ups: Click Tools, Pop-up Blocker, Turn On Pop-up Blocker. To block pop-ups: Click Tools, Pop-up Blocker, Turn Off Pop-up Blocker Understand the term cookie. Allow, block cookies. Cookies are used by Web sites to keep track of their visitors. Internet cookies raise privacy concerns, although they can also make the Web easier to navigate. Allowing / blocking cookies In Internet Explorer, on the Tools menu, then click Internet Options. Click the Privacy tab, and then click Advanced. TCTC 16

17 Click Override automatic cookie handling, and then specify how you want Internet Explorer to handle cookies from first-party Web sites and third-party Web sites (a Web site other than the one you are currently viewing). To specify that you want Internet Explorer to always allow cookies to be saved on your computer, click Accept. To specify that you want Internet Explorer to never allow cookies to be saved on your computer, click Block. To specify that you want Internet Explorer to ask whether or not you want to allow a cookie to be saved on your computer, click Prompt. If you want Internet Explorer to always allow session cookies (cookies that will be deleted from your computer when you close Internet Explorer) to be saved on your computer, click Always allow session cookies Use available help functions. As in most applications Outlook has a built-in support feature. To use Help, simply click on the Help menu in the main view. Then choose Microsoft Office Outlook Help The Help window will be displayed as illustrated: Select one of the available help topics, or click on the Search Box to search for a topic by entering a keyword Display, hide built-in toolbars. Restore, minimise the ribbon. Display, hide built-in toolbars Click Tools, and then choose Toolbars. The menu that appears will show you the available toolbars in your web browser. The toolbars that are currently switched on are marked with a tick on the left hand side. You can toggle between displaying and hiding toolbars by clicking on them. TCTC 17

18 Minimise the Ribbon To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon. Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F1. Restore the Ribbon Click Customize Quick Access Toolbar Button image. In the list, click Minimize the Ribbon. Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F Delete history, temporary internet files, saved form data. Click on the "Tools" menu and select Internet Options From the General Tab click Delete Then tick which options would you like to delete Click Delete 2.3 Bookmarks Add, delete a bookmark / favourite. Have you ever gone to a site and liked it so much you wanted to keep going back? You can bookmark it, which means that you save it, so next time all you have to do is choose it from a menu. Add a bookmark: Go to the website that you wish to set as a bookmark. Click the Add to Favourites button, and then click Add to Favourites. TCTC 18

19 Give a name to your bookmark, Choose the folder which you want to add the bookmark to and then click Add. Delete a Bookmark Click on the Star at the left hand side of your Internet Explorer browser. Click on Favourites. Right click on the bookmark that you wish to delete and click delete from the menu that appears Show bookmarks / favourites. Click on the Favourites (Star) button in your browser. Click Favourites. Then click on the webpage that you wish to display Create; delete a bookmarks / favourites folder. Add web pages to a bookmarks / favourites folder.(refer also to Create a Bookmark Folder Open Favourites. Right click anywhere in the favourites pane. Choose Create New Folder. Type in a name for your folder and press Enter. Delete a bookmark folder: Open Favourites. Right click on the bookmark folder that you wish to delete. Click Delete. TCTC 19

20 2.4 Web Outputs Download, save files to a location. There are two ways how one can download files from a web page. Left click on the download hyperlink. A window will open, as illustrated: OR Click Save and choose a destination for your file(s). Right-click on the download hyperlink. Click Save Target As Choose a destination where you wish to save your file. TCTC 20

21 2.4.2 Copy text, image, URL to another location like: document, . Copy Text to a document/ Highlight the text you wish to copy. Right-click on the highlighted text and choose Copy. Open the document where you wish to paste your text. Right-click and choose Paste. Copy an image from a web page to a document: Right-click on the image you wish to copy. Click Copy. You can then paste your picture on a document, by clicking Edit, Paste or right-click and Paste. Copy a URL from a website: Right click on the website URL in the address bar. Click Copy. Open the document where you wish to paste the URL. Right-click and choose Paste. TCTC 21

22 2.4.3 Preview, print a web page, selection from a web page using available printing options. Preview a Web Page Click on the arrow next to the printer icon in your web browser. Choose Print Preview. Print a Web Page or a Selection from a web page Click on the arrow next to the Printer icon in your browser. Click Print. This will open the Print dialog box. You can use this dialog box to change several settings before giving the actual print command. In the Page Range section you can choose to: o Print all the pages in a specific webpage. o Print a Selection from the webpage (you need to highlight the text beforehand). o Print a range of pages. o You can also set the number of copies for a specific print page. When you have made all the necessary changes click the Print button. TCTC 22

23 3 Web-Based Information 3.1 Search Define the term search engine and name some common search engines. A search engine is a tool designed to search for information on the World Wide Web. The search results are usually presented in a list and are commonly called hits. Searching on a search engine is simple: just type a keyword in the search box, hit Enter or click on the Search button, and the search engine will search the web for pages that are relevant to your query. Examples of Search engines are: Carry out a search using a keyword, phrase. Many people think that when you use a search engine such as Google, it will magically search the entire Web and find information that you require. The first thing to understand is that a search engine like Google will only search through a list that it maintains of sites that have been registered with that particular search engine. This accounts in part for widely differing results you sometimes get when you search using different search engines. Also, each search engine has different criteria for ranking search results. These search results are often displayed 10 per page, with a brief description about each site that it has found matching your requirements. Here are some tips that one should keep in mind when using a search engine: Use two or more words, or a short phrase when searching for information. Try to use unique words that directly relate to what you are searching for. TCTC 23

24 For instance if you are searching for information about computer training then search for computer training, not just training, which would include all sorts of training. Use the + logical operator if you want to narrow your search to retrieve only websites containing ALL your keywords. Usin g + a n d symbols to narrow your search If you search using two words such as computer training, then often a search engine will go off and find all the pages that it knows about relating to computer, training and computer training. This could include all types of training, not just computer training. To get round this problem most search engines allow you to insert a + symbol between your words, this means that you only want to find pages containing all your words. Sometimes you would be better enclosing your search phrase with quotation ( ). This will then mean that you want to find the exact phrase that you have entered. Thus if you search for TCTC Computer Training, using the quotation marks, then you should find the company easier than not using the quotes Refine a search using advanced search features like: exact phrase, date, language, media type. Type the below URL in your web browser and hit the Enter key: To use advanced search options, simply click on Advanced Search to the right of the Google search box. Google s advanced search lets you search by: - Exact phrase - By excluding words - By file format, etc TCTC 24

25 If you wish to search by date, you can click on the link towards the bottom of the Advanced Search page Search a web-based encyclopaedia, dictionary. Encyclopedia There are several online encyclopaedias and dictionaries available on the web. In this section we will look at some examples. Type the below URL in your web browser: TCTC 25

26 To use Encarta s online encyclopaedia, use the search box to type your keyword / phrase and hit the Search Encarta button. Dictionary Type the below URL in your web browser: To use online Dictionary, use the search box to type your keyword / phrase and hit the Search button. Type the word that you wish to search for, in the Find box. Then, hit the Enter key on your keyboard. Other examples of online encyclopaedias / dictionaries include: TIP: To force a search engine to give you definitions from web based dictionaries, type define: before your actual keyword. Example: TCTC 26

27 3.2 Critical Evaluation ECDL Notes Online Essentials Understand the importance of critically evaluating online information. Understand the purpose of different sites like: information, entertainment, opinion, sales. Familiarity with the criteria for evaluating online information is an impetus to information literacy. Information literacy is the ability to locate, evaluate and recognize pertinent information and their concrete use. Students will benefit significantly from the said competency skills set especially when they consistently weigh the value of given information via either CARS or RADCAB. CARS stands for Credibility, Accuracy, Reasonableness and Support while RADCAB stands for Relevance, Appropriateness, Detail, Currency, Authority and Bias. Regardless of the acronym, the said 2 sets of criteria centers on 3 factors: authorship, publishing body and timeliness. The most basic site is informational. This is a site that tells a potential customer or visitor what your business is, where it s located, its hours, how to contact you and maybe a bit more. These sites are fast and easy to construct and usually only involve a page or two. All sites have some basic information on them. The next is a site that educates and/or is used as a reference. It might be a site like Wikipedia or Grammar Girl with information on everything or just on grammar and writing. Or it could be a health site with information on conditions or illnesses. Some sites are inspirational. They provide you with stories and photography and music on various topics like personal development, spirituality, psychology and new age practices. Promotional sites are also common. They generally promote a celebrity, a rock band, an author, a product and more. Then there are those that entertain. While YouTube certainly has educational and inspirational purposes, it is most often turned to for its entertainment value. Finally, there are e-commerce sites. These sites exist primarily to sell you something. Amazon.com is one. Ebay is another. The best e-commerce sites combine many of the features of other sites (education, entertainment, etc.) Outline factors that determine the credibility of a website like: author, referencing, up-to-date content. And Recognise the appropriateness of online information for a particular audience. Using the internet for research Before using information you find on the internet for assignments and research, it is important to judge its accuracy and to establish that the information comes from a reliable and appropriate source. TCTC 27

28 Consider the following criteria and ask yourself the following questions: Audience Who is the website s intended audience? Academics? The general public? School children? Does it appropriately address the target audience? Is it relevant for your assignment or research? Authority Is the author identified? If the author has chosen to remain anonymous, ask yourself 'why?' Is the author a person you recognise as an expert in his field? If not, is there enough information provided to establish the author s credibility? Is she qualified to write about the subject? Can you find references to her elsewhere? Is the author affiliated to an academic institution or credible organisation? If the information is part of a journal or other online publication, you should try to establish the authority of that publication: Is the name of the publication obvious? Are contact details and about information provided? Do you recognise the name of the publisher? Does it look like a professional publication? Is there associated branding? Is the publication referenced elsewhere? Accuracy Is it free from spelling errors? Is the text well-written and grammatically correct? Has the content been through an editing process or been peer reviewed? Has the author included a bibliography? Are the sources cited reliable and can they be verified elsewhere? Are research methodologies adequately explained? Objectivity Does the author present objective arguments or make it clear when he is expressing biased opinions? Are other points of view explored? Is it a personal website? Does it express personal opinions? Is the website part of a commercial organisation, a political party or an organisation with a specific agenda? If yes, question the motives for publishing the information. Does the website promote a biased viewpoint? Currency Can you tell when the information was published? Is the information up to date? How frequently is the website updated? Are the links up to date and working? A good website will show when it was last updated or give a clear indication of the timeliness of the information. Working links indicate the website is being maintained and updated regularly. The URL Look at the URL (web address) of the website. The domain name can help you establish if the information has been published by a credible source. For example: Domain Published by.edu an educational website.gov a government website You still need to apply the same criteria mentioned above to establish reliability, and don t forget to check the information is up to date. TCTC 28

29 3.3 Copyright, Data Protection ECDL Notes Online Essentials Define the terms copyright, intellectual property. Recognise the need to acknowledge sources and/or seek permission as appropriate. Most programs which you purchase are copyrighted and you must not copy them. Many people will buy a copy of a game and make a copy for their friends or other family member. This is also normally unlawful. There are numerous organisations, such as FAST (the Federation Against Software Theft), which are dedicated to preventing the illegal copying of software. When downloading a software application from the internet, it might be freeware or shareware. When the software is freeware, you will download the software for free, and you will be able to use all the features of the program without having to pay anything. If you pass on a copy of the software to other people, you should do so free of charge. Shareware is computer software that is distributed for free on a trial basis on the understanding that if you want to continue to use the software after the trial is over e.g. 30 days, then you will voluntarily send the author of the software the required payment. As a general guide, permission is more likely to be needed if the source material is short or the excerpt which you wish to use represents a significant portion of either of the work in which you found it or in which you intend to use it. Also, any material which constitutes or represents the heart or key elements of the source material, such that your use could possibly serve as a substitue for the original, will also require permission. More specifically, you should always secure permission for: 1. A single quotation or several shorter quotes from a fulllength book, more than 300 words in toto. 2. A single quotation of more than 50 words from a newspaper, magazine, or journal. 3. Artwork, photographs, or forms, whether or not from a published source. Sometimes more than one permission is required for a photograph, e.g., from the photographer and also from the creator of the underlying work shown in the photograph. 4. Charts, tables, graphs, and other representations where, inevitably, you are using the entire representation, since the copyrighted features are complete in themselves and inherent in the whole work. 5. Material which includes all or part of a poem or song lyric (even as little as one line), or the title of a song. 6. Computer representations, such as the depiction of results of research on computerized databases, the on-screen output of software, reproduction of web pages, and the capture of Internet or other online screen shots. (For small and insignificant portions, "fair use" may apply; see description below). Please note, however, that if a website invites or authorizes copying and there is nothing to indicate it contains material which is original to others and therefore would require permission from the original source, then you do not need to get permission. TCTC 29

30 7. Any third party software to be distributed as an electronic component with your book. A separate form letter and tracking table are available for such permissions. Please contact your editor. In addition to the above guidelines to obtain copyright permission, you are also responsible for securing all other required clearances, including permissions for the use of trademarks and releases from privacy claims. For example: A release may be required for photographs or reproductions of specific brand-name products and for use of trade names and logos. Contact the company. You may need releases for photographs of people, especially private citizens as opposed to public officials and public figures. This is particularly necessary if such material will be used on the cover or in part of the promotion of the work and does not specifically illustrate material in the text. You should contact your editor for the Wiley-approved release form Recognise the main data protection rights and obligations in your country. If your computer system holds information about individuals, then you have a moral and legal duty to treat that information with respect. For instance if a police force computer is used by unscrupulous people to gain unauthorised information about a person s private life, that would be a clear breach of trust. In the same way doctors, government departments and credit agencies often hold vast amounts of information about the general public, which is both sensitive and private. In a free society you have the right to ensure that the information held about you is not abused. In many countries, this right is enshrined under data protection laws. Obligations in our country are: It must be collected for explicit and legitimate purposes and used accordingly; It must be adequate, relevant and not excessive in relation to the purposes for which it is collected and/or further processed; It must be accurate, and updated where necessary; Data controllers must ensure that data subjects can rectify, remove or block incorrect data about themselves; Data that identifies individuals (personal data) must not be kept any longer than strictly necessary; Data controllers must protect personal data against accidental or unlawful destruction, loss, alteration and disclosure, particularly when processing involves data transmission over networks. They shall implement the appropriate security measures; TCTC 30

31 4 Communication Concepts 4.1 Online Communities ECDL Notes Online Essentials Understand the concept of an Online (virtual) community. Identify examples like: social networking websites, Internet forums, web conferencing, chat, online computer games. A virtual community, e-community or online community is a group of people that primarily interact via communication media such as newsletters, telephone, , internet social network service or instant messages rather than face to face, for social, professional, educational or other purposes. If the mechanism is a computer network, it is called an online community. Virtual and online communities have also become a supplemental form of communication between people who know each other primarily in real life. Many means are used in social software separately or in combination, including text-based chat rooms and forums that use voice, video text or avatars. Social Networking Websites There are a lot of social networking sites through which virtual communities are usually created. Social networking websites offer you the possibility to find old and new friends, communicate with your friends through messages and instant messages, upload your photos and comment on friend s photos, and even much more than this! Two examples of Social Networking websites are Facebook ( and Hi5 ( Internet Forums An Internet forum is a discussion area on a website. Website members can post discussions and read and respond to posts by other forum members. An Internet forum can be focused on nearly any subject and a sense of an online community, or virtual community, tends to develop among forum members. An Internet forum is also called a message board, discussion group, bulletin board or web forum. However, it differs from a blog, the name for a web log, as a blog is usually written by one user and usually only allows for the responses of others to the blog material. An Internet forum usually allows all members to make posts and start new topics. An Internet forum is also different from a chat room. Members in a chat room usually all chat or communicate at the same time, while members in an Internet forum post messages to be read by others whenever they happen to log on. Internet forums also tend to be more topic-focused than chat rooms. Before a prospective member joins an Internet forum and makes posts to others, he or she is usually required to register. The prospective member must usually agree to follow certain online rules, TCTC 31

32 sometimes called netiquette, such as to respect other members and refrain from using profanity. When a member is approved by the administrator or moderator of the Internet forum, the member usually chooses his or her own user name and password. Sometimes, a password is supplied. An avatar, or photograph or picture, supplied by the member can appear under the member's user name in each post. The separate conversations in an Internet forum are called threads. Threads are made up of member-written posts. Internet forum members can start new topics, post in their choice of threads and edit their profile. A profile usually lists optional information about each forum member such as the city they are located in and their interests. Web Conferencing Web conferencing is a form of real-time communications RTC in which multiple computer users, all connected to the Internet, see the same screen at all times in their Web browsers. Some Web conferencing systems include features such as texting, VoIP (voice over IP) and full-motion video. Web conferencing allows users to carry on business meetings and seminars, make presentations, conduct demonstrations, provide online education and offer direct customer support. Control of the session can be passed among users so that any attendee can act as the main presenter. The most effective Web conferencing solutions require high-speed Internet connections at all user sites. Chat A chat room is a virtual place on the Internet where people from all walks of life from around the world can get together in one place and textually chat with one another. The only two things a person needs to connect to a chat room are a computer and an internet connection of any speed. Chat room etiquette Because Chat Rooms are place where so many different types of people come together to communicate with one another, certain rules need to be in place to keep the peace. Nearly all of the larger Chat Rooms are constantly moderated for any offensive activity, but quite a few smaller Chat Rooms lack such moderation and it is therefore up to the users to be sure that no offensive activities take place. Online computer Games Online computer games such as World of Warcraft are also another type of online communities. Such games enable thousands of players from across the globe to come together online through computer gaming. TCTC 32

33 4.1.2 Outline ways that users can publish and share content online: blogs, microblogs, podcasts, images, audio and video clips. Blogs A blog (a combination of the words web and log) is a website on which chronological entries that can be viewed by visitors. The word Blog is used as a verb and describes the activity of maintaining a blog. Blogs can provide information on a vast range of subjects, and often contain personalised views on a particular subject. Some are devoted to news, politics or current affairs. Readers can often comment interactively on the blog while other blogs are more like a shared, personal diary. Some blogs have become incredibly popular and been made into published books. Blogs are mainly text based with the odd picture, but they may also contain music and video contents. Microblogs Microblogging is a broadcast medium in the form of blogging. A microblog differs from a traditional blog in that its content is typically smaller in both actual and aggregate file size. Microblogs "allow users to exchange small elements of content such as short sentences, individual images, or video links Podcasts A podcast is a way of providing content such as radio programs in a form which can be easily downloaded and listened to later on a PC or mobile device such as an Apple ipod. The term "podcast" is a combination of the words "ipod" and "broadcast". Many web sites allow you to manually download content.the thing that makes a podcast different is that once you subscribe to a podcast it will be downloaded automatically for you. Images, Audio and Video Clips Images, Aufio and Video clips can be published in several ways such as Youtube, Facebook, and much more Recognise ways to protect yourself when using online communities: apply appropriate privacy settings, restrict available personal information, use private messaging when appropriate, disable location information, block/report unknown users. Privacy Settings: Always check the default privacy settings when opening an account on a social media website. The default privacy settings on many social media websites are typically broad and may permit sharing of information to a vast online community. Modify the setting, if appropriate, before posting any information on a social media website. Biographical Information: Many social media websites require biographical information to open an account. You can limit the information made available to other social media users. TCTC 33

34 Consider customizing your privacy settings to minimize the amount of biographical information others can view on the website. Account Information: Never give account information, Social Security numbers, bank information or other sensitive financial information on a social media website. If you need to speak to a financial professional, use a firm-sponsored method of communication, such as telephone, letter, firm or firmsponsored website. Friends/Contacts: When choosing friends or contacts on a social media site, think about why you use the website. Decide whether it is appropriate to accept a friend or other membership request from a financial service provider, such as a financial adviser or broker-dealer. There is no obligation to accept a friend request of a service provider or anyone you do not know or do not know well. Site Features: Familiarize yourself with the functionality of the social media website before broadcasting messages on the site. Who will be able to see your messages -- only specified recipients, or all users? Disable Location so when you post no one will know from where you are posting 4.2 Communication Tools Define the term Instant Messaging (IM). IM short for instant messaging is a type of real-time communication service. It is somewhat like , but much more like a chat room. Both parties are online at the same time, and they "talk" to each other by typing text and sending small pictures in instantaneous time Define the terms short message service (SMS), multimedia message service (MMS). The acronym SMS stands for short message service. SMS is also often referred to as texting, sending text messages or text messaging. The service allows for short text messages to be sent from one cell phone to another cell phone or from the Web to another cell phone. Multimedia Messaging Service (MMS) is a standard way to send messages that include multimedia content to and from mobile phones. It extends the core SMS (Short Message Service) capability that allowed exchange of text messages only up to 160 characters in length. The most popular use is to send photographs from camera-equipped handsets, although it is also popular as a method of delivering news and entertainment content including videos, pictures, text pages and ringtones. TCTC 34

35 4.2.3 Define the term Voice over Internet Protocol (VoIP). VoIP (Voice over Internet Protocol) is simply the transmission of voice traffic over IP-based networks Recognise good practice when using electronic communication: be accurate and brief, use clear subject headings, do not inappropriately disclose personal details, do not circulate inappropriate content, spell check content Concepts Define the term and outline its main uses. is simply the shortened form of electronic mail, a protocol for receiving, sending and storing electronic messages. In many cases, has become the preferred method of communication Identify the structure of an address. Take a typical address: [email protected] The first part of the address ecdl, indicates the department/person to whom the is addressed The second part of the address tctcmalta.com indicates the address of the company or organization where the individual works (Sometimes it is of the ISP). From this address we can see that tctcmalta is the host for this particular e- mail address. In some cases you may use an address such as [email protected], which normally indicates a private address, but in this case, one that is hosted by a company called Yahoo Be aware of possible problems when sending file attachments like: file size limits, file type restrictions. One might encounter problems when sending attachments. Such problems include: File-size limits be cautious when sending large files compression might be an option. TCTC 35

36 File type restrictions most executable files are recognised as containing viruses, thus ing of such files may give problems a solution might be to rename the file using a different extension Outline the difference between the To, Copy (Cc), Blind copy (Bcc) fields and recognise their appropriate use. To: Contains the name(s) or address(es) of the recipients of the message, separated by a semicolon. Cc (Copy): Contains the name(s) or address(es) of persons receiving a copy of the message. Bcc (Blind Carbon Copy): Names and addresses of persons listed in Bcc can not be viewed by other individuals receiving the message Be aware of the possibility of receiving fraudulent and unsolicited . Be aware of the possibility of an infecting the computer. Spamming is very prevalent on the Internet. Redirect unrecognized mail to a Spam folder and delete messages. Phishing is a type of deception designed to steal your valuable personal data, such as credit card numbers, Windows Live IDs, other account data and passwords, or other information. You might see a phishing scam: In messages, even if they appear to be from a co-worker or someone you know. On your social networking Web site. On a fake Web site that accepts donations for charity. On Web sites that spoof your familiar sites using slightly different Web addresses, hoping you won't notice. In your instant message program. On your cell phone or other mobile device. Often phishing scams rely on placing links in messages, on Web sites, or in instant messages that seem to come from a service that you trust, like your bank, credit card Company, or social networking site. messages with attachments can spread viruses, and usually attachments from unknown origin do so. Viruses that spread via attachments are activated when the attached file is opened. Just by reading the your computer cannot get infected. However, as soon as the attachment is opened, the possible virus infects the computer. This is why you should be very careful when sending and especially when receiving attachments. TCTC 36

37 To avoid viral infection use the following precautions: If an attachment looks the least bit suspicious, destroy it without opening. If you are not sure about the authenticity of the attachment, ask the sender what it contains and why they sent it. Many viruses send to all recipients in the victim's address book without them knowing about it. Even when the attachment is coming from a familiar person and it is expected, you should check it for viruses before opening it. The attachment sender might not know that a virus is present on his system. Checking the file for viruses is done by saving the attachment to a folder on the computer and checking the contents of that folder with a virus scanner. Keep your anti-virus software up to date Define the term phishing. Anyone who has ever used PayPal or does their banking online has probably received dozens of s with titles such as, "URGENT: Update Account Status". These s are all attempts by a spammer to "phish" your account information. Phishing refers to spam s designed to trick recipients into clicking on a link to an insecure website. Typically, phishing attempts are executed to steal account information for e-commerce sites such as ebay, payments processors such as PayPal, or regular financial institutions' websites. A phishing supplies you with a link to click on, which will take you to a page where you can re-enter all your account details including credit card number(s) and/or passwords. Of course, these sites aren't the actual bank's site, even though they look like it. 5 Using 5.1 Sending Access an account. To start Microsoft Outlook 2007 Click Start All Programs Microsoft Office Microsoft Outlook 2007 TCTC 37

38 Below is a screen shot of how the Microsoft Outlook 2007 Screen looks like Outline the main purpose of standard folders: Inbox, Outbox, Sent, Deleted / Trash Items, Draft, Spam/Junk. The Inbox, as the name suggests, is the computerized equivalent of the traditional in-tray. All incoming messages are placed in the inbox. You can then read, print, reply to these messages as required. An Outbox is where outgoing messages are temporarily stored. While you are composing a message, most mail programs automatically save a draft of your message in the outbox. The message is then stored in the outbox until it is successfully sent to the recipient. Sent Folder is where all the messages that were sent will be shown in that folder Deleted/Trash Items is where all the items that have been deleted will be shown there till you delete them again from the deleted/trash items folder Spam/Junk is where the s that are read junk by the software or you have selected them as junk will be received in that folder TCTC 38

39 5.1.3 Create an . And Enter one or more addresses, distribution list in the To, Copy (Cc), Blind copy (Bcc) fields. And Enter an appropriate title in the subject field and enter, paste text into the body of an . To create a new Click on New Mail Message Enter your message into the message text area in the lower half of the dialog box. Type the address of the person you wish to send the message to into the To text box. The following may be used: Send the message to the selected person. Send a Carbon Copy of the message to the selected person. Send the message to the selected person as a Blind Carbon Copy. A blind carbon copy is a copy of the message that is sent to someone in secret, other recipients of the message will not know that the selected person has received the message. To send a copy of a message to another address Whilst composing your message in the Message window, enter the address of the person you want to send a copy to into the Cc text box. Enter a short overview of the message into the Subject: text box Add, remove a file attachment. is not restricted to just simple text messages; you can also insert files into messages. For example, if you had to send a copy of your sales report to your manager, simply insert a copy of the spreadsheet into a message. Once you have finished entering the text of your message, click on the paperclip icon on the toolbar. Browse to the file that you wish to attach to the message. Select OK to close the Insert TCTC 39

40 File dialog box. Another box with the name Attached under Subject will appear to indicate the presence of a file. Note: To remove an attachment from an message, select the attachment and press the Delete button on your keyboard Send an with, without priority. To set s to Low or High Priority choose: For High Priority For Low Priority From the Toolbar Message 5.2 Receiving Open, close an . To open an double click on the received and to close the click on the close button Use the reply, reply to all function, and identify when these should be used. To reply to the sender of a message (to reply only to the person sending this message) Select the message you want to reply to. Click on the Reply icon on the Standard toolbar The Message dialog box will open and the text of the original message appears in the message window. Type your reply above the text of the original message and then click the Send icon on the Message dialog box toolbar To reply to the sender and all recipients of a message (to reply to the sender and all those person s that are copied in that ) Select the message you want to reply to. Click the Reply to All icon on the Standard toolbar. The Message dialog box will open and the text of the original message appears in the message window. Type your reply above the text of the original message and then click the Send icon on the Message dialog box toolbar. TCTC 40

41 5.2.3 Forward an . Open the message that you wish to forward. Select the Forward icon from the Message toolbar. Type the address of the person(s) you wish to forward the message to into the To text box. You may enter any comments about the message above the original message in the message text area of the Message dialog box. Send the message by clicking the Send icon on the Message dialog box toolbar Open, save a file attachment to a location. To open a file attachment one just have to double click on it Let s say you have received an important file via and you wish to save in to your documents. Click on the message to display it s preview. Right Click on the file attachment Click Save As Choose the Location where you want to save our file Then click Save Preview, print a message using available printing options. To Print or Preview a message:- OR Click on the Office button Click on Print if you want to print the Click on Print Preview if you want to see the before printing TCTC 41

42 5.3 Tools and Settings Use available help functions. ECDL Notes Online Essentials As in most applications Outlook has a built-in support feature. To use Help, simply click on the Help menu in the main view. Then choose Microsoft Office Outlook Help The Help window will be displayed as illustrated: Select one of the available help topics, or click on the Search Box to search for a topic by entering a keyword Display, hide built-in toolbars. Restore, minimise the ribbon. To Display and hide built-in toolbars:- Click View Click Toolbars Choose one of them Minimise the Ribbon To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon. Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F1. TCTC 42

43 Restore the Ribbon Click Customize Quick Access Toolbar Button image. In the list, click Minimize the Ribbon. Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F Create and insert a text signature. Create a Signature In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures. On the Signature tab, click New. Type a name for the signature, and then click OK. In the Edit signature box, type the text that you want to include in the signature. 5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. TCTC 43

44 Insert a Signature You can set a signature to be added automatically to outgoing messages, or you can manually insert a signature when needed. You can insert only one signature per message; you cannot include multiple signatures. If you want to include more information, create one signature with all the information, and then save it with a new name. Insert a signature automatically Signature menu In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures. Under Choose default signature, in the account list, click an account with which you want to associate the signature. In the New messages list, select the signature that you want. Select the signature you want to use If you want a signature to be included in message replies and in forwarded messages, in the Replies/forwards list, select the signature. If not, select none. Click OK. TCTC 44

45 Insert a signature manually Insert the signature you want In a new message, on the Message tab, in the Include group, click Signature, and then select the signature that you want Turn on, turn off an automatic out of office reply. On the Tools menu, click Out of Office Assistant. Out of Office command on Tools menu Note The Tools menu appears on the main Outlook window. The main window is the same window that appears when you start Outlook and includes the File, Edit, View, Go, Tools, Actions, and Help menus. There is no Tools menu in windows where you create or view items such as messages, contacts, or tasks. If the Out of Office Assistant command does not appear, an alternative method to automatically reply to messages is available for all Outlook users. Go to Automatically reply to messages. Click Send Out of Office auto-replies. If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, autoreplies will be sent until you click Do not send Out of Office auto-replies. On the Inside My Organization tab, type the response that you want to send while you are out of the office. TCTC 45

46 To send auto-replies to people out of your organization, continue with steps 4 and 5. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Organization is usually defined as your company and includes people who have an Exchange Server account on your system. When the Auto-reply to people outside my organization check box is selected, the Outside My Organization tab displays (On) next to the tab name. On the Outside My Organization tab, click My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent. The contact must exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of a Personal Folders file (.pst), the auto-reply message will not be sent Recognise status as read, unread. Mark an as read, unread. Flag, unflag an . Recognise status as read, unread. Mark an as read, unread After opening an message, you might wish to mark the message as unread. To do this, click on the button Mark as Unread On the Message Toolbar. Or right click on the and click on mark as unread If you want to mark it again as read, repeat the same step choosing Mark as Read TCTC 46

47 Flag, unflag an . Flagging is a method of marking messages which you want to stand out as being important. To flag a message, open the message, click on Follow up and choose one of the list. To remove the flag repeat the same steps but choose Clear Flag Create, delete, update a contact, distribution list / mailing list. Add a new contact To add a new contact to the address book, first open the Address Book from: Tools Address Book Then click on: File New Entry New Contact OK TCTC 47

48 Fill in the contact details as appropriate and click Save and Close. Delete a contact Right Click on the Contact you want to delete Click Delete OR Open the Address Book again f Select the Contact you want to delete Go to File Click delete Create; update a distribution list/mailing list. You can create a single group name (or alias) to use when sending a message to several contacts at once. Simply create a group name and add individual contacts to the group. Then, just type the group name in the To box when you send . Click on File -> New Entry Choose Distribution List Click OK TCTC 48

49 Add a contact to an existing group In the Address Book list, double-click the group you want. The group's Properties dialog box opens. You can add people to the group in several ways and in some cases you can add them to your Address Book as well. To add a person from your Address Book list, click Select Members, and then double click a name from the Address Book list and then click OK. To add a person directly to the group without adding the name to your Address Book, Click on Add New type the person's name and address in the boxes provided in the open window and then click OK Using the Address Book You can use the Address book at any time when creating an message. Let s say I have added my friend Tom to my address book. How will I use the address book to send an to Tom? Follow the below steps Click File New Mail Message Click on To: The address book will be displayed, as illustrated: Double Click on the name of the person to whom you wish to send the . Click OK. TCTC 49

50 5.4 Organising s Add, remove message inbox headings like: sender, subject, date received. On the View menu, point to Arrange by, point to Current View, and then click Customize Current View. Click Fields. In the Available fields list, click ex Subject. Click Add Search for an by sender, subject, content. OR Click on Search box under the Heading Inbox and write what you need to find Click on Tools Instant Search Advanced Find The Find Message window will be displayed, as illustrated: Use the Advanced Find window to search for a message by Sender, Receiver, Subject, etc Sort s by name, by date, by size. To sort s you simply have to click on the heading by which you need to sort. For example, if you wish to sort your s by subject, click on the Subject field heading. TCTC 50

51 Note that a triangle appears near the Subject. When the triangle is pointing upwards, it means that the s are sorted by Subject in ascending order. But if you wish to sort by descending order click again on the field heading. The triangle will then be pointing downwards Create, delete an folder/label. Move s to an folder/label. By default, Outlook has 6 main folders: Inbox Outbox Sent Items Deleted Items Drafts Junk Mail These 6 folders cannot be deleted as they serve the main purposes in Outlook. You might however need to add other folders to organise your s better. Click on File New Folder The Create Folder window will appear. From here you can give a name to your folder and you can also decide whether this folder should be an independent folder, or a sub-folder of an existing folder, such as Inbox. TCTC 51

52 To create an independent folder, make sure that you click on Personal Folders before clicking OK. The new folder will be displayed as in the illustration below: On the other hand, if you wish to create a sub-folder, click on the name of the folder in which you wish to create your sub-folder before clicking OK. In the illustration below, a new folder called Computer Training has been created as a subfolder in TCTC To delete a folder that you have created, right click on the folder and click on Delete. Move s to an folder. To move an from one folder to another, open the folder which contains the that you wish to move. Then click on the to select it and drag it on the folder in which you want to place it. TCTC 52

53 5.4.5 Delete an . Restore a deleted . Delete an There are several methods how you can delete an . First, you need to select it, and then you can: Click on the Delete icon in the toolbar. Click Edit, Delete. Right click on the message and choose Delete. Press the Delete button on your keyboard. Once you delete an message it will move to the Deleted Items folder. Restore an To restore an which you have deleted, find it from the Deleted Items folder. Then, right click on the and choose Move to Folder The below window will be displayed, from where you can choose the destination for the in question. TCTC 53

54 5.4.6 Empty the bin/deleted items /trash folder. To permanently delete items held in the trash bin, right click on Deleted Items and choose Empty Deleted Items Folder Outlook will ask you whether you are sure that you wish to permanently delete all items contained in the bin. Click Yes if you want to confirm the operation Move a message to, remove a message from a junk folder. In Mail, click the Junk folder in the Navigation Pane. Right-click any message that you do not want to be marked as junk. On the shortcut menu, point to Junk , and then click Mark as Not Junk. A message that is marked as not junk is moved to your Inbox or to the folder that it was previously in. When you mark a message as not junk, you see a prompt about adding the sender or mailing list name to your Safe Senders or Safe Recipients List. 5.5 Using Calendars Create, cancel, and update a meeting, Add invitees, resources to a meeting in a calendar. Remove invitees, resources from a meeting in a calendar. Create a meeting TCTC 54

55 1. On the File menu, click New, and choose Meeting Request, OR with the Calendar open, on the toolbar click New and choose Meeting Request 2. Enter a Subject 3. Enter a Location 4. Edit the Start time date and time information 5. Edit the End time date and time information Let's go back to the To: line and discuss that more. You have a few options here. You can type in the attendees just like you do for an message OR you can actually see if they are available for your meeting. 6. Click the Scheduling Assistant button on the Ribbon 7. Click Add Attendees at the bottom TCTC 55

56 8. The Select Attendees and Resources window appears Depending on your settings you will see the Global Address List or your Contacts 9. Select the people you want to attend your meeting 10. You can add them to the Required or Optional fields 11. You can also add resources, such as a conference room 12. When you have all the people and resources added, click OK and you are returned to the Meeting window 13. You can now see if the people you invited are free or busy 14. NOTE: If you do not receive a similar picture shown at the lower right, click Options at the bottom, and choose Show Calendar Details (it should be checked) 15. If necessary, you can change the date and/or time to fit their schedules You could also select a date from the Suggested Times on the right 16. When you are ready to send the invitation, click Send 17. The recipients of this meeting request will receive a note in their Inbox. Once they open the meeting request, they can Accept, Decline, or decide later (tentative). Update a Meeting Open the Meeting on your Calendar TCTC 56

57 Make changes to the meeting attendees, subject, date, location, and/or time Choose the Send Update command Cancel a Meeting Sometimes it is necessary to cancel a meeting. Outlook removes the meeting from your schedule. You have an option to send a cancellation notice to the attendees. Open the meeting you want to cancel Click the Cancel Meeting button on the Ribbon Enter a message for the recipients if desired Click Send Cancellation Accept, decline an invitation. a calendar. When you receive a meeting request in your , you can either accept, decline, or decide later (make the meeting tentative). To read a meeting request, double-click the message in your Inbox You should check your availability by clicking the Calendar button on the Ribbon Depending on your schedule, click Accept, Tentative (you'll decide later), Decline, or Propose New Time (see below) TCTC 57

58 If you click Accept, Tentative, or Propose New Time, Outlook will enter the meeting item in your Calendar If you click Decline, the meeting will not be added to your Calendar You will receive a response window asking if you want to add comments to a response, send a response now, or don't send a response. If you choose "don't send a response, the meeting organizer doesn't receive a message that you accepted. Make your decision and click OK. TCTC 58