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International Computer Driving License

Module Seven A practical course

Internet & Email in Wind ows 7 &
Authors Office 2010
Lorna Boi nton
Alan Bourke
Editor
Claire Rourke
module

Web Browsing
and Communication
© Blackrock Education Centre 2012

ISBN 978-0-9563141-7-8

Blackrock Education Centre, Kill Avenue, Dun Laoghaire, Co Dublin, Ireland.

Tel: (+353 1) 230 2709, Fax: (+353 1) 236 5044

E-mail: [email protected]
Websites: wwwbecpublishing.com and www.blackrockec.ie

First published 2012

All rights reserved . No part of thi s publication may be produced, stored in a retrieval system or transmitted
in any form or by any means without the prior written permission of the publisher, nor be otherwise circu lated
in any form of binding or cover other than t hat in which it is published and without a similar conditi on being
imposed on any subsequent purchaser or user.

Microsoft" Windows•, Microsoft• Office•, Microsoft• Word •, Microsoft• Access•, Microsoft• Excel•, Microsoft•
PowerPoint", Microsoft" Internet Explorer• and Microsoft• Outlook" are either registered trademarks or tradema rks
of the Microsoft Corporation. The use of Winzip and the Winzip trademark is with the kind permission of
Winzip Computing Inco rporated.

Other products mentioned in this manual may be registered trademarks or trad emarks of their respective
companies or corporations.

The companies, organisations, products, the related people, their positions, names, addresses and other details
used for instructional purposes in this manual and its relat ed support ma terials on the manual's support website
www.becpublishing.com are fictitious. No association with any real company, organisations, products
or people are intended nor should any be inferred.

Every effort has been made to ensure that this book contains accurate information.
However, Blackrock Education Centre, its agents and the authors shall not be liable for any loss or damage
suffered by readers as a result of any information contained herein.

(£.J(_81Jl
BEC Director
Proofreading
Pat Seaver
Claire Rourke
BEC Production Lorna Bointon
Carrie Fonseca
Line Drawings

Original Text Annette Bolger

Lorna Bointon
Text Design
Alan Bourke
Liz White
Adopted for Office 2010
Cover Design
Lorna Bointon
Karolina Mosz
Editing and Formatting

Claire Rourke
Note to Reader

Learn Office 2010: The Definitive Guide to Windows 7 and Office 2010 has been written
to enable the absolute beginner to arrive at an understanding of basic computer app lications.
It has been written in clear English with step-by-step instructions to be easily understood as
either a self-study guide or for the tutor- led environment. It is applicable for both desktop
PCs and laptops.

The Before You Begin section, unique to the Blackrock Education Centre computer
manuals, has been written for those students who arc absolute beginners. It starts with the
basics of how to switch the computer on and off, it exp lains the usc of the mouse, the
taskbar, and introduces the student to the keyboard and the cursor. The student is then
introduced to the windows, the ribbon, settings and the Help function.

Each new topic is full y and carefully explored, complemented with numerous exercises for
student practice. Small amounts of additiona l information have been inc luded to enhance the
students' understanding of very important topics.

Particular attention is given to ensuring that the content of the manual reflects the view on the
screen. The manual has large-format A4 pages and is fully illustrated with screen shots
throughout. The placing of the graphics and text side by side make this an ideal training
manual.

This manual wi ll usc Microso ft Outlook to teach the usc of the e-mail, with an opportunity to
practise creating and sending an e-mail. It wi ll also offer interactive website training at
www.becpublishing.com. There arc also FREE on line resources avai lable to download from
the website.

There is a full glossary of computer terms in module 7.

IMPORTANT

In accordance with copyright

law, no part of this publication
may be photocopied or
reproduced in any form .
module
Web Browsing and
Communication
MODULE GOALS ~ . ..................................................................................................................................................... 9

SECTION 1 ~ Web Browsing. .. ........................................................................................................................ 10

1.1Internet Concepts and Terms .... ......................................................................................... 10
1.2 Security Conside rations. .. .... .. .. .. .. ...................................... .......................................... 14
1.3 First Steps with the Web Browser .................................................................................. 17
1.4 Adjusting Setti ngs............................................................................................................... 20
1.5 Web Navigation.. .................................................................................................................... 25
1.6 Using Bookmarks .................................................................................................................... 29
1.7 Sea rch Engines .. .. ................................................................................................... .......... 32
1.8 Saving Files .......... ..... .... ..... . ... .... ..................................................................... ...... 37
1.9 Preparing and Printing Web Pages .... .......................................................... .............. 39

SECTION 2 ~ Electronic Communication .............................................................................................. 43

2.1 E-Mail Concepts and Terms ................................................................................................. 43
2.2 E-Mail Security Considerations. ...................................................................................... 46
2.3 First Steps with E-Mail ..... .. .. .................................................................................... 49
2.4 Adjusting Settings........ ......................................................................................................... SO
2.5 E-Mail Options ..................................................................................................................... 52
2.6 Creating and Sending E-Mails ... ...................................................................................... 53
2.7 Attachments . .. .... .. .. ....................................... .......... ... ... ... ............................. 58
2.8 Mail Management ... ............................................................................................................ 60
2.9 Distribution Lists ...... ...... .. .. .... ...................................................................................... 63
2.10 Search ing and Sorting E-Mails .. ..................................................................................... 67
2.11 Printing E-Mails ....... .. .. .............. ........................................................................................ 70
Training for ICDL Module 7 ... Web Browsing and Communication

Web Browsing and Communication is divided into two sections. The first sect1on, Web
Browsing, requires the candidate to know about the internet and to use a web brows1ng
application.

The candidate shall be able to:

Understand what the internet is and common terms associated with it. Be aware of
some security considerations when using the internet.
Accomplish everyday web browsing tasks including changing browser settings.
Complete and submit web-based forms and search for information .
Save web pages and download files from the web. Copy web content into a document.

The second section, Communication, requires the candidate to understand some of the
concepts of electronic mail (e-mail), to know about other communication options, and to
appreciate some security considerations involved in using e-mail.

The candidate shall be able to:

Understand what e-mail is and know some advantages and disadvantages of its use.
Be aware of other communication options.
Be aware of network etiquette and security considerations when using e-mail.
Create, spell check and send e-mail. Reply to and forward email, handle file
attachments and print an e-mail.
Be aware of ways to enhance productivity when working with e-mail software.
Organise and manage e-mail.

Unauthorised Photocopying Is Unlawful 9

Modulo 7 • Web Browsing and Communication Training for ICDL

Web Browsing

1.1 . Internet Concepts and Terms

1.1.1. The Internet (
The internet facilitates various services, rang ing from the transfer of files from one place to
another, to e-mail, the World Wide Web, chat rooms and notice boards, as well as a whole range
of online services from shopping to entertainment. In addition, thousands of government,
educati onal and commercial institutions as well as millions of individuals have information that
is stored on computer systems and can be accessed over traditional telephone lines, fibre opti c
cables, sa tellite communications and almost any other means of telecommunications that is
available.

The internet is a global network of computer networks. The computers connected to it

communicate with one another and it also provides the infrastructure that converts the information
and provides the routes through which the information flows. In th e early 1960s, J.C. R. Lickli der
of the M assachusetts Institute of Technology wrote about a concept he tenncd Galactic Networks.
lie envisaged a network of computers on a worldwide scale, across which information would be
transfen·cd an idea that eventually became the internet as we know it today.

It is general ly accepted that the initia l development of the internet was prompted by the Cold War
between the US and Russia. To ensure that information could continue to flow should clements of
the communica tions structure be destroyed in a nuclear strike, the US decided to decen tralise its
information storage and to create a system where information could be accessed through a number
of di ffcrent routes. At the same time, US universities were demanding access to these powerful
computers for research purposes. In the late 1960s, super-computers were installed by the mi litary
in a number of locations around the US and a network was designed to enable the universities to
usc its resources.

The main users of thi s fl edgling internet were scientists, engineers and technica l experts. During
the 1960s and 1970s, US libraries automated their mdcxcs and, over the nex t decade, made their
catal ogues available online. Being online was the reserve of technical, scientific and research
experts for quite some time as the system was complex to usc. As well as the military, the
educa tional community, government bodies and research instituti ons dominated the internet's usc.
Mail services emerged in th e earl y 1980s and were predominantly used by educational insti tutions
that engaged at an internati onal level in information exchange.

The growth of accessible databases on the internet grew substantiall y in the late 1980s and early
1990s and the difficul ty of tracking through the huge vol ume of information prompted the
development o f catalogues. 'I hroughou t the 1990s, the development of systems that could retrieve
information linb from web-based indexes began to emerge. Parallel to this, technological
developmen ts in computing saw greater processing speeds and more user-friendly computer
interfaces, telecommunications and cable companies increased capacities and high-speed fibre
optic cable network s were being ro lled out. The commercial usc o f the internet did not really
begin unti l the early 1990s and, by th e late 1990s, particularly with the commercial provision o f
intcmet services, business traffic on the internet was w idespread. M ore recent developments in
the internet arc attempting to address the challenges presented by even greater capacity demands
in the delivery of multimedia, enticing more home users online and an ever increasing growth in
on line service provision from governmen t, educational and commerci al agencies.

10 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ..,. Web Browsing and Communication

1.1.2. The World Wide Web (7 1 1

The World Wide Web (www) is a collection of interlinked documen ts on the intcrnel. It was
conceived by T im Bcrncrs-Lec w ho wanted to create a vi rtual space in which information could
be shared or exchanged. It req uired a generic approach to the process ing of information from
di ffcrcnt networks so that di f fcrcnt computers could present and locate documents on the www.
To facilitate thi s, a code, or computer language, referred to as hypertext mark-up language
{IIT M L) was developed.

The invention of I-IT M L greatly enhanced and cased the access across the web. Typically,
clicking a piece of text or an image in a IITM L document, called a I ink, moves to another page,
which can be on the same websi te or a different one entirely. This convenience revo lutionised
web usc, enabling users to browse a myriad of related topics.

1.1.3. Uniform Resource Locators (URLs) , 11 dr d 1 q

A U RL , or Uniform Resource Locator, is a text address that uniquely identifies a web page on
the internet. URLs arc not usually case sensi tive. T hey arc made up of a number of di ffcrent parts
separated by dots (full stops) and slash mark s.

A typical URL is shown Protocol Doma1n name

on the right.
I ~
http://www.blackrockec.ie
\ \
World w1de web Top-level domain

http stands for hypertext transfer protocol.

• www indicates that this is a world wide web address.
• The domain name is a principal part of the address. (A domain is a location or area where the
pages are stored.)
• The top-level domain often refers to a country or is one of a number of international domains,
such as .com (commercial), .net (network), .org (organisation, usually non-commercial), .gov
(governmental).

1.1.4. Hyperlink (
As the cursor is moved around a web page, it w ill occasionally change to a hand with a pointing
finger. This ind icates that this particular piece of text or graphic is a hypcrlink.
NeV\.ti
A hyperl ink is a piece of text, an object or a graphic that acts like a button. Training
Clicking a hypcrlink per forms an action such as moving to a different part of
the same page, di splayi ng a new page or moving to anoth er site altogether. Pr~
~ ~I.L9.ru<

Anything that changes the cursor to the hand cursor as you move over it is nonnally a hypcrlink.
Graphics that include a hypcrl ink wi ll also change to the hand cursor.

1.1.5. Internet Service Providers (ISPs)

A n internet service provider is a business that supplies internet services to individuals, businesses
and organisati ons. Typically, they host wcbsitcs, prov ide connectivity services and offer
worldw ide delivery ofc-mails and access to information on the web. There is usually a fcc
charged for the access fac ility and setup.

A n ISP typical ly provides the customer w ith software, a uscrname, a password and a number to
enable access through thei r parti cular service. With large companies, ISPs oflen provide direct
connecti on between the company's networks through leased lines. The tenn internet access
provider ( l A P) is frequently used for ISP.

Unauthorised Photocopying is Unlawful 11

Module 7 ~ Web Browsing and Communication Training for ICDL

1 1.6. Web Browsers

1\ web browser h. an application that enables users to view individual web pages or the collections
of linked web pages that compri se websites. These can be accessed on the internet, on a local
network or on an indiv idual computer. The browser also facilitates navigating through websitcs,
the usc of hyperlinks, and so on. In Microsoft Windows, the most commonly used browser is
Internet Explorer, although popular alternatives, such as Fi rcFox and Opera, arc also available.

Scrccn!.hots and exampl es in this module arc taken from Internet Explorer Version 8.

1.1.7. File Transfer Protocol (FTP)

File transfer protocol (FTP) is a recognised format that enables users to tra nsfer files between
dlfTerent computers on the internet. FTP works in much the same way as I I fTP works for
tra nsferring web pages from a servt.:r to the user's browser.

Transferring a file from a remote computer to your own computer is called downloading the file .
Sending a file to a remote computer is called uploading the file.

1 1 8 An Overview of Search Engines

1\ search engi ne is a wcbsitt.: that helps users to fi nd other websitcs using a searchable database.
Different search engines usc different approaches and some concentrate on particular types of
search, so it may be possible to lind information using one that will not be found using another.

Almost all modern search engines ust.: programs called spiders or automated crawlers to visit as
many other wcbs ites as possible, and catalogue their contt.:nts to produce a searchable index.
When a search engine is used as a result of a user entering a search term or terms on the relevant
website, powerful search algorithms query this index and return results or hits.

1 here arc also meta-sea rch engines that automatically perform searches against many normal
search engines and collate the rt.:sults together in attempt to prov ide the largest set of results possible.

Sornt.: examples of di ffcrent search engines arc given below.

Automated
Coogle http://www.google.com.
Microsoft Live Search http://seareh.live.com.
Yahoo! Search http://www.yahoo.com.
Lycos http ://www. lycos.com.

Meta-Search
OogPile http://www.dogpi lc.com.
lxQuick http://www. ixquick.eom.
MetaCrawler http://www.metacrawler.com.

Scarchmg for inforn1ation involves entering a search term on search engine page. 1\ list of
wcbsitcs that the search engine ha!. determined meet those criteria is then displayed. The
individual sites can then be accessed as req ui red. Searching the web is described in detail in
Section 1.7 ofthi s module.

1.1 9 Cookies and Caches

1\ cook ie is a small identifi er file. Cookies arc placed on the hard disk by the website being
visited. When the same website is browsed again later, the cookie notifies the website and often a
customised version of the page is returned in response. For example, if a user submits their name
and requests in formation from a web-based book vendor, they wrll often be presented with a
personalised vcrsron of the website the next time they return to the site.

12 Unauthorised Photocopying is Unlawful

Training for ICOL Module 7 ..,.. Web Browsing Md Communication

Each time a s ite is visited, the browser saves the contents of the visited pages into a temporary
storage area on the hard disk, usually a folder dedicated to temporary intemet Iiies called a cache.
This speeds up the future download111g of these pages. It i ~ possible to adjust the amount of space
used to store these pages, as they can take up large amounts of disk space.

1.1.1 0. Really Simple Syndication (RSS) Feeds

The large amount of ever-changing content on the web means that it is increasingly difficult for
web users to keep up with the various websites and other resources that they may be interested in .
Really Simp le Syndication (RSS) addresses this problem. Many if not all popular websites now
provide one or more feeds or channels that can be subscribed to.

To read this information, an aggregator or reed reader is used. This can be a stand-a lone
appl icati on or integrated into a web browser. The aggrcgator wi ll handle all RSS subscriptions
and automatically check them from time to time, presenting any new items in summary form.
This usually happens in the form of small pop-up windows on the screen, which removes the need
to check these websites. The summary items can be clicked on to open them and the full item can
be read as it appears on the originating website.

Subscribing to an RSS feed can be as simple as v1siting a website that is displaying

the RSS feed icon although the exact method will vary depend ing on the application
being used as a feed reader.

The illustration on
the right shows the
Sharp Reader I S.>t<h

application. t:J $0bocnbed ro..to (Wtt / Doll .....[..., lluejott

luke Hutteman·a Webtoo f&Q!~M 1' •'- k41W'IOfl MCII<Iy
Wir.cl (30130)
CNe t N-o.com (21121)
w 81etcNey P•rk r.c:1no - 1&u&ll00a 14:04 ltd.lwaon """IYPik>n
W Veri!.., Jo<no limn - 1&10~10011l21 So\Jtl ldll ltnuxbuatn.-
Sleoh<l<•l (10116)
W Oo<ont -
kns,t•no Hewa (2W20)
Ctubo to -
W Won\on lndi<tod In u._
1&10f>1001 10c 11
11-u•1001 0141
$0ultkt11
Soullk~l "'"
e:ourt
... Cart klllwl lokea on Y- 11i11612001 07 •• loUtkttf money
t~ l)ll• 1 ''CJ ..\ :•,.! •.,t~ l< 1 ~ Q• _ I''< 1 ~(, IIIII l;.J.S ,.

scoencelwbot wnt.. 'New cakul.tllons •ugqest th..t bl.tc k hoi s ••e

not .a one·w•y s treet. Anything th~t f.1ns onto them may eventually
com>~~ out. The fondon91 lend ompo<t.tnt suppo<t to quantum qr.ovoty,
but ny on the face of Eonste1111an rel.ollvoty. They diSO suppo•t
StepMn Hawlung's reluctant adtni6'IJOO th.tt onform.ottOn couldn' t be
des troyed by black holes. Per>n St.. te researcher Ahb.oy Athtek3t
w•s quoted uyong, 'Once we realozed that the no toon of t pace tome
.u a contonuum os only an appro•omatoon ol realoty, ot became clur to
u• th.lt songularotoea are merely artofacu of our ons!ltence th•t

-
5p•ce· tome should be descnbed u a contonuum.' L•t the phys ocs
onfogh tong begon •

A desktop pop-up appears at the bottom n ght of

the desktop when a new item appears on a feed.
The Reqister: 50 new.,._
W3C 'c!onfies' HIML 5 y XHTML
~ • • 1 • 11• • r I. • 1 1), r ~...
. ,,...,.,....... ~ ·•

Sharp Reader
----------------------------------~

The feed can be opened and items read by clicking the pop-up. In nonnal operation, the RSS
reader window is not visible, and all that will be seen is the occasional pop-up as items come in ,
enabling users to stay up-to-date but not requiring them to switch appl ications and chec(.. websitcs
constantly.

Unauthorised Photocopying is Unlawful 13

Module 7 <Ill Web Browsing and Communication Training for ICDL

1.1.11. Podcasts (7 1 1 B.)

T he term podcast is an acronym for Portable On- Demand Broadcast Podcasting is an ex tension
of the RSS concept (sec Section 1. 1. 10), where content in any type o f fil e, often music or video,
can be subscribed to and automa tically downloaded.

In a typi cal scenario, th e following happens:

Media content, such as episodes of a television show, are made accessible from the internet.
Their loca tion is published in a special file called a feed which is linked to by a URL.
• Users subscribe to the feed on their computer using a specialised feed reader called a
podcast client or, sometimes, podcatcher.
The podcast client software takes care of automatically downloading new episodes, files etc.
as they become available.
Users transfer these media files to their portable device for accessing later. Usually, the
podcast client software performs this download automatically.

T he ill ustrati on on the

right shows the Juice
appli cation w ith
some subscribed
feeds.
MB l.oc:«""'
0 0 IMo wobiogl cooni0001014'CII~Tto
00 ~- tiMI'I>od<H~o""""""

1.2. Security Considerations

1.2.1 .. Usernames and Passwords ( 1.2 1.)

A lmost any network, from a home network, to an offi ce or educati onal establishment network, to
the internet itsel f wi ll req uire a uscrnamc and password to gain access. The usc of password
securi ty makes it possible to restrict access to authorised en tities, and also makes it possible to
track user activity. In corpora te or educational environments, uscrnamcs and passwords arc
generally issued by IT departments and users arc allowed to change their passwords but not their
uscrnamcs.

It makes sense to choose a strong password, Tho s•rv•r www.bocpubhshong.com 11 ECDL Syllobus 4 r•quuos 1
U't!tname 1nd password
containi ng a lengthy mi xture of upper and
lower case letters, numbers and non-alphabetic Wtfntng- Thts no rver ts rtqutstmg that your uurn1me and p1ssword bt
sent '" an tnsecure manntt (~stc authtnttutJon wtthout a secure
characters, such as underscores. M any networks connKtton).

w ill now acti vely enforce the choosing of strong

passwords and req uire that users change them on
a regu lar basis.
Remember my crtdt:nttall

OK ) I Conctl

14 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ~ Web Browsing and Communication

1.2.2. Secure Websites

Buy ing something online w ith a credit card or banking online involves using a secure website.
These si tes employ encryption (sec Section 1.2.4) to protect the information being trans ferred.
Web brow sers will indicate th at a secure secti on of a website is being viewed.

Internet Explorer shows a padlock icon to the right of the U RL.

~ htt:ps://www play com/ OrderOutstanding. aspx ?ses! v [ID

0 0

The URL begins with https:/1 rather than the normal http://. This =-1
.......,~in~d~ic~a=te=s=th~a=t=th~e=s~e=c=u=r=e=v=e=rs=io~n=o=f=t~he=""H~T~T=P=p~r~o~to=c=o=li=s=b=e=in=g=u-s'"'e""d=. """""........~
Not all parts of a websi te w ill be secure. For example, on shopping sites the sections w here
products arc selected arc normally unsecured and secure pages only appear at the checkout
secti on, w here personal information must be entered.

The Firefox browser will display a padlock icon in the bottom right of the window, and
show the page URL in yellow in the address bar along with another lock icon.
( www amazon. com

l~ httpa //www amazon .com/gp/ca rt/lllew html/ref• pd_lu c mrl

1.2.3. Digital Certificates (7 2

When goods arc being bought on the intern et or w hen confidential in formati on i s being
exchanged, there is a need to establ ish that agencies arc authentic and the transfer of data is
secure. Digital certi ficates verify that users arc w ho they claim to be. Di gital cct1i licatcs of fer the
additional assurance that in forn1ation sent across the internet between parties is encrypted and that
only the authentic person, company or authority has the appropriate mechanism to decode or
access the inform at ion.

Typically, users w ill register w ith an organisation that issues digital certifica tes. T his registration
usually requires the checking of confidential informati on, e.g. credit card nu mbers and companies,
to confirm identity. Companies conducting business across the intern et w ill al so register in a
similar manner. T he certi fy ing authority then facilitatcl> the secure communica tion between users
and the recipient w hen, for example, a hotel booking is being paid for online.

1.2.4. Encryption (, 1 '- )

Encrypting Ii les ensure that they cannot be accessed or uti li sed except by the person for whom the
communicati on is intended. I f there is any attempt to intercept a file as it is being transferred
across the internet, the encryption of fers a high level of security. Encryption is ex tensi vely used to
protect information such as credit card numbers and sensitive informat ion such as personal data or
company secrets.

1.2.5. Malware (
T he term mal ware is used to descri be a range of unsolicited and usually malicious sonware
programs. They transfer between computers across networks and the internet using various
methods for example from malicious wcbsitcs and e-mail attachments by infecting program
files or by exploiting security weaknesses in operating systems. Some act ively destroy data, some
stea l passwords and private informati on, and some remain dormant until they arc activated to usc
the host computer as part o f a huge attack on a corporate or government network.

Unauthorised Photocopying is Unlawful 15

Module 7 ~ Web Browsing and Communication Training for ICDL

They arc generally grouped into the headings of viruses, worms, spyware and trojans.
Virus: This is a type of software that spreads from an infected program to other programs.
Generally, viruses can be found tn executable programs (.exe files). When the infected
executable program is run, the virus spreads to other programs and performs a damaging
functton. Whatever function the virus performs is known as a payload . A payload can be
anything that the virus is programmed to do, such as delete data from the hard drive or flash a
message on users' screens.
Worm: This is a type of software that spreads across computer networks. Similar to viruses,
worms have a payload. One of the most common worm payloads is to use up network
bandwidth and slow down the transfer of data across a network.
Spyware: This refers to a range of programs that monitor and collect users' personal
information and behaviour. This information is then used for marketing purposes or to redirect
users to a specific website. Spyware can also have undesirable effects, such as slowing down
an internet connection or a computer's performance in general. Most spyware programs infect
a computer by getting users to install them unknowingly, much like Trojan horses.
Trojans· This is a type of program that is destgned to resemble another type of software. By
deceiving users, a Trojan horse actually gets them to install malicious code on their computers
in the belief that they are actually installing a different program. Once installed, the Trojan
horse doesn't spread like a virus or worm, but creates what is known as a 'backdoor' that
enables access to the infected hard drive without detection.

1 2.6. Antivirus Software

To combat the effectiveness of mal ware, antivirus software can be used. This type of software
uses a database of known mal ware and resides in memory inspecting files as they arc accessed on
a computer. Problem files can be automatically deleted or placed in quarantine. An antivirus
application will periodically update its threat database via the internet from a central location
this is vital as new threats appear on a daily basis.

1.2.7 Firewalls •
A computer connected to the internet is connected to millions of other computers worldwide. This
carries a huge risk of unauthorised access by malicious individuals or criminal organisations.
Fircwalls act as a barrier between individual computers or computer network!> and the wider
internet, and essentially make them invisible. rircwalls can exist in hardwa re, for example inside
a broadband router, or in software. They can be con figured to provide alerts if someone
attempts to intntdc.

1.2 .8 Risks with Online Activity

Taking part in chat rooms and online discussions can be an engaging and rewarding experience
where new friends can be made with people all over the world. Unfortunately, there is an clement
of risk involved in these types of onIinc activities from cybcr-bull ics or on Iinc predators who seck
to ga in persona l in formati on to harass or cause other types of abuse.

Online harassment might seem rather unlikely because of the anonymous nature of the internet,
but it is that anonymity that enables cybcr-bullies and on li ne predators to operate success fully.
'I hcsc criminals often masquerade as seemingly harmless people asking normal questions based
on genuine interest. In other instances, cybcr-bullics and online predators target a speci fic victim
by gathering personal information from online profiles or wcbsitcs that might contain contact
details. Never provide your phone number, postal address or e-mail address on any public profile.

Fortunately, following some simple rules and employing common sense wi ll minimise these risks.
Use anttvirus software and keep it up to date.
Never reveal your entire name, full date of birth, contact details or other personal information
to anyone whose identity you are not absolutely certain of.
Use strong passwords and change them frequently.

16 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 .,. Web Browsing and Communication

Ensure th e operating system is kept up to date, especially with updates designed to fix
security loopholes.
Never open an unexpected e-mail attachment, even if it appears to be from a known sender.
Learn to recognise phishing attempts (see Section 2.2.2).
Where possible and appropriate, avoid entering real personal details, such as name, age, sex
or location, into forms on websites. It is necessary, for example, to use correct personal
information for banks or where credit card details are needed, but an invented online identity,
called an alias or handle should be used for web forums, etc.

1.2.9. Parental Controls

As computers and high-speed internet connections become increasingly prevalent in homes, so tlo
the dangers posed to younger users. A s with the threat from malware, common sense coupled
w ith correct usc of the technology can reduce or eliminate these ri sks.
Supervision of online activity can be effective, perhaps including having the internet computer
loca ted in the kitchen or other busy room in the house.
Education is vital for both parents and children. Make sure younger users trust no one outside
their own circle of friends, and never release their age, sex or home address in chat rooms,
etc. Parents should learn to spot inappropriate behaviour.
E-mail clients can use a blacklist to block e-mails from unwanted senders, or alternatively
block all e-mails except those from senders on a whitelist.
As with television, time limits should be established for computer usage and other activities
shou ld be encouraged.
Investigate parental control software . This can take the form of stand-alone applications that
constantly monitor online activity, or plug-in additions to web browsers, such as the free
Parental Con trol Toolbar (http://parentalcontrolbar.org/). These programs sometimes check
websites against online blacklists, or search for certain keywords on the site and block based
on those.
Games are not just for children, and many contain adult situations and themes. Games
software is rated in a similar manner to fi lms by various organisations such as PEGI
(http://www.pegi.info). Use the ratings, and search for reviews online to establish a game's
suitability.

1.3. First Steps with a Web Browser

Websitcs on the internet, in offices, on col lege networks or even indi vidual computers arc
accessed using an application called a web browser, or just browser.

1.3.1. Opening and Closing a Web Browser .)

The first step in accessing th e internet is to open the browser.

To open the Internet Explorer browser, do the fo llowing:

Click the Start button.
Select the All Programs group, then the Internet Explorer option .
Alternatively, click the Internet Explorer icon on the desktop if it is present.

If a broadband internet connection is being used, the browser window will appear almost
immediately.
• If a dial-up internet connection is being used, there may be a prompt to use the connection.
The Connect name bar usually displays the name of your ISP.
Your username and password - received from the ISP upon setup - may be entered
automatically. Note that the 'connect' window may vary in its appearance according to
connection type and the version of software being used.

Unauthorised Photocopying is Unlawful 17

Module 7 -4 Web Browsing and Communication Training for ICDL

P iii i· Ujl Conneclion ®

Click Connect.
• -• Select the teovoce you wM!to connect
The computer modem dials the ISP number and makes S to. Md t~n enter you< u+er name Md
pa.,wood
the connection. When the connection is successful, the
connection window closes and Internet Explorer opens Connect to
a preset home page (or start page). Bleck rock

Enter a
username and [!) Save oanword
password 0 Connect avton\lltocally
~.....:;;;.;:.;;;.;.;....J [ s~ ,. .[-c.,-nc-el---.
Click
Connect Dlelino ettl!ml)t 1.

The first web page that appears is called the home page, initially it is chosen by your computer, but
you can change it to a page that is more relevant for you (see Section 1.4.1).

Close X
button

........,,.
_,.
.......
..,_.........,
_,......,. w_.,..
............ ..,.....
- Recentne1NS
PateweJio learnut 0 C.n1fnn

...-
~ "'- ...._. ......... c.....~~~o•,._a--o
c - ....,.,..,.r,.......Jtii T,.,.......,...
c---............. _ .............

--..
---- -
Mltil.ln.IJ II I(II.Uh! lhr. f•t~oretJ,' P.'*ct
-----------·~._. ........ 0.

Ed~ View Favor~eo To

New Tob Ctri+T
New Window Ctri"N
Open... Ctri+O
At the end of the browsing session, th e browser should be closed.
S..veAs...
To close the browser, do the foll owing: Close Tob Ctri+W
Click the Close X button in the top right of the window. Paoo SetuP...
Alternatively, select Exit from the File menu (if the Menu Bar is not Print... Ctri+P
visible, right click the Command Bar and select Menu Bar). Print Preview ...

Send
Import Md Export ...
If a dial-up connection is being used, one of these ]
Properties
actions may or may not close the connection as well.
Work Offline

1.3.2. Displaying a Web Page in a New Window or Tab (7 1 ., )

New web pages can be viewed in a number o f ways. Two of the mos t use ful arc by openi ng a new
w indow or opening a new tab. Using one of these methods means that it is possible to view more
than one website w ithout having to close one be fore open ing another.

Tabbed browsing enables multipl e pages to be open in one Internet Explorer wi ndow, but on
separate tabs. T his is an invaluable feature that reduces desktop clutter.

18 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ..,. Web Browsing and Communication

Address bar changes to renect the URL or the active tab.

IECPulllhhing · Wi

0 ~- bKpubhshong.com r

Fole Edot Vo~ F.vontes Tool> Help

• ·'J Search • More))

becpublishing.com
- Our Publlcatlona

NEW RESOURCE FOR

TEACHERS
Choose from our extensive ranoe ..

In th e above image, there arc three separate wcbsitcs open on different tabs. Each tab can be
clicked to make it acti ve, and the address bar will change to rcncct its URL .

To open a new w indow in Internet bplorcr, do the following: Edt Yew Fovonltl To
Click the File menu and select New Window. Ctr1+T
Alternatively, use the keyboard shortcut CTRL + N or select New
Open... Ctr1+0
Window from the Page menu on the Command Bar. Eatwo111Not"Pi'd
A separate Internet Explorer window opens.
I $e¥~ AJ .. ,
~T~ Ctr1tW
To open a new tab, do the following:
Pq Setl.o. ..

0
In the File menu , select New Tab.
Pl'nt... Ctr1+P
Alternatively, use the keyboard shortcut CTRL + Tor click the New Tab Pl'nt Pr...........

button: Send
(3 Recent news Sote Import ond Export .••

Properbtl
A new tab opens in the current browse . WO<I<OH~fw:
EXIt

To open a hypcrlink (sec Section 1. 1.4) in a new w indow, do the following:

Right-click the link and select Open in New Window. 0pen

A new Internet Explorer window with the linked URL ll()pen =-~r~~• • •. ,• • • •l]
~~.,~-
opens. •·
Save Target As ...
Pr.,tTarget
A similar procedure is used to open pages in new
tabs, except Open in New Tab would be chosen.
COpy Shorta.ot
p

Add to Favontes ...

tlo-MW>ad .!1 "'"'Free Do..no..ct MM>ager

tlo-MW>ad lei«ted Mth free tlo-MW>ad MaNger
Do..no..ct woth free tlo-MW>ad Manager

ProperUes

1.3.3. Stopping a Page from Downloading

Some pages may take a long time to down load due to their si:re, the speed of th e internet connec ti on,
problems on the website, problems on the internet generally or any combination of the above.

To stop a page from down loading, do the following:

• Click the Stop icon at the end of the Address Bar.

Unauthorised Photocopying is Unlawful 19

Module 7 <Ill Web Browsing and Communication Training for ICOL

1 3 4 Refreshing a Web Page

A ll browser!> usc caching to some extent, especially i f they arc being used with a dial-up network
connection. This means that pages and images from pages arc stored locally on the computer to
save downloading them again every time the page is visited. Sometimes, it is necessary to refresh
a web page to make sure it is the most up-to-date version, or if the page initially failed to load.

To refresh a page, do the following :

Click the Refresh icon at the end of the Address Bar.
Alternatively, press F5.

1.3.5. Using Help Functions

If you wish to find assistance wi th di ffercnt aspects of the browsing applicat ion, choose llclp.
This is available to you as you work w ith the llclp function in one of two ways.

Choose the Help menu on the Menu bar.

Alternatively, use the F1 key on your keyboard . lnttrntt uplortr Http Fl

Wh1t's Ntw 1n lnttrntt E>plortrS

l
The I lclp facility can also be opened by clicking th e llclp Onflnt Support
button on the Comma nd Bv r· a About lnttrntt E>plortr
-: P1gt • S.ftty • Tooll Iti •

lnttrntt E>plortr Htlp

Wh1t's Ntw 1n lnttrng E>plortr 8

..) Onllnt Support

About lnttrntt E>plortr

Using the I lclp function is described in detai l in Section 7 of the Before You Begin modu le.

1.4. Adjusting Settings

1.4 1 Setting the Home Page

The first page displayed when the browser is launched is ca lled the home page. In lntemet
Explorer, this is initially set to an information page stored locally. It is possible to change the
home page to something that is more relevan t and useful to the individual user, such as a search
engine.

To change the home page, do the following:

Start Internet Explorer.
Go to the web page that is to be set as the
new home page.
From the Tools menu select Internet Options.
--
The Internet Options window opens.
In the Home Page section, click the Use Current
button.
Click OK.

Click Use
current

20 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 7 II> Web Browsing and Communication

Multipl e home pages can also be specified, w ith each opening in a different tab w hen Internet
Explorer i s launched.

To set multiple pages, do th e following:

• Start Internet Explorer.
Go to the web page that is to be set as the new
home page.
--.,. To ct:••tt hor'W J»Qe t.lbl, t...- Nd1 edctat on ~ ~ h
http 'WWW oooolc.(o .uk ·'
http ''WWw bll(~fOt'-iflt

• From the Tools menu select Internet Options.

The Internet Options window opens.
• In the Home Page box, enter the URLs of the pages
on separate lines.
• Click OK.
Enter URLs P
Alternatively, navigate to the page w hich is to be set
as the home page; select the Home button on the
Co mmand Bar and select Add or C hange Home
Page. Select one of the option buttons in the wi ndow
that appears, and then click Yes.

Page i
Click Add or
Change Home

B!B
Choose an
option and click
Yes Would you like to use the lollowtng as your home pa~?
http://www ,tj,adqodK,If!/

::: ~, hang~ Hom~ Pag~...

9
-'t •

Remov~
JI No

1.4.2. Allowing or Blocking Cookies {I ' )

Cookies arc small fil es that may be saved on th e computer by wcbsitcs. If personal details arc
entered in an online form, for examp le, some may be stored in a cook ie so that th e next time the
websi te is v isited, the informati on can be filled in again automatically, thus saving time. They can
also be used to provide personalised versions ofwcbsi tcs.

Cooki es can also be used to track what sites have been visited, and thi s information can be used to
target advertising at users. T his makes them a potential security concern.

Intern et Explorer can be configured to usc cooki es in

vari ous ways.
• Start Internet Explorer.
• Click the Tools button and select Internet Options from
the menu.
, .....,..'"
The Internet Options window opens.
I IJo<biwd•tv~•"-tdonothtvt•CI:II"'PKt
1)11\tll(ypoky
•llocb lt'wdi*ll' CDOirMIIINt...,. .,~iOn lwlt un
tt. UMd to Ollnt.ICt Y'OU lll'tlo.lt ..,., tldat (lllnMnt
• Click the Privacy tab. · tc..nts••t..,ty~lhttt ..~•"'orNtiOnht
c.wt bt uMd 10 c:eruect yeu ..Nut .,.... ~ eowt~t
In the Settings section, the slider can be moved up
and down to select more or less strict rules for allowing
...,..,_
J
cookies to be stored on the computer.
~ Pr~Nitpop~~"OI'I
ur J _.,....,
Higher settings may cause some
websites to function incorrectly.
Slider Do not (olec.t dA~ blAt b¥ ~tv•'- N'*'f'ICI

1 .:,-:IIOOl*• n ·"'~ ...-.n &nPr"-'•tt lrOWII'IG

Unauthorised Photocopying Is Unlawful 21

Modulo 7 ~ Web Browsing and Communication Training for ICDL

T he cookie settings as described above can be overridden on a si te-by-si te basis. For example, i t
might be necessary to always accept cookies from a banking site.

To set this option, do the fo llowing: ..._51..

Start Internet Explorer. Youton.....,.,--.....
t. . ___ .,_"""""poky ..,..,..,,.,,,,.,_,..,..
Click the Tools button and select Internet Options T,.lho ..... -altho-ti"U ....I O - ondthoncki<"-

-
Otflo<l
from the menu .
The Internet Options window opens. ,,.,.lhlloo<l~""·
r..........tho, ..R<oolo¥t
ond- bUion -""'-"'"'"-·
Select the Privacy tab.
Click the Sites button. ~~
~~
...-.
----------------~
The Per Site Privacy Actions window opens. ;:::::::::::::::::
Enter a website URL in the Address of website field.
Click Block or Allow for all cookies
from that site to be blocked or allowed
regardless of the global cookie settings.
Click OK.
Enter tho
site's URL

1.4.3. Clearing the Browser Cache and Temporary Internet Files

D uri ng normal web browsing, copies of the files that make up the wcbsi tcs visited arc someti mes
stored in an area of the computer ca ll ed the cache. These fi les incl ude any graphics and the
II T M L or sim ilar files that define the layout of the wcbsitcs. The reason this i s done is to increase
performance i f these fil es arc present already on the computer, they do not have to be
downl oaded every lime the website is visited. Similarly, the history of vi sited si tes, the uscrnamcs
and passwords used, and other items o f in fonnation arc stored in the temporary internet fil es
folder. In Windows 7, this is a hidden folder.

All this stored information takes up disk space, and also creates securi ty and privacy concerns.
For th is reason, the contents of the cache and the temporary internet files can be deleted.

To delete temporary internet fi les, do the fo llowing:

Start Internet Explorer.
Click the Safety button from the Command bar.
Select Delete Browsing History from the menu that opens.
The Delete Browsing History window opens.
Select the items to be deleted.
Click the Delete button. J I'J:f'W,.. r.voroc ... ~.. dAta
Kr<P coo1oes and ~·Y lnt.mtt fiiH thot fMble VOU' 1-.or,tr
wdlatrs to'"""' promencn and dtsPIY f•tor .
J T""'porary lnt<'MOl fiiH
Copeo of~ • .._,, and mecto !hot •• saved for I liSter
.....M1g.
J C!IQioH
,..llorod on '/fU "'"""tor by -tos to save pro,.,encos
ad1•1ootn tnfomlo-.

,...........
Savod - d o thot •• ~UII)ntotuliy ftltd n whon you ~q~n
to • Ml>ottr you've pr._..y wotod.
Click
j -a tt! fltt!rln9 dAta
Delete
Savod do~ Ulod by lnl'rovltl! f'ltorr.o ID dot«t - · wobsoti!S may
lomltuly otwr.o do,.lbout )'OU' . . ,.

22 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 7 .,. Web Browsing and Communication

1.4.4. Deleting All or Part of the Browsing History (7.2 2.;:!)

A s wcbsitcs arc visited, each address is stored in the browsing history fil e.

Thi s history can be viewed in lntcm ct Explorer and ~ J Weeks Ago

can be use ful in finding sites that have been visited but It';;] 2 Weeks Ago
liiii! Last Week
whose UR L has been forgotten.
II!! Today
f athlonxp
bladcrod<ec (www. bladcrockec.ie)
google (www.google.co.uk)
~ My Computer
f rcx:l<pepershotgun {www.rockpllpershot...
~ slverllght {SIIverilght.net)
~ te<:hsmltl {www. techsmlltl.com)

llowevcr, keeping a browsing history means a privacy, and possibly a security, risk i s created, so
Internet Explorer can be set to cl ear addresses after a certain number of days.

TtmpO<ory lnlemet Folft ond History Sttlon9'

To set the limit to clear the browsi ng history, do
th e following: r.._.,ylntomet,...
lnterntt f>clllofer rtcrn- of we1>1>19tt •._, end~
• Start Internet Explorer. for fastw ""'M'IIIotlt.
• From the Tools menu, select Internet Options . OlOd< for new«,.,._,.of otcred-
~Y """' r _, the wobc>oQ<
• In the Browsing history section, click the Settings button.
The Temporary Internet Files and History Settings
window opens.
• In the History section, enter the number of days for Q.lllt llPICt tD ..... (8 1021"1)) SO t¢
(Re<..........-: 50·2501'11)
which the browsing history should be kept.
Oxront loa bOn:
C:'IJiert~-'NclOac.~ OCII'I"cr-ft\~\T..,..,..ory
lntrmtt,...\

&' Enter zero days to disa ble the

note history feature completely.
ttotcry
Speofy how mony doys lntemet
of w.eboottt you .,..., ""ted.
E...,.., lh>Ud ,.,. the lot
Enter numbb·e~r:___t~oa=ys.:tD.:.,_::.:-::::.:on~t.s::tor::.!y::..:- - -
20
•
of days -
OK I[ c-'"

To manually clear th e history completely, do the following:

• Click the Safety button on the Command bar.
• Pag~ • ( Saftty ·J
D~ltt~ Browstng Hostory... Ctri... Shtft.,.Del
• Select Delete Browsing History from the menu
that appears. lnPrrvate Browsong Ctri+Shlft•P
W~bpag~ Prrv•cy Poltcy...
The Delete Browsing History window opens.
• Select the History tick box.
• Click Delete.

J 1JKI:ory
Click Ust of wd>sob!s you have .,..ted.
History
[ ormdata
Saved onformatlon !hilt you have typed rotD forms.

e..swonk
saved -01ds !hilt •• outoo~ot>ealv fikd on when vou 11111 on
to • Mblob! you've pre'o!IOU>Iy IIIli ted.
lnl'rivate Filtering data
Saved datA used by lrf>rivab! Flt<mg tD deb!ct ~e webtottt INIY
be outO!Mt>ealy ohanog deta.. about 'fOIIWil.
Click Delete

Carnl

Unauthorised Photocopying is Unlawful 23

Module 7 <Ill Web Browsing and Communication Training for ICDL

1.4.5. Allowing or Blocking Pop-Ups

Pop-ups arc browser windows that automatically appear within the main Internet Explorer
window when certain wcbsitcs arc visited. They arc often used for intrusive advertising or even
the delivery ofma lwarc. Internet Explorer version 7 and above has built-in pop-up management
capabilities to allow them to be blocked.

Some sites, such as banking si tes,

however, usc pop-ups legitimately
to provide a richer user experience,
and Internet Explorer can also allow
pop-ups where disabling them would
make a website unusable.

When a website is visi ted, Internet Explorer wil l intercept any attempts by the si te to show pop-up
windows and display a pop-up bar to highlight this.

The bar appears under the Command bar, as below:

Pop-up bar

The site used in the above illustration (http://www.popuptest.com) is usefu l for testing pop-up
blocking. In the above examp le, if th e pop-up bar is clicked, a menu opens allowing pop-ups to be
enabled for th e curren t site on a temporary or pcnnanent basis.

You can adjust th e filter level of th e pop-up blocker to regulate what type o f pop-ups you want to
block. To adjust the filter level, do the following:
Start Internet Explorer.
In the Tools menu, select Pop-up Blocker.
A sub-menu appears.
Select Turn On Pop-up Blocker from the sub-menu to block pop-ups.
OR
Select Turn Off Pop-up Blocker
'. 1 • G:;l • "'l , • Pag• • Safety •
from the sub-menu to allow
pop-ups. 1 0:
The desired setting is applied. ~ Reoptn last BrowSing Seu1on

Turn Off Pop-up Blocker l • Pop up Blocker

Pop-up Blocker Sott1ngs (:l Manage Add ·ons

24 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ..,. Web Browsing and Communication

You can adjust the filter level of the pop-up blocker to regulate what type of pop-ups you want to
block.
Pop-up llochr Solt1ft9'
To adj ust the filter level, do the following :
£.,:-
In the Tools menu, select Pop-up Blocker. r:il Pot>_ . . ~blod<ocl Youcon_pap_,_opoctc
A sub-menu appears. l.,f.'J -llbyfldd01Qth0101110tl\o . . boiow

Select Pop-up Blocker Settings from the -.,.,.-........

sub-menu .
The Pop-up Blocker Settings window opens.
In the Notifications and blocking level section,
select the desired setting from the blocking
level box .
.o Be sure to select Show Information
Bar when a pop-up is blocked. Some
pop-ups are legitimate features of a web Not(""'"""' ond blocb1o lovoj
./ floyooound..toono~•blod<od
page. If a legitimate pop-up is blocked, ./ ~;I"""""'"S...toonopap"!!•blocl<rod
you can use the Information Bar to view
that pop-up.

1.4.6. Displaying and Hiding Toolbars

By default, Internet Explorer displays various bars such as the Navigation/Address bar, Search
bar and the Command bar.
Navigation/Address bar Search bar

U • I@ p wv.w bll!krockec.oe +, X ~~ ~ p •

"" Favontes ~ Recent ntw\- ~ote "I • (J • • .1 • Page • S..fety • Tool• • N •

Command bar

The Navigation/Address bar is where website URLs are entered, and the arrow buttons for
navigation are located.
The Search bar to the right enables a search to be performed using the default Search
Provider.
The Command bar contains the tabs for any websites that are open, and th e Home, Feeds ,
Print, Page and Tools buttons.
.,1 Menu Blr
Additional bars such as the Favorites bar, Menu bar and Favontes Bar
Statu s bar can be displayed or hidden by right-clicking on a .,I Compatobohty Votw Button
blank area of the Command bar and ticking or unticking the .,I Command Bar
relevant option on the menu that opens. .,I Status Bar
AOL Toolbar
.,I Google Toolbar

.,I Lock the Toolbars

Customoze

1.5. Web Navigation

1 5.1. Go to a Uniform Resource Locator (URL)
Every website has a unique address its Uniform Resource Locator, or URL.

Unauthorised Photocopying is Unlawful 25

Module 7 ~ Web Brow sing and Communication Training for ICDL

To access a website using its URL, do the following:

Enter the URL in the browser address bar (located at the top of the browser window).
Press Enter.
Alternatively, click the green arrow to navigate to that website.

~ http: 1/www. digg. com

0 6r It is not normally necessary to enter the http:// part, or even the www. Entering just ~
not e digg.com in the example above would still connect to the website - and save some typ~~

The address bar always displays the URL of the page being viewed. It will change to rcncct a
change to a new website during browsing.

1.5.2. Accessing Previously Visited URLs ' 2.

Internet Explorer keeps a history of the locations visited as the browser is used (sec Section
1.4.4). This list can be accessed by using the Forward and Backward buttons (sec Secti on 1.5.4)
or by clicking the downward arrow to the right of the area where the URL is entered.

Individual U RLs in the drop-down list can be clicked to revisit them. Only U RLs that were
manually typed into th e Address Bar arc avai lable here any visited by clicking on hy perlinks
arc not.

Sl11ft + Ent~r

http://www. blocltrockec.•~
http://www.becpubl•sh•ng.com/
http://www. bllnl~rn~.com/

http:// www.msn.eo.uk/
http://med•of~r~.com/

The browsing history can also be permanently displayed in a llistory panel to the left of the
Internet Explorer w indow.

To display the browsing history, do the following:

Start Internet Explorer.
Click the Favorites button to the left of the Command bar.
The Favorites Center opens to the left of the Internet Explorer window.
Click the History tab to change to history view.
Select a time limit (e.g. Today) to see previously viewed websites. P1n button
The URLs of previously visited websites can
be accessed .
Favorlt~ ] I """ I

Clicking the Pin button will cause the 'il.) Add to FovontH .. T
•J
Favorites Center to be permanently
locked in place.
Fovorlt~ JFeed~ History l
I[v•.w By Date
Q 3 Weeks Ago
rJ
i:lll 2 Weeks Ago
01 L1st Week f
I. ... 1··
I
I I
bt.cktod.tc ('NWW.blackroc kK.te) Click a t•me hm1t or v1ew by a spec1fic date
--'t-- A history of websites
viewed Today

26 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 7 ~ Web Browsing and Communication

1.5.3. Activating a Hyperlink ( 1 1 )

The usc of hypcrlinks is one of the things that make the internet revolutionary. These enable
users to move instantly to new pages of information by clicking on special areas in the pages they
arc currently viewing. This, coupled with the abi lity to open links in tabs (sec Section 1.3.2),
means an experienced user can browse a huge amount of infonnation very quickly.

llypcrlinks tend to come in two forms.

In a text link the text is underlined in a different onaire T Boone Pickens is planmng to
colour to the surrounding text, and the cursor y be the world's larges~md farm It wil
changes to a pointing finger icon when moved 1 to power 1 3 million hUes The first E
over it.

Images ca n also be used as links, and the

cursor will change in the same way when
moved over them. Jtadldlof ..
Ill- Log In Create Account Help Subs

Si ngle-clicking a hyperli nk wi ll navigate to the linked location and display the contents, whether
that location is somewhere else on the same page, on a different page on the current website or on
a different website altogether. The linked location can be displayed either in the current browser
window or in a new browser window or a new tab (sec cction 1.3.2).

1.5.4. Navigating Backwards and Forwards

In addition to hypcrlinks, it is possible to navigate through web pages using the Forward and
Backward bullons on the Naviga tion bar.

• The arrow pointing left is the Backward button - it goes back to the page that was being
viewed before the current one. If the current page was the first to be viewed, this button will be
greyed out.
• The arrow pointing right is the Forward button. If the Backward button has been used to find
previous pages , clicking this bu tton will take the user forward again, through the chain of
pages that have been viewed.

In addition, the Backward and Forward buttons both ~ CurNmt Pege

have smaller arrows to the right side. Clicking these B6C • Homepage
arrows wi ll display a menu showing the list of Uf'ehad..e', bps and downloads for gett
visited locations, enabling one to be clicked on. Firefox web browser I Fester, more secu
Moaosoft Corporabon

0ooo · AI News, Vodeos, &. Images

Sleshdot: News for nerds, sb.Jff tNt me
RTE Ireland's National TeleV1soon and R
MetaF4ter I COIMU"'Ity Webloo

e History Ctri+Silft-+ti

1.5.5. Navigating to the Home Page ( 3

The home page can be returned to at any time by clicking the home page icon
on the Command bar.

Unauthorised Photocopying is Unlawful 27

Module 7 <1111 Web Browsing and Communication Training for ICDL

1.5.6. Web-Based Forms

Web-based forms arc just like real-world forms and arc most often used by wcbs itcs w here
information must be submitted by the user.

Examples include:
Booking flights- items such as name, address and contact phone numbers are required.
Ordering groceries - name, address and a list of items must be supplied.

Web forms often include a variety of controls designed for users to enter or select information.
All of the common elements that will be encountered are included in the sample form below.

First Name:

Surname: J
0 Married 0 Single

Country: Ireland v

~
Choose one of the folowing: Option 1
Opt iOn 2
Option 3

0 Receive Updates by Email.

[SUbmit]

The Text Box enables any text to be entered, for example

a name. If a password is being en tered, the textbox will
rlrst Name: John 1
display the * character instead of the actual letters, for
Surname: Sm~
added security.

The Drop-Down Menu allows the selection of one item

from a list. Only the currently selected item is displayed.
The list is 'dropped down' by clicking the arrow, and another
item can then be chosen.

The List Box displays a list of items with

multiple items being visible at the same time.
Choose one of the folowing:
If there are more items than will fit, a scroll bar
will be displayed to the right of the control. Some
list boxes allow the selection of multiple items
by holding the CTRL key when clicking.

The Check Box is used for simple 'yes or no'

0 Receive Updates by Email.
choices. Clicking the box will alternate between
ticked and unllcked states.

The Radio (or Option) Button presents a range of

mutually exclusive choices. At least one must be
0 Married 0 Single
selected and only one can be selected. Selecting an
item will unselect any previously selected item.

1.5.7. Submitting a Web-Based Form

When a web-based form has been completed, it can be submitted ei ther by clicking the ubmit
button on the web page or by pressing the Enter key on the keyboard.

28 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ... Web Browsing and Communication

In some cases, it may be necessary to complete a CAPTCIIA

before submitl ing a form. This is a test to verify that the fom1
is being submitted by a human rather than an automated
program and is usually a series of slightly distorted letters and
numbers that users have to enter into a tex t fi eld to verify that Ch•wtot ~trtog lhOW!l jJ&LX4X

the submission is authentic.

If the form i s ei ther incorrect or incomplete, there is usually a prompt to correct or complete the
form before resubmitting it. To reset a web-based form and clear ali the fields, either the Reset or
Cancel button can be clicked on the web page.

Start Internet Explorer.

2 In the Address bar, type in the address: www.becpubllshing.com.

D
Click the blue Online Practice button on the nght-hand-s1de of the home page. ......--.
3
A logm box opens, which has to be completed before the website can be accessed. L.J
4 In lower case, type the word blackrock in the username field.
D
5 In lower case, type practice 1n the password box.
D
6 Clack OK. The support website w1ndow opens.
D
7 Go to the Complete a Form link in the frame to the left-hand side of the page.
D
8 When the cursor crosses the link, 1t changes to a hand.
D
9 Click the left mouse button at this point. The form wmdow will open.
D
10 Type fictitious information as required into the different boxes.
D
11 Click Next to proceed to the next set of lnformat1on items
D
12 Carry on until a confirmation window opens to indicate the form has been completed.
c
1.6. Using Bookmarks
1.6.1. Adding Bookmarks (Favorites)
It is convenient to store frequently used URLs so that th ey do not have to be remembered. This is
achieved by creating a favourite.

To crea te a fa vourite, do the following:

Browse the website that will be added to the favorites list.
Add to Favontes... ....
Click the Favorites button and then select Add to Favorites.

The Add a Favorite window opens. Add. r,...otrtf'

Add a ravotile
The Name will have been filled in Addtl•~ooel•"""• To~~CCM~yourlovcw'CM ,...the
fa.,Ot'eec..tw
automatically with the name of the website,
but this can be changed if needed.
Click Add. ~·"

Unauthorised Photocopying is Unlawful 29

Module 7 ..,.. Web Browsing and Communication Training for ICDL

1.6.2. Displaying a Bookmark (Favorite) Web Page (7 2 2)

Bookmarks can be viewed in the Fnvorites Center in Internet Exp lorer.

To open it, do the fo llowing:

Click the Favorites button. •'f Googl~
[+)

The Favorites Center opens.

Click the Favorites tab to display the Favorites list.

W~bsotes for Unottd Kingdom

1.6.3. Deleting Bookmarks (Favorites) .2.4.1.)

To delete favorites, do the following:
From the Favorites Center, click the Add To Favorites arrow.
• Select Organize Favorites from the menu that opens.

The Organize Favorites window opens.

Highlight the Favorite to be deleted by clicking it

once.
Click Delete.
Click Close. Click the websole
to be deleted

Click Delete

Clock Close

1.6.4. Organising Bookmarks (Favorites) (7 2.4.3. and 7.2.4.4.)

Creating Favorite Folders

I f favorites arc always added to the main list, th e list will soon become very long and unwieldy. It
is therefore good practice to group favorites for similar types ofwebsites into folders.

To create a Favorites fo lder, do the following:

From the Favorites Center, click the Add To Favorites arrow.
Select Organize Favorites from the menu that opens.
The Organize Favorites window opens.
Click the New Folder on the menu bar.
A new folder is added to the list.
Type a name for the new folder.
Press Enter.

30 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ~ Web Browsing and Communication

1. Enter a name for

the New Folder

2. Click Now Folder

Adding URLs to a Favorites Folder

To add websites to a Favori tes folder rather than to the main list, do the following:
• Browse to the website to be added to the favorites folder.
• From the Favorites Center, click the Add to Favorites button.

The Add a Favorite window opens. AdcloFovonlt

Add • r.wor~.
• Select the correct Favorites folder from the Mdttw....,.•••f•vort• To.a:... )'OIIft~"M•. •the
Create In list. Fa .. c,.OICMitf

• Click Add .

-~------

Deleting a Bookmark Folder

To delete a bookmark fo lder, do the fo llowi ng:
• From the Add to Favorites menu, select
Organize Favorites.
The Organize Favorites window opens.
Click the desired folder to select it.
The folder is highlighted.
All web pages contained in the folder
are displayed beneath it.
Click Delete.
A Confirm Delete window opens.

•
Click Yes.
The selected folder is deleted.
Click Close to close the Organize
·--
-
1<00.-

~~tnoUt<402

Favorites window.
l!t"'•

Unauthorised Photocopying Is Unlawful 31

Module 7 ~ Web Browsing and Communication Training for ICDL

1.7. Search Engines

1.7.1. Selecting a Specific Search Engine "J .., .. \

A sear ch engine is a program that helps you to lind information on th e web. I t stores listings of
wcbsitcs from all over the world and makes them easily available. Th ere arc many di fferen t
search engines associated w ith th e internet, such as AltaVista, Yahoo!, Googlc and Wcbcrawlcr.
To open th e Googlc search engine, do the following:
Click the Address bar with your mouse.
Type www.google. ie.
Click th e Go button to right of the Address bar.
The web page for Google will be displayed.

1.7.2. Searching by Keyword and Phrase

To perform a general search enter a search word or phrase, also known as a search term, in the
search box. T he number o f results return ed depends on the words ond phrases used and how
spcci lie they arc.

Using Google Instant

Googlc Instant lets the user sec predicted searches and results as they type. To search for o phrosc
using Coogle Instant, do the following:

Open www.google.co.uk, www.google.com or www.google.ie.

Search s~tungs
Select the Options button (gear icon 0 at the top right of the page) and select
Search Settings Wfb HtLtory
The Search Settings page opens. Atl-mnced search

Go >gle
Search Settings

Coogle Instant prodlctlont

LanguJ911
Oh s.. predtcted toarchu and rtl&ult• as you type
Location

Click on
I
Select the On button.
The On button will display •

Select the Save button at the bottom of th e page to save the new setting.
Click OK.
Open www.google.co.uk, www.google.com or www.google.ie.
In the search box, enter blackrock education.

Gog!~
Enter search term
---:...
L

32 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ..,. Web Browsing and Communication

Predictive results are displayed as the search criteria is entered and the Search button displays
as a magnifying glass:

Go ·glc r blotkr<• k flducot.x~

b&erkrOC"k twJurt~hon centre
bleckrock educ•lion centre ecdl
Starth blec:tuork e<hr<biKMI centre Wf1te 1 booll
blottuock edu<IIIICI<I centre dlrectlone

Btockrock fduc_1Uon Centrt - ....

Btockrock Eduuuon Centl! o.-

·-...
i(

, \.
wwwttt.cboca.c ..

-· -·- ..... ... .-....

~t lt•PPJr' fat I••Ntt lfliM fOIAtl Outll!n W1d Wlc::J\Jotr .,••• " I I tn.nc:Mt bv
tM 0.PI'f"'411l of ( duudon f~'" ttf1« wA..II 01'1Qin'lv l!\<Jai:.O ...
\
RilO
01
Dun,......,, Co
7X>OOO
Own L o q - -
- t
-J f
i
1

~
,.,.'
•....:,....,.
...
""""'''""'I ;(
•, ... ••011ll t d« ••jon r "'"• te:.1 ..... .\
11M wt>b
P~••omll..t.nd CW··• iJ
-OO.L-Co.,

..• \
\~
lU•(•fotk. I d...-•tklfl t•nut .,
Mor•ttMti'IIOC i
A..-. OU..t~• CG
,,... J.
ca.- ._,_.n.aY•..._
-

Choose to only see pages from selected Cltck a ltnk to open a web page A map and dtrecttons are also dtsplayed
locatton such as Ireland or UK

Select the magnifying glass or click one of the menu options.

The results page wi ll show the number of hils the web pages that the Google search algorithms
decide match the words blackrock and cducncion, with the most relevant listed first.

Go gle blackrock education

Search

Turning off Google Instant

- 0
To turn off Google Instant predictive results and search for a phrase using Coogle, do the
fo llowing:

Open www.google.co.uk, www.google.com or www. google.ie.

Search settmgs
Select the gear icon 0 at the top right of the page and select Search Settings
The Search Settings page opens. WebHr~tory

Off Advanced search

Select the Off button

The Off button will display

Click the Save button at the bottom of the page and then click OK.
Open www.google.co.uk, www.google.com or www.google.ie.
In the search box, enter blackrock education.
Select Google Search.

Coogle
Unauthorised Photocopying is Unlawful
Enter search term

--- 33
Module 7 ~ Web Browsing and Communication Training for ICDL

The results page will show the number of hits the web pages that the Googlc search algorithms
decide match the words blackrock and education , with the most relevant li sted fi rst.

There arc various options to select a result.

Click one of the 10 or 20 most relevant pages that are listed.
Click a page number in the navigation control at the bottom of the list.

Goo )0 )0 .. ., gIe ~
1 zJ ~ ~ .§ z .e. ~ lQ N ext
Click the Next or Previous links to move back or forwards through the page numbers.
To choose the number of results that are displayed each time a search is performed, select
the Options button (gear 1con) and then Search Settings.
• In the results per page section of the Settings window, select the amount of results to be
returned when a search is performed. Click Save and then click OK.

The specrfied rr
amount of results
determines the
speed thai searc
results are
Resulls per pago

10
F
1
'
20 30 40 100
Sbwer

Results can bo
returned opened rn a new
Where results open ~ wrndow

Open each selected result tn a new browser wtndow j

A specific location can be specified.

To choose a specific location from which pages are displayed each time a search is
performed, select the Options button (gear icon) and then Search Settings .
Select the Location link and enter a location in the Where are you? box. Click Save and
then click OK.

Search Settings

Seatch results Where ere you?

Langua~s ! Ireland
Locatron
A locatton helps Googfe find more teltvant rnformatton when you use Search Maps 1nd other Googlt
products Learn how Google SINVS locatron 111formatron on th1s computer

t1elp

1.7.3. Using Advanced Search Features

Advanced search features work by enabling users to set filters that refine searches and achieve
more accurate results. Some common advanced search features include refining searches to match
an exact phrase or to exclude certain words in th e search. The more precise the keyword or phrase
that is used, the more relevant the results found w ill be. It is also possible to reline searches to
match a speci fie date or li lc format.

To search for an exact phrase, do the fo llowing:

Open www.google.co.uk, www.google.co .uk or www.google.ie.
Click pages from (location).

34 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ... Web Browsing and Communication

• Type blackrock +education in the search box.

[ Go gle I blackrock +education

Typing a + sign before a word means that the word must be included in the results.
Typing a- sign means the word must be excluded (e.g. the search term spaniel -cocker will
find all spaniels except for cocker spaniels).
Click the Search button.
Different pages will be returned.
Alternatively, go to www.google.com, www.google.co.uk or www.google.ie.
Click the Advanced Search link at the bottom of the page.

Click Adva~earch Go gle ....

~ 1 2 3 4 5 6 7 8 9 10 .liwiJ
Advanced search Search Help Gtve us feedback Go to Googl e com

The Advanced Search page opens.

In the Find Results section , enter the phrase you are searching for in the with exact phrase
text box.
rind - b pogeo thnt ho ve ...
oU tt...twords
l
lhll tXKI WOfdong or ph!llt
l
ono or mort olthtH WOlds oo[ ]oR -l
Out don·tlhow pogH thnt hevt ...
ony olthest unwootld WOlds

Click Advanced Search.

The search results are displayed on the page.

To exclude certain words, do the following:

Go to Google.
Cltck Advanced Search .
The Advanced Search page opens.
In the Find Results section, enter the phrase you do not want to include in the search in the
without the words text box.
Click Advanced Search .
The search results are displayed on the page.

To match a specilic date, do the following :

Go to Google.
• Click Advanced Search .
The Advanced Search page opens.
In the Date section, click the arrow to display the drop-down list.
Select the desired date range from the list.
Click Advanced Search.
The search results are displayed on the page.

Date (how rKenl the Ptllf' • 1

Usage nghl'i anyttme
st 24 hours
Where your keywords show up ~Z·ilil············_,.
Regoon
Numenc range

Unauthorised Photocopying is Unlawful 35

Module 7 <Ill Web Browsing and Communication Training for ICOL

To match a spcci lie lilc format, do the following:

Go to Google.
NtH n\Ofe toob7
Click Advanced Search. R..o.tpo<-
The Advanced Search page opens. lliOQUogo
In the File Format section, click the arrow f .. typo

to display the drop-down list.

Select the des1red file type from the list.
Click Advanced Search.
The search results are displayed
on the page .
J
Some tips for using Googlc arc:
Narrow searches by using + and -.
To search for an exact phrase, enclose it in double quotation marks. For example, " blackrock
education centre" will find that exact sequence of words. Searching for Blackrock education
centre will find pages with the word Blackrock, pages with the word education and pages
with the word centre.
Use wildcards. Searching on program* Will find programming, programs, programme, etc.
Search on synonyms by using a tilde (-) before the word.
Google has various conversions that can be performed in addition to searches. Try typing
convert 100 euro to dollars in the search box for example.
Google car) search images, books and many other specialised areas using the links at the top
of the page.

1 7.4 Web-Based Encyclopaedias and Dictionaries

Search engines provide generic searching capabi lities. There arc also online encyclopaed ias and
dictionaries that can be used in the same way as their printed counterparts.

Encyclopaedias
Wikipcdia has become a very popular free online encyclopaedia.
To access Wikipcdia, do the foll owing:
Open Internet Explorer. WIKIPEDIA
Browse to www.wikipedia.org. Englleh Oeutech
n.hHf o..h..•ffV)<.Iop<><H I" -.
Enter a search term (in a J.DII -'\.. • 'MOOOtoM W

similar manner to Google - Fron~•'•

L .ncycl(ipl(l.(tlibtt
see Section 1.7.1 ). f.\tMt-'•'"

Click the search button and 11-t-.::A I

a list of results will be
:7'1-lllllllt
........ ltell•no
t ·~l lop~.~~~o~.

returned. Ned•r1•nde
.....,.,..J..
Portugu ••
o.~ A .,.._"lop.. ••Mt
41':71C10•~4o- ....... ...
E• p•l'lol Sv•n•k•
.............
ta M(KIQp41Jf.allbft t>tn ~r,. 4POC;4)l'~Hdn
)"10«>• ..,....... Click
Enter search term search
, , . ,ch to,Kf>t rtd-•'1tott ""~ · - •nt ttl ...... ,y•fUbutton
I . . . . . ,.. .... I • • ' f f l,. 0 tlf 'W I ...... 14frtf I ···/lfrf ....

•rkrock fi,.,G.r- ~ ·

.... "'.. , ••• lu~

While it provides similar
Blackrock
searching functionality to

·-·-··
tlf• • luMif . ., ••
a search engine, the searches \tl!.\!:'~
111 online encyclopaedias
arc performed against a
.,.,....
.~. , ~

.,.,.,......_...
........... , . . . . , . .. M>e fl ""'"' ......
• ...,..._.
ll't•t••
-"'....--·~·....._._.... • .._tn ct,
..
,,
· ·. ·~··
..... ... ,.....
. . . u._. ........ ~....-fiC.N\17~

database of articles rather ~ ~

than web pages.

..._ ........
"¥·•·•...
..._,..,.."""'
.................
• ....,,........
.... .
•fl ltl \t•' c....,. l.... ,.,.. ,,~ .. c_,.,.LN,
• .....~.... , .... y c.ttto ... ~ .. (eft

. ._.,,cd~w ... ............,_..,,

.................. · - ~~

t
• IIIM"**II ._..,.. "'''-"""""""' ..... ~I~P"'-IWl"-tf,..,fl""'•
,...,
" J ..... •••U..t
.....,....k.,....• .,..,..._...,~ ... occ.,..., .. ..,.... ..,..,
ellct.n.itt•·N_...._,"'' ~'~~th.......,.....,..

.............. •llac"-:lo{pJ.-,1 .., .......... , . .1

• ...,.,., !Um' '" ,.,._,~*' ,._..
:~.~ ...... • 6 ••• • -..:~ ......... t .....~• •....,..,_,,.,. ....~ - · ·

Unauthorised Photocopying Is Unlawful

Trainmg for ICDL Module 7 ~ Web Browsing and Communication

Dictionaries
To usc an online dictionary, do the following: e Search the Comoact
Go to www.askoxford.com. Ox[ord English
A search box is provided to enter a word . Dlctlonarv
Enter the word to search, e.g. heliotrope.
!heliotrope Go' I
Stirch r~uiU

A search will be performed

and the definition returned.
heliotrope
/hee!UtroP/
• noun e planr. of the borage family, grown ror ~~ rraQrarc pUlpit or blut flo""'"
a... "' .rofk ~rop/on'pl<n. turnlnQ k& tiO'oWI'& towords the sun', from lldos '&url' •
crrpen to t'--n'

1.8. Saving Files

1.8.1. Saving a Web Page to a Location on a Drive

Web pages can be saved for ofnine viewing if required. One reason to do this might be if they
need to be accessed during periods when an internet con nection is not available.

A web page displayed in the browser is bui lt from a variety of files behind the scenes. Any
graphics present arc not embedded in the page but exist as separate files on the web server that
the website resides on. When saving, either the page text on ly can be saved, or the page and all
the supporting flies that go with it can be saved.

To save a web page in its entirety, do the following:

Open the website and page that are to be saved.
On the Command bar, click the Page
button .
The Page menu opens.
Select Save As from the menu .
Oocui'IIC'nts library
The Save Webpage window opens.
Browse to th e drive and folder to
which the page will be saved. ·-
"'""'...
""'"
,..,_
Ensure the Save as Type
drop-down menu has Web ...... ·-
.· -_
Archive, Single File (*.mht)
selected .
Click Save.
··-
tl
~ To save the page text alone, follow the Webpage, complete I t-im." t-tml}
note same steps as above but choose Webpage, Web Atmve. sinole f~e i mhtl
T HTML Only (*.htm , *.html) from the Save
Text Fde itxt)
J. as Type list.

1.8.2. Saving Individual Files from a Web Page

Many websites have files that can be saved, or downloaded, to a local computer. They can be in
many different formats and, as a resu lt, the relevant software used to open them must be insta lled
on the computer. For example, PDF fi les require Adobe Acrobat Reader and MPJ files will
require a media player application that supports that format.

Unauthorised Photocopying is Unlawful 37

Modulo 7 <Ill Web Browsing and Communication Training for ICOL

To practi se downloading a text ril e, image rile, sound rile and v ideo ril e, go the webs ite
www.becpublishing.com, click on the blue Online Practice bullon and enter the usern ame
blackrock and password practice as required.

Choose the Download Media Files link on the web page you access to choose from a variety o f
information th at you can download as practice.
Right clod< the sound fole or your chooc• and choose the
•poropr1att command from the shortcut menu
To download an item, do the following:
• Right-click on the link.
• Select Save Target As from the menu.

J21JIIll 4.JM. PrntT•O<t

~

Right clocl< th~

command froj
download tho
that downiOa

The Save Web Page window opens.

• Choose your location from the Navigation
Pane.
Choose a name for the file in the File oocurnents htK•ry
name box.
If you want to save with the graphics, -
o.......

-··-
you can use the Web Page complete
(*. htm, *.html) file type option.
If you want to save the web page
..
without the graphics, you can choose
to save it as a Text File (*.txt).
Click Save. --- ,._"'-""'-...: ..........
,.....~,,..- """~
~,...,

Experiment with the different options and files available on the site.
Go to the web page www.becpublishing.com.
• Click the blue Online Practice button on the right-hand-side of the home page.
A login box opens, which has to be completed before the website can be accessed.
Enter the username blackrock and the password practice.
Click the Download Media Files link .
In the Type Of Media column, scroll down to Video File.
• Right-click a link and select Save Target As.

During the download, a monitoring window normally

opens to show the progress of the downloading.
Upon completion, you may close the Download
complete window and proceed according to the
choice you made. Vldtol27kb.,vl f10m www.br(publhhlng corn

~ ll71<S01100C

T-·lifo
o.-..1 to C\ lJooro\Colropaq\lloaJ \'o1doo32il<b '"'
J2]1(81Soc

eo.. .... cblog " " " - - ~..

Smoo1Sc:rwl fl•d!ed<od!hlo- rod~ .... _ ' " "

~~w.. fkood on Ill!"'
dowrlqod

38 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 7 .,.. Web Browsing and Communication

1.8 3. Copying Text, Images and URLs to a Document

All material that is accessible on the internet is covered by international copyright, therefore
pcnnission must be sought from the copyright owners before any data can be used. A simple e-
mail to the owners will usually get a positive response. In order to avoid problems at a later stage,
copies of the responses should be kept in a safe location .

Go to www.bccpublishing.com to practise (remember click the blue Online Practice button and
enter the uscrnamc blackrock and the password practice in the login box).

Foll ow the steps below to copy text from a web page to a document.
Click the Learn About Text link.
Highlight the text by dragging the mouse over it.
There is usually an Advanced Search button. Note the links that help with advanced
searches.
Right-click the selected text and select Copy.
Open a word processing document in an application such as Microsoft Word.
In the Clipboard group (Home tab) in the word processing document, select Paste, or press
CTRL + V.

To copy an image, do the fo llowing:

Click the Download Media Files link.
Right-click the image.
A shortcut menu opens.
Choose the Copy command.
• Open a word processing document.
In the Clipboard group (Home tab) of the word processing document select Paste, or press
CTRL + V.
If the Word Processing file is saved , the image will be included in the saved file.

To copy a URL, do the following:

I
~ Open
Click the Download Media Files link. Open n New Tab
Right-click on any link and select Copy Shortcut. Open n New Wndow
Open a word processing document. Sa•e Target As ...
In the Clipboard group (Home tab) select Paste, PrntTMget

or press CTRL + V.

Add to Favorrtes•. •

()ownlo.,d al woth Free Download ManaQer

Download selected wrth Free Download Manager
Download woth Free Download Manager

Proper lies

1.9. Preparing and Printing Web Pages

1.9.1. Preparation
Before printing a web page, it is good practice to preview the output and make any necessary
adjustments.

In Internet Explorer, print options arc accessed by clicking the Print •• ... Gi1 ...
button on the Command bar (or click the Print arrow and then
Pnnt... Ctri+P
Print).
~.. Pnnt Prevr- ...

(j Page Setup...

Unauthorised Photocopying is Unlawful 39

Module 7 <Ill Web Browsing and Communication Training for ICDL

1.9.2. Print Preview 1

To open the Print Preview window, do the following:
Click the Print arrow on the Command bar.
Select Print Preview from
the menu that opens.
The Print Preview
window opens.
.....

.-----······
-- .. -·--
.. -·... ..... -........ ·--
__---- .....-_.
....___··---
.. -·--
__
........... _ - __
-··-
-·--···---
-·-~..

,.... __.
----·--------~-
............. ........ ..._.., __
- __ -.......·-· ~·

The preview window has a toolbar that provides printing, page set-up and navigation options.
Pr,nt Pagj Setup

., f ~ l 19 1 Page View

V1ew Options
Shnnk To Fit ....

Orientat1on Headers/Footers

1.9.3. Print Options A.,~ '

To change the print options that arc avai lable under the Genera l tab, paper size and so on, do the
following:

Changing Orientation
T here arc two types of page orientation, Portrait and Landscape. Portrait is a vertical
orientation. Landscape is a horizontal orientat ion.
This is portrait
Th1s Is landscape onontat1on
orientation

To change the page orientation, do th e following:

Open the desired web page in the Print Preview.
Click the Portrait or landscape button on the Print Preview toolbar.
Alternatively, click the Page Setup button on the Print Preview toolbar.
The Page Setup window opens.
Click Portrait or Landscape. Page Setup
Preview the changes in the top right of the Page Setup
window. Pl!per Opt1ons
Click OK. Pllge S1~e

The Page Setup window can also be accessed via I

the Print menu on the Command Bar. l4ndscape

40 Unauthorised Photocopymg is Unlawful

Training for ICDL Module 7 II>- Web Browsing and Communication

Adjusting Margin Settings

Margins refer to the amount of space that appears at the top, bottom, left and right of a page.

To adjust margin settings, do the fo llowing:

Open the desired web page in Print Preview.
Marvne~en)
Select the Page Setup button
l.eft 1905
Alternatively, from the Print menu on the
Command Bar, select Page Setup. ""-----~---~· J as;-. 19 05
The Page Setup window opens. 1905
In the Margins (millimeters) section, type 1905
in the desired margins.
Preview the changes in the top right of the
Page Setup window. Marg1n
setllngs
Click OK.

Paper Size
To change the pa pe r s ize, do the fo llow ing:
Open the desired web page in Print Preview.
Select the Page Setup button
Alternatively, from the Print menu on the
Command Bar, select Page Setup.
The Page Setup window opens.
In the Paper Options section, click the Page Size box to display
the drop-down list.
Select the desired Paper size from the list.
Click OK.

1 9 4. Additional Options
Aller the page orientation, margin!> and paper si/c arc specified the page can be printed. This can
be done from the Print Preview window by click ing the Print button on the toolbar. This di splays
the Print window, the main points of which arc descri bed below.

General Tab: Select Printer

Thi s area of the window displays printers that arc instalk d in Windows. The prin ter to be used
can be selected by clicking it.

General Tab: Page Range

All This option prints the entire document.
Current Page - Prints the current page only.
Pages Allows a range of pages to be printed, for example 1,3,5,6-12 would print pages 1,3,5
and 6, then all pages between 6 and 12.

Select a printer

......,.•:::::non<"-IP:«JIOO~Ifl"""'''·_ _ ___,Min~ To OntNotr .l010

,,,
M•ttOK•h JCP\ Oocumtnl 'Wrrttr

..
Specify
number of
COPIOS

Spec1fy page .• ...,....

.._ .. _ I

range
Ere•-•
--~--~12
.,.q.--..
I
.,.q.

Unauthorised Photocopying Is Unlawful 41

Module 7 • Web Browsing and Communication Training for ICDL

General Tab: Number of Copies

Specily the number of copies to be printed here. Ir more than one copy of a printout that requires
more than a single printed page is specified, the Collate options section wi ll become avai lable to
allow a collation sequence to be chosen.

Options Tab
Some web pages usc frames, which arc multiple sections each having its own scroll bar and
which can be scrolled independently. In effect, they arc separate small web pages all displayed on
the same screen.

If frames have been used, the Print Frames option will be available in the Print window under
the Options tab.
Each frame can be printed on a separate sheet.
The selected frame can be printed.
• The page can be printed as it appears on screen.

Visit www.becpublishing.com for an example of the usc of frames. Click the blue Online
Practice button and enter the uscrnamc blackrock and password practice in the login box.

~~~'-d~on­
C ~the ooiocted ,..,.
() "'-' ~

42 Unauthorised Photocopying Is Unlawful

Training for ICDL

Electronic Communication

2.1. E-Mail Concepts and Terms

2.1.1. History
In 197 1, Ray Tomlinson, working in a technology company called Bolt, Beranek and Newman,
sent the first example of what we would recognise as an e-mail in other words a message
between computers using an address where the recipient's name and their computer were
separated by the characteristic (a symbol.

The number of c-mails now sent every day is hard to estimate but at the time of writing in 20 I0,
there cou ld be as many as 62 billion .

2.1.2. Advantages of E-Mail

Electronic mail, or e-mail as it is commonly known, is the most widely used facility available on
the internet. Mail programs such as Microsoft Outlook, Outlook Express, Netscape Mail,
Eudora and Pegasus Mail, enable messages to be received locally or internationally for the price
of a loca l telephone call. E-mail is fast, cheap and convenient. You can send an e-mail to an
individual or to a group of people at the same time. You can create mailing lists that send mail
automatically to particular groups of people. In addition, you can attach files such as spreadsheets,
pictures and sounds to your e-mail messages.

E-mail messages can be prepared in advance before you go onl ine or connect via your ISP. This
saves on telephone costs when using a dial-up connection. When you arc preparing mail without
being connected, you arc working ofnine. When you arc connected, you arc online.

A different way to usc e-mail is by using webmail. This provides huge flexibility, because all e-
mail is stored on a remote computer belonging to the wcbmai l provider. All that is needed to usc
it is a web browser, meaning that these c-mai ls can be read and sent from any location that has a
browser and any sort of internet connection a hotel departures lounge, for example, or a portable
device such as an iPhonc. There arc many wcbmai l providers offering free accounts examples
include www.googlemail.com and www.fastmail.fm. You should note, though, that mail scrv1cc
providers normally have limitations on the size and number of c-mails you can store.

Traditionally, software applications called e-mail clients have been used to receive, store, read,
send and organise cmai ls. Some examples arc Windows Live Mail, Microsoft Outlook and
Thunderbird.

To usc e-mail the following arc required:

An internet connection: This can be broadband or dial-up. With dial-up, there are
considerations to do with the low speed of data transfer involved . It may be easier to compose
e-mails when not connected to the internet (offline) and then send them as a batch when
connected (or online). Also with dial-up connections, there will be a limit to the size of files that
can be attached when sending a message, or that can be received.
An e-mail account with an e-mail provider: Generally the Internet Service Provider (ISP) will
allow some e-mail addresses to be set up, and take care of routing messages to and from the
customer's computer. In a business or educational establishment, e-mail addresses are
usually provided by the IT department.
An e-mail client: E-mail client software must be configured w1th the details provided by the
ISP, including a username and password .

Unauthorised Photocopying is Unlawful 43

Module 7 ~ Web Browsing and Communication Training for ICDL

2.1 3. Network Etiquette

The development of the internet has created a true global vi llage, bringing together people with
varying views, ideas and customs. In order that everyone can communicate w ithout undue
misunderstanding, a loosely defined set of ru les has emerged to form a convention for online
communication, including e-mail and instant messaging. This is known as netiquette, a
shortening of network etiquette.

Some basic guidelines for u sing e· mall are:

Use accurate and brief descriptions In subject lines.
Keep messages brief.
Reply promptly.
Don't 'reply to all' unless necessary.
Spell check outgoing e-ma ils.
Remember that tone can be hard to convey, espec1ally to recipients in other cultures. Something said
ironically or jokingly may not be read that way. In personal e-mails, use emoticons or smileys to infer
meaning. For example the characters: ) look like a smilmg face when viewed from the side, and can be used
to Indicate humour.
Don't forward chain lerter e-mails.
UPPERCASE IS SHOUTING!

2.1 4. The Structure of an E-Mail Address

An e mail address is required before emai l can be sen t or received. T he address i s usua lly wri tten
in lower case letters and con tains no spaces. A distincti ve feature is the (g) symbol that separates
the username from the domain part o f the address.

In this example, Ethna Boland has an e-mail address in Ireland wi th Blackrock Education Centre.
She has chosen ethnab as her username. ll er address would be read aloud as 'ethna bat
blackrockec dot ie', but written as shown below.

@symbol Doma~n Top-level

User name \ ,----A---., / doma~n
-..._ [email protected]
:

Each e-mai l address must be unique. T he part after the (?t) symbol is usually the same for a
particular ISP or company, so the person's actual name before the~~ symbol cannot be
duplica ted. People often usc a variation of their actual name to distinguish them from others wi th
simi lar names. ~or example, if Ethna Boland wanted to have the name eboland, she may discover
th at thi s particu lar name has already been tak en. She would then have to choose another name.

2.1 .5 SMS Messages

The term SMS (S hort Message Service) refers to the technology used to send short (maxi mum 170
character) text messages across mobile phone networks. Sending SMS messages from mobile phones
is commonly referred to as te,ting. Usually, the messages arc sent to another mobile phone,
al though it is possrble to send messages to other devices or to send SMS messages from a compu ter.

Some mobile devices, such as the Blackberry and the iPhone, can send and receive
e-mails in the true sense - this rs not the same as SMS.

44 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ~ Web Browsing and Communication

2.1.6. Voice over Internet Protocol 1

Voice over Internet Protocol (VoiP) re fers to the usc of th e internet, and digital equ ipmen t
connected to it, to transmit voice traffic rather than using a traditional telephone. The advantage is
usually cost. A business may have its own pri va te network connecting offices worldw ide i f
telephone traffi c can be transmitted over the same network as data then that business w ill not have
to incur the costs involved if a person in one country calling someone in another country usi ng the
normal telephone system. The business w ill usc normal desktop telephones that connect directly
into its data network.

The free Skypc applicati on is popular among home users. Usi ng a headset with a microphone it
enables:
Free voice and video calls to other Skype
users worldwide.
f J M.t'PI' C•MC
• Calls from Skype to normal telephones at • .,., ......... "'""'"" *'.,.,
much cheaper rates than those offered by
telephone companies.

...... ' II .
~·~-
o ...... ~,....... li...-..:~~ ... (Ddf

2.1.7. Virtual Communities )

Virtual Communi ties arc communities in w hich people interact with each other in various ways
over the Internet, including keeping in touch wi th th eir friends, finding new friends, ask ing
advice, play ing games, and takin g part in discussions and deba tes.
Some of th e most popular exar11ples of v irtual communities arc social networking websitcs I ike
M ySpace and Faeebook. On th ese wcbsitcs, registered users can add photos and en ter personal
information to create a unique wcbpagc that represents th em to the other members of the
community. Users arc able to search for people that they know and list them as a friend so that
they can easily stay in contact. Users can interact in a variety of ways, including sending c-mails
and instant messages, uploading digital photos, music, and v ideos and playing computer games.

Other types o f virtual communities include in ternet forums , where users can ask questions and
receive answers or discuss a par1i cular subject. C hat rooms arc a virtual community where users
can send and receive messages, and participate in discussions and pri vate conversations in real
time. Internet forums and chat rooms arc often contro lled by moderators who ensure that no users
violate the ru les of the community or send abusi ve or inappropriate messages.

Online computer ga mes o ften crea te virtual communities where the members play games aga inst
each other. T hese types of virtual communities can vary in si/C from a small number of players to
a global game involv ing thousands of players scattered across hundreds of countries. On I inc
computer games arc o ften character-based, role-playing games, but also include games such as
chess and tennis as well as even cas ino games w here users ca n register their credit card detai ls
and gamble online.

Unauthorised Photocopying is Unlawful 45

Module 7 ~ Web Browsing and Communication Training for ICDL

2.1.8. Instant Messaging 1

Instant messaging ( 1M) enables computer users to communicate in rea l time in the form of a
'chat', and is one of the oldest forms o f communication using a computer. Messages entered arc
sent instantly to th e other user, who can then repl y. It is also possible to transfer files. On a
broadband internet connecti on, th ere is no cost in volved in using IM and it provides an experience
closer to a normal conversa ti on than e-mail.
~ Online
Windows Live M essenger is one such application that is used widely. It
i.) Busy
provides the user w ith several facilities including web mail , file sharing
online, telephone calls over the web and online chat. The applica tion has Be right back
a set of convenient icons to display either your own availability or that of , Away
1
others who arc on your contact list, e.g. w hether you arc away from your ' 0 In a call
computer, online and ava ilabl e, and so on. 1l , Out to lunch

. • Appear offline
• Sign out

There arc two main ways to usc instant messaging.

User to User: This type of instant messaging takes the form of a closed conversation between
two users of the same IM network, for example the MSN Messenger network.
Chat rooms : These are virtual rooms that enable many users to connect and chat together at
the same time. Normally, chat rooms are based around a topic.

The illustration on the

right depicts a chat
room used for technical
support. ... '""""''
M4f1if1M

2.2. E-mail Security Considerations

2.2.1. Fraudulent and Unsolicited E-Mail (

E-mail is a popular form o f communica tion and is a powerfu l tool for targeting adverti sing
messages directly at users. Unwanted e-mail, known as spam or junk mail, has become an
increasingly common and controversial way for companies to reach people.

M ost e-mail client so ftware applications have a bui lt-in facility fo r filtering out junk mai l. The
software w ill guess whether or not a message is junk based on the conten ts of the subject I inc and
other indicators. It w ill then be moved to a junk mail fo lder if necessary. Periodica ll y, users check
the junk mail folder and can either confirm messages as being junk mail or legitimate. In this way,
the e-mail client can learn over time to identify unwanted mail. In business and educati ona l
networks, thi s e-mail filtering generally takes place at the point o f entry and the indiv idual users
may sec little or no j unk mail at all.

46 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 IJo> Web Browsing and Communication

Unsolicited e-mail is a major problem it has been estimated at times that up to 75 per cen t of all
e-mails during a given period arc spam. Never rep ly to unsolicited e-mai l messages, even those
that claim to o ffer a method of unsubscribing. All this will do i s indicate to the sender that th ey
have hit a ' live' e-mail address. Distribute personal and business e-mail addresses extremely
carefully. When using online forms supply a fake e-ma il address w here poss ible to red uce the risk
of the address being harvested for usc by spammcrs.

2.2.2. Phishing (7 5
Phishing is in essence impersonation. A user may receive cmai ls supposedly from their bank or
maj or online entities such as Pay Pal or eBay. T he e-mail w ill detail some reason or other that
req uires the user to re-enter th eir usernamc and password, and a link to the bank website will be
provided. Jl owcver, the link wi ll actually go to a different website that has been cloned to look
like the real thing. In thi s way, any uscrnamcs and passwords entered arc stored away and used
lor criminal purposes later. Some examples o fphishing attempts purporting to be c-mai ls from
eBay arc displayed at: http://pagcs.cbay.com/ cduca ti on/ spooftutorial/.

Most modern e-mail clients and web browsers can spot attempted phishing attempts and alert the
user, however, these arc not foolproo f and so it fall s on the user to employ caution. Some on line
banks, for example, w ill ask for a piece of personal information that a third party could not know,
and include this in their c-mails.

No legitimate online entity such as a bank w ill ever ask for persona l detai ls in an e-mail.
The fo llowing images illustrate a phishing scam that resembles th e Pay pal login wcbpagc. Paypa l
is an internet-based financial service that enables registered users to make secure transactions
online. The phishing scam worked by sending c-mails worded to lure recipients into believing the
email was from Paypal. The e-mail also stated that the recipient should go to th e Pay pal site to
update their personal detail s. The e-mail contains a link that appeared legitimate.

https://www.pavpal.com/us/cai-bln/webscr ? crnd• loq1n-run

I !owcvcr, the actual link differed from th e displayed link and, once cl icked, took recipien ts to a
website des igned to resemble the legitimate Pay Pal login page.

No lock
Different
symbol
link "• · C • ·
0
~ • 0 ,.,. • U· ."' i

ltll(lll~ I Lolllo 1 -

Member Log ln

..
c.,~ ,~ote 1"'
:JOf.lol .,. '"~ . . .,. ,...... ~
lr (I!Jili!JIQ~'~IIIIIW

T here arc two indi cati ons that a link or website is a phishing scam. T he first th ing to look for is
the link. The displayed link should be the same as th e actual link. In the example, th e displayed
link is as follows: https://www.paypal.com/us/cgi-bin/wcbscr? _ cmd=_ login- run.
However, the actual link o f the website is as follows:

Unauthorised Photocopying is Unlawful 47

Module 7 ~ Web Browsing and Communication Training for ICDL

hII p:/1218.246.203/icons/.cgi-bin/paypa1/cgi-bin/wcbscrcmd_login.1>h p.

The second thing to look for is the lock symbol. Lock

symbol
This is perhaps the most important thing to check.
The lock symbol will be displayed ei ther to the P~fl'311nc
SanJou.CA
right of the address bar or at the bottom of the us
wi ndow, not on the page itself if the lock symbol Thr. connetiiOn Ia 1111 strver '' tntrvptea
is displayed on the page, it is not legitimate. Shoula I trust lhla 6118?

Clicking the lock symbol will display the website's certilicate which is designed to authenttcate
the website's legitimacy. The certificate will display the tssu1ng authority, usually VeriSign, as
well as the website the ccrti ficate 1s issued to.

2 2 3 Malware Threats from E-Mail

Malwarc is an umbrella term that describes a vanety of security threats in the form of unwanted
programs, including viruses and Trojans. One of the ways that these programs spread is viae-
mail. These e-mails will generally come from an unrecognised source, but sometimes they will
appear to come from known contacts by using address spoofing.

The m<tlicious software will sometimes come in the form of an cxcculablc atcachmcnl, in other
words a program that can be saved or run directly fi·omthe e-mail. It may appear to be a game, or
a joke thus leading the recipient to believe it is harmless but it will in fact introduce m<tlware into
the system when executed. Other malware has spread via e-mail by taking advantages of security
naws or bugs 111 the operating system, for example by including a graphic file that when opened
can create a hidden method of entry for an attacker.

Fortunately, the threat of mal ware spreading' ta e-mai l under Ubuntu is minimal compared to
other operating systems because of its secure design . Users should sti ll be careful, however, never
to open unexpected executable attachments, even if they arc from a known sender.

2.2 4 Digital Signatures ,

A digital signature is an electronic message or tag that may be used to validate the identity of the
source of a mcss<tge. It also cert i tics that the original matter of the message or document is intact.

When working with e-mai l over the intemet,

~ypt ""'~ o;;t;,~so;;d at~ts •
security and privacy arc particularly impor1ant. l Add ~taiOOQNble SO ttn .,...~
Digital signatures associated with reputable Smd tHs m..oe .. c~e... ll'>rt IIIQI-.ed
sources of information provide a level of ~~ S/t1!1-£ •e<ZC~tlor ths ~
guarantee in this regard.

48 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ~ Web Browsing and Communication

2.3. First Steps with E-Mail

2.3.1. Opening and Closing an E-Mail Application
There arc various e-mail clients avai lable that will work with Microsoft Windows. This text will
be centred around Microsoft. Outlook 20 I 0.

Opening Microsoft Outlook 2010

To open Outlook 20 I 0, do the fo llowing:
Double-click the desktop icon .
lNJ M1crosoft OntNott 2010
Alternatively, open the Start Menu, click 0 M1crosoft Outlook 2010
All Programs and select Microsoft P Mterosoft PowtrPotnt 2010
Outlook 2010 from the Microsoft Office folder. [e:J
M1crosoft Pubi1Sht r 2010

fi!j Mocrosoft Word 2010

Mterosoft OffiCt 2010 Tools
:_j
5 M1crosoft ShartPotnt Worksptet 20J

----
M1crosoft OffiCe Tools

When Outlook 2010 opens, it will look similar to the following illustration .

v Close X
D~•on,.n•• n RflllfncJitJVf'tnMw
button
. . .chftq,.ftf.
::Jro.oo .., •
....
,....... ()p,,.,.,.,..Wtnd..
§~uMital
Ptllptlll ,.I'M Wind.,..
'"""
p 4 J•nU-J•J1012 •
Mo fYWt 1l\ rr St Su

,, , ,.,. I

tlOIIUUUU
"17[11 " "' Zl l1
na.nMnaa
110 Jl

. . .... Microsoft Outlook Test M ..oage

Readtng
pane
Mi<1 O><>ft Outloolc lorndbl6 .1qm•il com>

Status .............
ru1'.4tl ~l . l l:v,

bar

' '"•"'"'

Closing Microsoft Outlook 2010

To close Outlook 20 I 0, do the fo llowing:
Click the Close X button in the top-right of the Outlook 2010 window.

"' .. · Opening E-Mails

E-mai ls arc stored in different folders, which arc on the left of the Outlook 2010 window.
Incom ing messages go to the ln box.

To open an e-mail, do the fo llowing,

Click lnbox in the folder list to select it.
Messages in the lnbox are listed on the right of the window, showing things such as the
Sender, Subject and Date .
Double-click a message to open it.
The e-mail will open tn a new window.

Clicking the e-mail once will display the message in the Reading Pane (which is can be
displayed at the bottom or the right of the Outlook window).

Unauthorised Photocopying is Unlawful 49

Module 7 ~ Web Browsing and Communication Training for ICDL

2.3.3. Closing E-Mails

When you arc linishcd with an opened message, it should be closed. Close X button

To close an e-mail, do the following :

~
E t3
Click the Close X button on the e-mail's title bar. .:::~ 0

2.3.4. Using Help Functions

A range of l lclp options arc also available from
the ll elp button on the Ribbon in the
8 .:::~ E~ Help button
Outlook window (or of any e-mail message).
Clicking the question mark button opens
a fully searchab le I lelp fi le for Microsoft
Outlook 20 I 0 and its functions.

A/temalil'£'~1', press F I to open O utlook ll clp.

This help is online, so an internet connection is needed .

2.4. Adjusting Settings

2.4.1. Managing lnbox Headings 1.1.

The column headings at the lop of messages in the lnbox can be changed to suit users' particular
requirements.

To change these headings, do the following: ! D S. f from

Ensure the lnbox is selected in the folder list to the left in
the Outlook 2010 window.
frrld ~hOOitl
Right-click any column header in the list of messages.
Btmo•t Th" Column
Select Field Chooser from the pop-up list.

The Field Chooser window opens. SUI<h lnborl(trt•()+

RtCIP•trtt Namt
..
Rtctl'wtd . Silt
Januory lOll
Mo Tu Wt fh rr Sa Su
!!]
Drag and drop the required ~ FieldChocKof
Fr-dr....odfleldo
r~
column name to its position
in the Outlook window.
'" U/OI/.hli11~;0'J nn
IMAPS14u .
.Mossaor
Red arrows will indicate lhv 17A!l/20111617 HI Orogna!Or ~rROCIUHW<I
where the column will lhu 11/02/2011 lU7 JKI R•ad
lle<fflod R!!!tten~ """"'
appear in the window.
RSSF..-d
..:. S<niobVI!y
Sen! •
StarlO.tr

-
.~
Tosl: S<b)O<I
To -
.. I .. ] "*"'

To remove a heading either drag the column header out of the Outlook w111dow or right-
click on the header and select Remove this column from the pop-up list.

50 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 .,. Web Browsing and Communication

The results of adding th e Recipient Name column as the seventh column arc shown below.

MIUOSOft 0utto011 Mtaosoft Outtool ltd Mraw,gr louw lomlon fnU ~I f20U l'l.OS 71191

...1
0.1< 06dft
GNillta"' lmport your conltch and old rJN•I lofnA lo•nlon Thu 17A>2!20lll617 HI
t:l en....r ..... Customf.l~ Cnwt With lotofS Md thftfMs Lorn.alotnton JKB
I '"" 11102/2011 16.17

2.4.2. Displaying and Hiding the Ribbon

The Ribbon at the top of the Outlook 20 I 0 window can be displayed or hidden depending on a
user's need.

To display or hide the ribbon do the following:

Right click the ribbon and select Minimize the Ribbon .
Nt-. Nrw
The ribbon is minimized (hidden). f fftalf lit"'' •
To display the ribbon, right click the Ribbon Bar. New
~d!1 to Qulfll AHtU lO(llb.,
~ fi'IOIItfS
Select minimize the Ribbon . Note that a tick means 'urtomct Qulc• Acctn Toollur ..
..J lnbo•
that the menu item is active. lint-
~ Qutc ~ ACCHilOOIOM ltlow the Ribbon

~ S.nta, CuttOffti:t tht Slbbon

l
MtQHUzt lhf RIDDen

.S."d 1 D.,,..,._ f:Aitt•.r }[._...,

4 Fa'IOrttU
~;uuomtzt Quick Accus Toolbar-
)jh ow Qu1c~ Autu Toolbar Btlow tht R1bbon
C) tnbor
p
I
UrotadMo1/ Cu1tom11t lht Bibbon ...
~ Stnl Rtml [ o/ MIQimllt tht Ribbon
----
In common w ith most Windows applications, commands can also be added to and removed from
the ribbon.

To add or remove commands, do the fo llowing:

• Right click the ribbon ..
Select Customize the Ribbon. "'-""'=-"----,---------------~---'-,
Select a command from
the Choose Commands list 8
_,
....._
on the left of the Outlook
Options window to display {-'"""
on the nbbon. • O. .... t

Click Add to add the selected ......... .,· ··~

_ • Quill l-!tpl

. ...
command to the ribbon.
Select a command from
,, ,..,.c..,.•.,
,.._,,,. flt-o•
IIi ~
-·-
::;--·
( twlf•f ( OIWf~

~ =····. . --'""''
"'
the Customize the ribbon ....."..
.....
~ ~'
\MofAI
list on the right of the Outlook
Options wtndow to remove • w.t• Oft'lr>•

it from the ribbon

Click Remove to remove the
command from the ribbon.
Click OK.

Commands can be added to the Quick Access Toolbar by selecting the arrow at the end
of the toolbar and selecting Customize Quick Access Toolbar 1· J., · Click More
Commands to see the Customize window

Unauthorised Photocopying is Unlawful 51

Module 7 ~ Web Browsing and Communication Training for ICOL

2.5. E-Mail Options

2.5.1 . Flagging E-Mails (7 J.)

Received e-mails can be nagged for attenti on later. Placing a nag next to an e-mai l makes it easier
to identi fy these ty pes o f message in a long li st.

To nag a message, do the following:

Click in the flag column towards the right of the Wed 18/01/ 2012 14:54 21 KB
message.
A red flag will appear in the flag column for
Red nag
that message.

To un- nag a message, do the following:

Click the red flag to remove it.

2.5.2. Read and Unread ' J 1 l

When messages arc received into th e inbox in Outlook, they arc displayed as unread. T his is
shown by the display tex t in the message list being bold and a closed envelope icon being used.
A ncr an e-mail has been read, the di splay text automatica lly changes to regular and the envelope
icon changes to an open envelope.

!j [) 5:\ ® From • Subjtct Rtctlvtd Slu

" From: Gm;a1l Tt<tm (2 1ttms. 1 unre~)

Gma1ITtam Import your con tacts and old email Wed 18/01/2012 16:17 HB
Gm;aoi Te;am Custom•ze Gm ail w1th colors ;and themes Wed 18/01/2012 16:17 3 KB

To mark messages as read or unread manually, do th e fo llowing:

Right-click the message.
Select Mark as Unread or Mark as Read from the menu that appears.

To mark all messages in the lnbox as read, right-click the particular folder in the folder
list and select Mark All As Read.

2.5.3. Prioritising E-Mails 6

Prioritising an e-mail means that i t w ill appear in the recipient's e-mail application wi th an
ind icator that i t is of a higher (or lower) priori ty or importance than other e-ma ils. It docs not
mean that the message is sent more quickly.

There are three priority levels:

Normal Importance (no symbol).
High Importance (often a red exclamation mark).
Low Importance (often a blue arrow).

To send an e-mai l w ith a high priori ty, do the fo ll owing: ,.. Follow Up ..
Create a new e-mail in Outlook (see Section 2.6. 1). ! Htgh Jmportance
Before sending, click the High Importance button
in the Tags group (Message tab). .. Low Importance
Tag •

An indication of the higher priority will appear at the top of the address section of the e-mail.

52 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 7 Ill> Web Browsing and Communication

~ Th1s me ssage was sent w1th H1gh importance.

/ From: Lorna Bo1nton <[email protected] >
High priority indicator

When the message appears in the recipient's lnbox, there is an indicator (the exclamation
mark in the illustration) that it is high priority.

Different e-mail clients have different ways of indicating the importance of the message.

r~
~t ~
From: Lorna Bomton (litem, 1 unread)
Jo Lorna Bointon High Priority
I
To send an e-mai l w ith a low pri ority , do the fo llowing:
'f" Follow Up • ]
• Create a new e-mail in Outlook. ! High Importance
• Before sending, click the Low Importance button.
J Low Importance

2.5.4. Saving an E-Mail as a Draft T.6 1 l Taq

Sometimes, it i s necessary to compose an e-mail, but not send it immed iately. In th is situation, a
new message can be saved as a draft. It w ill then be stored in the Draft s folder until needed
again .

To save a message as a draft, do the following:

Using Outlook, compose a new e-mail message (see Section 2.6.1).
• Click Save on the Quick Access Toolbar.
~I
The message will be stored in the Drafts folder.
The message can then be reopened as it is needed and can
be amended further and saved as a draft again, or sent. ~ Ptt!onal foldtl>
t;l lnbox
The amount of messages saved in the Drafts folder is indicated by Tll Drafts [1]
the number displayed in brackets beside th e folder. T he example • Stnt lttml
on the right shows that I message is saved w ithin the Drafts folder. G ~~~ rtm~• 131
~ tj) Junk E mall

2.6. Creating and Sending E-Mails

2.6.1. Composing a New E-Mail .& 1, r r ,

It is important to note that the procedure for setting up an e-mail account is not part o f the ICDL
syllabus. It i s assumed that an e-mail account has been setup w ith an authori sed ISP and that
M icroso ft Outlook 20 10 is being used as th e default mai l application.

To create (or compose) a new e-mail, do th e fo llow ing: St nd I Rtctlvt

x
Ho me
• Open Outlook 2010.
,t ~ ~ fF~ ,.Ignore
Click New E-mail from the Home tab.
LJ-1 'i{Zill " Clu n Up •
Ntw New Delete
E mall ltem1 . , ~ JuM •
New Otitl t

A New Message window opens.

In the To field, enter a recipient's e-mail address, e.g. [email protected].
• In the Subject field, enter a subject that describes the content of the e-mail.
Enter the message text, or body text, in the main part of the window.

Unauthorised Photocopying Is Unlawful 53

Module 7 .... Web Browsing and Communication Training for ICDL

Additional recipients can be entered in the To, Cc and Bee fields (to insert the Bee field; select
the Bee command from the Options tab and Show Fields group). Addresses should be
separated by semi-colons.

( Jphon• ronMt ltrt III:Nt.w

~ t ~11••ntht 1" follow Up •

Send button Addresses

should be
entered here

Subject field

/I
Click here to
start writing
e-mail

1
I,

ll
To send the message, do the following:
• Click Send on the New Message window toolbar.

1 Open Outlook and click New E-mail on the Home tab.

D
2 In the message window that opens, write [email protected] in the To field. D
3 In the Subject field, write Test. Write some text In the message window. 0
4 Press Send. You will receive a reply to this email in your inbox.
D
2.6.2. Recipients ( •
When composing an e-mail there can be three ca tegories of recipient.
To: The To: list contains the main recipients that are affected by the message. In the
example below, '5-a-side football' is a mailing list, containing multiple recipients, while
[email protected]' is an individual
recipient. "' w .., u
Ce: The Carbon Copy list (Ce:) is for
recipients who may be indirectly
affected by the message or that
need to be kept 'in the loop'.
Bee: Recipients in the Blind Carbon
Copy list (Bee:) receive the
e-mail, but the recipients in the
To and Cc lists will not be aware
of this. One use of Bee is for
.
mailings to large numbers of
recipients where the identities
of the others must be hidden.

54 Unauthorised Photocopying Is Unlawful

Training for ICOL Module 7 .,. Web Browsing and Communication

2.6.3. Copying Text from Another Source into an E-Mai l (1

Tex t can be copied from other documents into an e-mail using the usual cut and paste method.

To copy text from a Microsoft W ord document, do the following:

Open Outlo ok 2010 and create a new e-mail message.
With the new e-mail message still open, start Microsoft Word and open the document that
contains the text to be copied.
• In Microsoft Word , select the text and copy it to the clipboard using CTRL + C, or by selecting
Copy in the Clipboard section of the Home tab on the ribbon.
• Locate the window for the new e-mail message, and click in the main body text
section.
• Press CTRL + V to paste the text.
A lternatively , select Paste in the Clipboard group on the Message tab. ~
Putr :/
The text is copied into the e-mail message.
Cltpboarcl •

2.6.4. Replying to E-Mails ( o. 1)

An e-mail th at is received can be replied to directly, w ithout the need to create a new e-mail and
address it to th e ori ginal sender.

T here arc two ty pes o f reply.

• A normal reply is to just the sender.
If the message was sent to many recipients, they will not receive the reply.
A Reply All reply will send your reply to all recipients of the original message.

To reply to an emai l, do the following:

Select the In box on the folder list to the left of the Outlook window.
In the message list, click the message to be replied to once.
Rrply Rtply
From the Home tab and Respond group, click either Reply or Reply All. All

A new message window opens.

The e-mail addresses of the original sender will be in the To field.

If Reply All was clicked, and the original e-mail was sent to multiple recipients, the e-mail
addresses for these recipients will also appear in the To field.

The subject box will have the text Re: and the original subject line.

Subject

Oh no, is it that ttme aaaln ;)

See you on Sunday

Wayne

Enter the text of the reply in the body section. Whether or not it should be entered above or
below the quoted text is the subject of much debate, but for most users entering it above the
quoted text is the standard , especially for long messages.
Click Send .

Unauthorised Photocopying is Unlawful 55

Module 7 <4 Web Browsing and Communication Training for ICDL

2.6.5. Controlling Original Message Quoting when Replying 1

When rep lying to e-mai I messages, tex t of the original message wil l be automaticall y quoted in
the rep ly (sec Section 2.6.4).

To stop this happening, do the fo llowing:

In the Outlook window click File and select Options from the menu.
The Outlook Options window opens.
In the Mail tab, In the Replies and forwards section, select Do not include original
message from the When replying to a message drop-down list.
Click OK.

I W htn 1 ttPir mod1fltl a mtUIQt. don t movt tht 01lglntl

..,_. f'l
Close Or!QinJI mtuagc wtndow wnen replying or forwarding
Prtft<t commenh wtth rn•llolnton

Notu end Journal

When lfP..,Ing to 1 rntUIOt [l:llncludt OrtQtnll mtHIOt I tilt

[t=j
8
When (otw.,dlng a mtuagr. lndudt ortgln.l mcuagt ltd
[j

J
fJtfJ ft tach ltnt In • pbtn ttr1 rr .. !h. ..,
MObllt

Use the Outlook Options window to control quoting the original message when
forwarding an e-mail.

2.6 6. Forwarding E-Mails

Forwarding an e-mai l involves a person receiving an e-mail and passing that message on to a
further recipient who was not included on the original message. It is a very simi lar action to
replying to an e-mail.

To forward an e-mail, do the foll owing:

Open Outlook 2010.
Select the lnbox on the folder list to the left or the Outlook window.
In the Message list, double-click the message to be forwarded to R•ply R•ply Forward
open it. All
Rot p ond
From the Home tab and Respond group, click the Forward button .

The body text of the original message is quoted in the message to be forwarded.
Enter a recipient, or recipients, e-mail address in the To: box.
Click Send.

[!;] [~I
d G;] [
~
SubJtrt

-----Original Message - -- --
From: Pete Steele [mailto:[email protected]]
Sent: 18 January 2912 14 :53
To: becdemo@swift -mail. com
Subject: Dave's Party

Morning!

56 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 IJIJ> Web Browsing and Communication

2.6.7. Spell Checking E-Mails

As w ith any document, it is good practice to spel l check e-mails before they arc sent. By defau lt,
spelling is checked automatically as a message is typed but not before th e e-mail is sent.

To set spelling options, do the foll owing:

In the Outlook window click the File menu and
select Options from the menu.
The Outlook Options window opens.
In the Mail tab and Compose Messages section, select or de-select the
options for checking the spelling of e-mails.
Click OK.

~ Change the editing setttngs tor menages.

~o mpose meuagts In thiS format HlML
B
A:/' Always check spelling before sendong
JJ Ignore onglnal message teiCI In rrply or forward

To set the C heck spelling as you type option, do the following:

In the Outlook window click the File menu and
select Options from the menu.
The Outlook Options window opens.
In the Mail tab and Compose Messages section, click GR. Check SQelhng as you type
the Spelling and AutoCorrection button. ~Use contextual spelling
The Editor Options window opens. 0 Mar~ grammar errors as you type
Ensure the Check spelling as you type has been 0 Chec~ grammar wrth spelling
selected in the When correcting spelling in Outlook
section of the window.

Incorrectly spelled words in the message body text or subject lines will be underlined in red.
Right-clicking the underlined word will display
a pop-up menu with suggestions as to the correct spelling.
Selecting an item from this menu will replace the incorrect
word.

HIIO
H~ot

R1ght-cllck the H~ls

m•sspelled word for a
range of alternative lijnore
spellings Ignore All
Add t o Orct1onary

Clicking the Spelling and AutoCorrection button , opens the Editor Options window.

r
~ Specify how Outlook cor rrcts and formats the conttnts of your t ma•ls

Auto< one<t opbOin

SprCIIYhow Outloo~ corre<lland lo rm•t s tr•t as you type ( ~utoCone<t Options •• ]

Clicking the AutoCorrect Options button in the Editor Options window opens the
AutoCorrect window in which d1fferent options can be selected.

Unauthorised Photocopying ts Unlawful 57

Module 7 <0111 Web Browsing and Communication Training for ICDL

To select them, tick the box next to the option.

The language of the dictionary used in the
spell check can also be set in this window.
• Click OK to apply the settings. ~ SbowAutDCA>trt<t~bu.­

~ c.-.ectrwoa...,~
c...............,..,........
~
J
~ c.p.............. .,_ll*
Individual a-mails can be spell checked at ~ c:oo....... _.,do,.
1 eor.... -._., ,~LOO<I.ot
any time by clicking the Spelling button in
the Proofing group of the Review tab. J PIIMto l'>t • yoy " -
1\ooH<t: llo\tnl Ploon 10>1 f(>ONI!Od "'''
I T
I..) ..

Sptlhno &
Grammar

c.nctl 1

2.7. Attachments

2.7.1 . Sending an E-Mail with an Attachment t.)

Fi les can be attached to e-mails and wil l be avai lable to all recipients (sec Section 2.7.3). As part
of this exercise, identify a previously created document fi le to usc as an attachment.

Inserting an Attachment
To attach the fi le to an e-mai l, do the following :
Create a new e-mail message in Outlook 2010.
Enter a recipient e-mail address in the To: field, and a subject in the
Subject field. Attach Attach Sl9naturt
flit lttm • •
Enter some body text. Jnd udt
Click the Attach File button in the Include group of the Message tab.
The Insert File window opens.
Locate the file to attach.
Click Insert.

' ·.)Player lUb\c r1ptt(Jm:

~ lt:Am n~

,_ Pocturts
• Vodto•

~ Homrgroup

IIi Computot
C, COMPAQ (C l
u FACTORY IMAGI • ,
~-------------------
Folr nome: Ployt r •ul>«nptoon<

Tool• •

58 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ~ Web Browsing and Communication

The attachment or attachments will be

displayed below the subject field.

HI
Attached art the pllyer subscnpuons.

Removing an Attachment
To remove an attachment, do the fol lowing:
Right-click the attachment in the
attachment list.
• Select Remove from the menu.

Atttch tct

Ht
Attach~d ar~ th~ play~r subscnpuons.

CUt
Reaurds
Copy
Btll

2.7.2. Saving Attachments

When an e-mail with an attachment or allachments is received, the message displayed in the inbox
folder wi ll have a paperclip icon indicating that there arc attachments.
) Alon 80UI~t S·A·Sidt fot•lbatl Wed 18/01/2012 14 50 ue
M1kt PittOn Mont hly Rtporl Wed 18/01/2012 14.54 21K8

Paperclip icon

To save the attachment so that it can be opened, do the following:

• Open the e-mail message.
In the message window, the attachments and their size will be displayed in the header area .

There is one attachment ~ w .., • ••

called Player subscriptions.xlsx ... ,.
~ M""to. '
in the illustration on the right. .,.,.~.,

;)Jh•1RIN14
•u~·
''"' ...,,.....,..~....__.-,.
Attachment •• -411--•·..,
Cc
~'"' , ...ao.t..,Mil
I ~Pf•rfltubUttphOnlllhl • • "'

••••.,•cfut rlt.c:N\IInlvnuon~t

••
Right-click the attachment.
• Select Save As from the menu that opens.
frnttw
The Save Attachment window opens.
Choose a location to save the file and give the fi le a meaningful name. Quo< I 'I..
Click Save. 53~NAt

When an attachment has been saved, it can be opened in the same ~ wt AU Alta<hfnf'Of ~

way as any file. X •• !!lOft Alt..ctwttnt

.. "'
!l"J Stlf(t"ll

Unauthorised Photocopying is Unlawful 59

Module 7 ~ Web Browsing and Commun ication Training for ICDL

When an attachment is received, it can also be opened straight from the e-mail message.
Right-click the attachment and choose Open from the pop-up list.
The Opening Mail Attachment window opens giving options to open the file or save it.
Click Open .
The file opens in the appropriate application (e.g. Excel or Word).

2.7.3. Considerations when Attaching Files

One of the most powerfu l fea tures of e-mai l i s the ability to attach fil es to messages. ll owcvcr,
there arc some thi ngs that need to be considered to avoid probl ems w ith attachments.
File size: Be aware of the size of attachments and the likely types of internet connection used
by recipients. It is all too easy for a user in a business, educational or home situation with a
high-speed internet connection to attach a multi-megabyte file to an e-mail and send it to
multiple recipients without considering the use of bandwidth involved, or that recipients not
using a high-speed internet connection may not be able to receive it. If the attachments seem
too large, they can be compressed using special software. Image, sound and video files can
be created in formats that have compression built in, such as PNG or MP4. The result is much
smaller files resulting in much faster transmission via e-mail, but with the same content.
File type: E-mail is a common cause of malware propagation (see Section 1.2.5). As a result,
some e-mail clients or e-mail servers may actively strip certain types of attachment out of
e-ma1ls due to the secunty risks they pose. So it may not be possible to send executable
attachments to some recipients, for example.

2.8. Mail Management

2.8 1. Efficient E-Mail Management

In Section 2.6.4, the Outlook Options w indow was opened to control the opt ion of including a
received message in an outgoing reply . T he Outlook Opti ons w indow, also contains other options
that can be chosen which help the efficient usc or Microsoft Outlook 2010.

To choose these sctlings, do the following:

In the Outlook window, click the File menu.
Click Options.
The Outlook Options window opens.
Select the Mail tab.

Select or deselect the

options you prefer by
clicking in the check boxes.
6J ~·th• •\l<t~tlttt•"O'f_, ~,,•Ot l.
To activate a choice, click 'OffiPO'f •tUffU ~ thll fOt.....t HlMt 3
an empty item check box.
This will place a check
mark in the box, indicating
that the option has been
-
activated . Clicking a box
that is already checked
removes the check
~"«tft, . . .tl

.......
........ _
mark and deactivates the ,,.,., ,,..,.
option.

60 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 II> Web Browsing and Communication

Some of the options available are as follows.

Save copies: This keeps a copy of all messages that you send.
Automatically save: This automatically saves unsent messages.
Close original message : This ensures an e-mail message window is closed as
soon as the Reply or Forward buttons are selected.

2.8.2. Creating E-Mail Folders

As the lnbox and Sent Items folders can become cluttered very quickly, messages can be stored
in a tidi er and more accessible manner using dedica ted folders to collect e-mails covering
particular subj ects. Folders used to co llect similarly themed c-mai ls or c-mails from parti cular
senders should be named appropriately.

To create a new fo lder in the lnbox, do the following:

Right-click the lnbox folder in the Folder list on the left of the Outlook window.
Select New Folder. ....
~ Personal folaers
;::) lnhM _ _ _ _ _ _ _J.

~~LA
Open m New ~mdow

.tfew folder ...

~~
ta)c topy folder

Mar~. All as R~ad

• Remove from favontes

fropertres ...

Crute New Foldft

A Create New Folder window opens.
Enter a name for the folder.
Click OK.

see<t ..ne<e to pia< e tt.. folder 1

~ !fJ Personol Folden
p ~ lnbox
Q.! Orofts
J Sent Items
~ Odeted lt.,m> (2)
.:l1 Calendar
.1..11 Conttcts
Jl Journol
ti Junk f ·mool

A new sub-folder is created within the lnbox folder. ~ Personal Folders

~ ~ lnb ox
5-A-Stde
Personal

~Sent Items
@ Delet~ Item~ [2) •
Unauthorised Photocopying is Unlawful 61
Module 7 ~ Web Browsing and Communication Training for ICOL

2.8.3. Deleting E-Mail Folders ( 1 , )

To remove the folder and all the items in it, do the fo llow ing:
Right-click the folder in the folder list that is to be
deleted. .. Pmonal Folders
Select Delete Folder from the pop-up menu, ,. Qj lnbox
A confirmation window opens. 5~~ ----------~-L-­

Click Yes . Per ~ Open 1n New ~1ndow

NtwFolder•..

Bename Folder
-'opy Folder
f1 Jun~
fia1 Outll Mo~e Foldtr
RSS l 4it Qeleh Folder

Marl. All as R.tad

Clean Up[ er
Oelde 1

Show In fa~orrtes

fropertles ...

2.8.4. Moving E-Mails to E-Mail Folders

T o move a message from the inbox into another folder (e.g. from the Jnbox to the S-A-Side folder
created in Section 2.8.2.), do the following:
Click the message to be moved.
• With the mouse button held down, drag the message to the target folder in the folder list.
The cursor has a small rectangle attached and the folder will be highlighted .

,Q) AJI Mod lim>> Ptlt Stult Da•• 1 Party Wed 18(1(2012 14 Sl
~~--~
~~- ••
wt
~.----~
s~
~ ~ ~ ,.-~ ~~~~----------~~
• Mtkt Patton M onthlt Rtport

~--I

Release the mouse button.

The message will disappear from the lnbox message list.
Click the 5-A-Side folder to view the message.

You can also move a message to folders in other ways from the Outlook window.

1. Using the Move command

Select the message to be moved. In the Home ribbon, click the Move arrow and then
select Other Folder to move the message or Copy to folder to copy the message
from the drop-down list. Choose the folder to which the message should be
moved/copied from the Move Items window that opens.

2. Using right-click
Right-click the message to be moved and select Move and then select Other Folder
to move the message or Copy to folder to copy the message from the drop-down list.
Choose the folder to which the message should be moved/copied from the Move
Items window that opens.

If a message has been opened it can be moved to a folder by clicking the Move button
in the Move group of the Message tab. The folder to which the message is to be
moved can then be selected from the pop-up menu that opens .
....

62 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 ., Web Browsing and Co mmunication

To copy the message instead of moving it, do the following :

Click the message to be copied so that1t is highlighted.
Hold down the CTRL key.
With the CTRL key held down, left-click the message and drag it to the target folder in the
folder list.
The folder will be highlighted.
Release the mouse button.
The message will be in both the lnbox and the folder, e.g. in the 5-A-Side folder.
Click the S-A -Side folder to view the message.

2.8.5. Deleting E-Mails 1

E-mai l builds up quickly and can take up a lot of disk space, especially if large attachments arc
involved. It is good practice to periodically clear out old messages from e-mail folders.

To delete an e-mail, do the following:

Click the e-mail to be deleted to highlight it.
Click the Delete button on the toolbar.

The e-mail will be sent to the Deleted Items folder in the folder list at the left of the Outlook
window.

2.8.6. Restoring Deleted E-Mails

When an e-mail is placed in the Deleted Items folder, it is not actually deleted and can still be
read and returned back to another folder in the inbox.

To restore a deleted e-mail, do the following:

Click the Deleted Items folder to view the message.
Drag the message from of the Deleted Items folder and drop into the lnbox (or other folder).

2.8.7. Emptying the Deleted Items Folder (7 1

E-mail is stored in the lnbox and other folders unti l you decide to delete it. The first step in
deleting an e-mail docs not remove it altogether, but keeps it in the Deleted Items folder.

To delete mail permanently, do the following:

Right-click the Deleted Items folder.
Select Empty folder in the pop-up menu that opens.
A confirmation window opens.
Click Yes.
Alternatively, open the Deleted Items folder and delete the e-mails individually (see Section
2.8.5).

When the Deleted Items fo lder has been emptied, thee-mails arc deleted permanently .

2.9. Distribution Lists

Outlook 20 I 0 offers a Cont acts function, which is a database of e-mail addresses and other
information for individual people or groups.

2.9 .1. Adding an Address to Contacts 12.11

To add a new contact, do the fol lowing:
Click the Contacts button at the bottom left of the Outlook
window.

Unauthorised Photocopying is Unlawful 63

Module 7 ~ Web Browsing and Communication Training for ICDL

The Contacts window opens.

On the Home ribbon , click New Contact.
f~l
Cont~ct I
The New Contact window opens.
- .....
I

The default v1ew is General .

When all the details have been
' ........
.............
added, click Save & Close to save.
Click New Contact to add a further
con tact and repeat the steps above.
Click the Mail tab in the lower left
pane of the Contacts window to
· ·-
I
return to the lnbox .
-"..........
Click Savo & Closo
-.. ..
.............
-·
Contacts arc displayed in the Contacts window. The example below displays contacts in
Busincs!. Card view. The view can be changed in the Current View group:

..... - ,.
Three contacts are
displayed as

·;
Ql ......
X 'rl • a.
,.... ..... -.. ~
Mlrt O.Vttte•
Bus1ness cards

• Mf(..U.Il

£~'~"" tftl.cft
11C~tt ....
Ml~·~
Card v1ew

..........f . . . . . .

-
,;IJ .....
--
2.9.2. Deleting a Contact · -.1.)
To delete n contact, do the following:
Open the main Contact s window.
Select the contact to be deleted .
Click the Delete button on the Home ribbon.

2 9.3. Updating Contacts with an Addresses from Incoming E-Mails

A contact can be created directly from a received e-mail. This ensures the correct e-mail address
is added.

To add a contact from an incoming e-mail , do the fo llowi ng:

Open the e-mail message from the contact whose details are to be added to Contacts.
Right-click the sender's e-mail address.
Select Add to Outlook Co ntacts from the menu
that opens.

64 Unauthorised Photocopying is Unlawful

Training fo~ ICDL Module 7 ~ Web Browsing and Communication

The Contact window opens.

The name and e-mail address of
,...•• w.,
... -......... ,.,...
, ,... ... D

the contact are added automatically.

Add other details about the contact
as required (see Section 2.9.1)
_
...
,_
..........

2.9.4. Creating Contact Groups

Contact (or Distribution) groups can be used to group contacts together so that a 11ingle e-mail can
be sent to them as a group, w ithout hav ing to enter each e-mail address indiv idually.

T o crea te a contact group, do the follow ing:

Open the Contacts window.
Click New Contacts Group on the Home ribbon.

The Contact Group

window opens. .......
Enter an appropriate name C..ltf4 'l'
~·
ltR w ,.,.,, 'C.lfl
• Up
in the Name box.
Click Add Members from
the Members group and
select From Outlook
Contacts

Enter a name for the

\ f--..11

l'Nit .. , , . . . ,... ft.~ ... "''"'',.,.

Select Add Mombors

group

From the addresses

listed in Contacts,
select those that are
to be included in
the group.
After selecting the
name and address,
click Members.
• Repeat the above
steps to add more
members.
When all the members
have been added,
click OK.
Click Save & Close to
create the group.

Unauthorised Photocopying Is Unlawful 65

Module 7 ~ Web Browsing and Communication Trai ning for ICDL

To send a new e-mail to the group, do th e following:

Compose a new message as normal.
In the To : field, enter the name of the list, e.g. Five-A-Side, as
the recipient (a tag will appear containing the full contact name To,..
as the contact name is entered - click this tag to enter th e -'(..·
contact name in the To: field).
Alternatively, select the To: field and choose the contact group name from the list of contacts
and click OK:

Contact

~ Potton {llwiiDnOfnm.com) -ttonOfml.com

Pete Stcdo (lletcstcdoOII>n.c.om) potcstcdoOton.CJ>m

The contact group name will be displayed in the To: field. Enter a subject and message text
and click Send . The message will be sent to each of the contacts listed in the Contacts List.

.. " ,~

ln1t1t Optoonl f orm41t Tnt R.t .,rw

. A.,· I
~ ~
AtiO<IIfllt T' foil-Up·
ll I ll ·- r: tJ!: fF t;f Attocll fttm • f Hooh lmport•nct
ov A
-=·=-
R .,,-. -;1
1J11 Soonoturt • • to"' lmportonct

1
~
~nd
~ ....
11<<...

2.9.5. Updating Distribution lists 1,

To change a con tact group (also referred to as a Di stribut ion L ist), for example to add or remove a
contact wi thin it, do the following:
Open the Contacts window.
Double-click the required group to display the Group window.
Add or remove Contacts or change the Group name as required.
Click Save & Close to save any changes.

Add a new member Remove a member

Save &
Close

',,.,
fr c·A·Sic!•
(H"'·.Jile•t

a.
Add
·f
R,.

a!. ~ Q:.1
~ontut (iroup

-&
[mall MtthnQ
~
CJ El 1:3
1:) 0

TaQI

People 1n U Alon Bourkt tallnpb ouokt C I.,tm"l fm)

group lll M•kt P•tton (mpotton. fnm com)
Pelt Sl<tl< IP<Itll<tlt . ton .com) prttstttltGton .com

66 Unauthorised Photocopying is Unlawful

Training for ICDL Module 7 Ill> Web Browsing and Communication

2.1 0. Searching and Sorting E-Mails

2.1 0.1. Searching for E-Mails 1 1 1

Microsoll Outl ook has the ability to search emails using a range of criteria.

Instant Search
There is an ' Instant search' fi eld above the message section of the Outlook w indow.

Type words to search for

Th is wil l search the subject lines of the messages in the currentl y selected folder for the tex t entered,
returning a list of matching messages which can be opened or replied to as normal. To clear the
search and return to the normal message list, click the X button to the ri ght o f the search fi eld.

l oo tbal~ I_~ I
! I D_l~ 118 from • Sub)tct _I RtctiVtd : Sltt
~· --··-----~·-~-··~--·~----------~-------------~-----

• From: lorna Bolnton (1 lttm)

.I::§. • lorna Bolnton 5-A-Sidt football Wtd 18,01/2012 14:32 1~ KB J

Try scarcntng IQII!l !!l. All M~t1Atm1,

Advanced Search
M ore thorough searching is ava ilable w hereby other parts o f the Outlook folders can be searched.

To refine search criteria, do th e following:

When criteria is entered into the Instant Search box the Search Tools ribbon becomes
available.
Choose to search within only the currently selected folder (e.g. lnbox) or search all subfolders
or Outlook Items.
Refine the search criteria by searching by sender's address; the subject; message
attachments; importance; flag status or a specific time frame in which a message was
received.
Choose to search using Recent Searches or select options from the Search Tools drop-down
menu .
Close the search tools ribbon by selecting Close Search.

lnbcn: • !"•nab36Ciigmaol com •

Homt Stnd I RtCtiVt Foldtr Votw

<uurnt "roldtrj

AI! Mao!
All Subfoldm
From Sub)tct Ha~ Catroomtd
io., Stnt To • ! lmport.nt $J
Rtcrnt ~Ur<h Ctost
+ Mort •
f!tml ~I'll Outlook lttmo
_ Scopt

1
Choose what to search
Att1chmtnt1

\...._- -....====-- --====---_/

•

v
Refine the search
Unrnd

7
Surchtl • Toull • St1r<h

Clolt

Select Recent Searches

or choose a Search Tool

Unauthorised Photocopying is Unlawful 67

Module 7 ~ Web Browsing and Communication Training for ICDL

Selecting Advanced Find from the earch Tools menu wi ll open the Advanced Find window:
Choose an
Outlook item '"
wh1ch to
0
(3 l Click Browse ... to
search 9 In: lnbo• change the folder
to be searched

Enter word to be:::.~..+-=,!!.:..:;::..=.:::.=...--:-

Click to begm
searched for "'' ab)OCt ftold rif search
Click From ... or
Sont to ... to f(om ...
open Contacts
and select
contact name [j JMwol..,:
~=-.;._~~;;~:;2::;::::::::::::::::::::=:::::::=:::~+-~~'---+t- Click to add
cntena on when
the message
was rece1ved ,
sent, created,
etc.

Look for: This field indicates the part of Outlook to be searched (contacts, messages, etc.).
In (to the right of Look for): Using this field, the
folder to be searched can be identified . Clicking
Browse ... opens the Select Folder window. • 0 p ~ooch Foldtn
Select the folder by placing a tick next to its name. [J.aj Sug!jtStod Contocu
'' ~ Tosl•
J loonob360gmoolcom
..., l ........ (1)
...J (Gm•ol]
._, tJ Junk E· mo•l
0 PtO>ONI
0 R«coptJ
OOJ S..•ch Fold.,,
0 Torvtl
(J Wotk

In (underneath Search for the word(s)):

Using this field , the part of the message
to be searched can be specified.

From ... /Sent.. .: These options open the Contacts window so that the names of senders
and recipients can be entered to narrow the search and make it more focused.
,

-
Time: This option allows users to enter details T._ none ....
J
about the time the message being searched for none
was sent, created, received, etc. Click the arrow to ...,, ~
cU!
the right of the Time: box to show the options. u pns
Click to select an option. aut..d
modtMd

When the Time: option has been selected the

second box is activated. Click the arrow to the Tme: :receved 1~1 lt'lyt.ne ~ .....!

right of this box to specify a timescale. ll'lyt.ne

yHt.orday f"
today
....-lliU.ilnl
wtMe~t
~
11-. .-k
~t month
..,

68 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 7 .,. Web Browsmg and Communication

If there are results from the search, the bottom of the window will expand to list them.
Messages in this list can be opened, replied to, etc. in the normal way.

Search results o • ,,,.. """':;;"..-,---,,--:o-.------------,-,;c.;.c~:=.c= "'-=-c...:..:.:.:...__ _v •

are d1splayed at / ~...;.'"'
'"'''""".... "'.-=.;';;.;:_=.._ _ _ _--'=""'-; = . . . . . - - = ' - - - - -
the bottom of the
wtndow.

2.10.2. Sorting E-Mails 1

The contents of the In box or other folders can be sorted by clicking the column headers in the
message I ist.

To sort messages by sender, do the following:

• Ensure the required folder is open in the Outlook window.
• In the message list, click the column header to be used to sort the messages, e.g. From.
The messages are sorted by the chosen column .

When messages have been sorted ! D f\ t ,,.. .. ~UbJtct \'

~ Go.ullltM ""pott 10Vt Conuttt •1'\d otct tMall Wed Ul/01/lOJ.Z S6 J7 J kl
by a specified header, the messages .:J c...i lHM ~c.Mi wtth cotoruM ttwM.- W..t ll/01 / 2.011 1e:1'1 ) 0
are grouped together, e.g. all
.. ,, .... letn~ IOirltM Q lttM~
messages from the same sender • l~ ,..,.
_.,....,-.,..s...i':_=-c:,"'
':"'"... ••..,.,u....,.,n-:-:••:--.....,
"..,------::w,-,.,.,..L::-.:o"'tno=u~
will be grouped together if the
From field is sorted . • Pr M.cro.vn Out~•· U tret
.J ~tO\oft: Outl... M!UO$On OutLOolli htt ~~,~~ ffll).()l®lli\OS '1111

The column being used to sort the messages is indicated by an arrow in the column
header.

~I n D 0 fto m Subj<ct R<e<lvtd ~ SIU Cal<gorlu '?

To change the sort order (e.g. from ascending order to descending order), click the
arrow.

Messages can be sorted on any column displayed in the message list in the same way .
To sort by subject, click the title of the Subject column.
• To sort by the received date, click the title of the Date column.
• To sort by message size, click the title of the Size column.

It is also possible to change the current sort by

right-clicking the required column header and tl 1\ntllt Sen

selecting Reverse Sort from the pop-up list. Jl Pltl4 ~hOC»otf

'S. ..
~ C::rOtlp&lrll~

r• ~~tw scu•no'

Unauthorised Photocopying is Unlawful 69

Module 7 <Ill Web Browsing and Communication Training for ICDL

2.11. Printing E-Mails

2.11.1. Printing E-Mails (7 6. ?.4)

To print an e-mail, do the following:
• Select the In box in the folder list to the left of the Outlook window.
Select the message to be printed in the message pane on the right of the window.
• Click the File menu and choose Print. Choose print settings and then click the Print button .
The message will print to the default printer.

Print
Print button. Only
click this button ----1~:..:..,.:....;:.;;,_--- ~pcot'lfy hOW)'O\I w•nt lh4 l(m"!IO bt pt•nted tnd
lht, tholk'f""
once all settings ""• '""'
have been chosen Optn
Printer to be
....
Print...
----used

Print Options -
button
-----+-:;Ht-;lp:::::--~---=p,,,..
1.l
,,.,
o.uon•
()phon•
Sottlnll'
Style to be
0
used. Memo
style Is the usual
} style for email
messages

The message is previewed in the Preview

pane of the Print window:
-..
,_
___
......... .............
.. _ _ _ u
-~

,...,._._.
-
----r~-,._
=- ... ...,..........._ """"'_......,......
Print preview

-.--..
.........
o.-.... ... \'.............
\ •-»ll.tlt'l _ . . , . . . NM.._ ~ •• ..-..11"'11

Clicking the Print Options button opens the Print window:

Printer to be '""'
used

-·
-·
s....
TVI)e ~

""""""'
c.-on ftl600 lfftl!l

Clnon IP3600 Hr'IH

8
"""'"'""
Properties

Prr!ttf~ ~
Style to be used.
-·~-~ -]

{I ~
Table5i'l4o
Memo style is
the usual style for
email messages
_s.,.. -·'-''
Cillo,._
Number of copies and
number of pages

,.,~
Q;JG'PJQ!J Collate copies

Pages to be
printed ·-"'
Prnlalt.td~flrt At~tl,.pmttot.
'dolaAt "''""....,
Option to print
attachments

• Clicking the Properties button displays advanced settings.

• When your preferences have been entered, click OK.
Click Print to print to the default printer. To close the Print window, click the File menu.

70 Unauthorised Photocopying is Unlawful

Glossary
I
I
Training for ICDL Ill- Glossary
ASC II (American ta ndard Code for lnfor-mntion computer aided design (CAD) A specialised
lntcrchnnge) Text snvcd in ASCI I fom1at can be drawing program that enab les users to simplify
used by mo~ t word processors wi thout the need the product ion of complex drawings and desagns.
for translators, but any layout or styles arc lost. computer-based trai ning (C BT) The usc of the
bnckup To keep a copy of a fi lc or fi lcs for computer to provide (usually) interactive
safekeeping in the case of loss or damage to the instruction to students, bu t oflcn used for more
original. specialised purposes.
barcode A pallcm of black and white lines that can computer gra phics Illustrations drawn on or by a
be scanned and read by computer, as seen at computer.
supermarket checkouts. co nfigure To set up hardware or software so that it
bit (Binary DigiT) One of the two digits (0 or I) operates a~ required.
used in the binary counting system used by Control Panel On a com puter, a piece of software
computers. Bits arc common ly used in sets of8, that can be used to set various options, such as the
called bytes. number of colours displayed on the screen, the
bitmap The arrangement of a collection of dots to printer to be used, etc.
form a picture on a computer screen. When bit- copy and paste A technique where data is copied
mapped images arc enlarged, the individual dots from one location and pasted into another, e.g.
can be seen and appear jagged. text in a document. The original data remains in
browse to locate a web page, or to work through a place when a copy is made, unlike Cut and Paste.
program or presentation. corruption Damage to computer fi les that
browser A program enabling users to view pages on may render them unusable, caused by
the world wide web. ma lruncti on, mechanical fai lure, magnetic fields,
etc.
byte A set of (usually) 8 bits. A byte can represent a
single character of the alphabet C RM Sec customer relationship management
or a ' nom1al' number. cur or An icon on the screen that shows where the
cache memory A special type of memory between next action wi ll bega n, such as where typed text
the CPU and the main memory chips that stores wi ll appear. onen called a pointer.
frequentl y used data to save time, thus increasing customer relationship management (CRM)
the speed of the computer. Support systems that monitor and direct a
CAD Sec Computer Aided Design company's interaction with its client base, from
cont ract management to call manage-ment. May
CAM Sec Computer Aided Manufacture
include on-line ordering, soft-ware updates, etc
C O-RO M (Compact Disk l~ cad -O nly cut und paste A technique for transferring data from
Me mory) A storage medium with the same site
one location to another. When cut, the original
and appearance as nonnal music CDs, used for data is removed and pasted into its new position,
storing large amounts of infonnation. The data is unlike copy and paste.
optically encoded and read by a laser beam.
dahl A term used for an item or items of
cell A single ' box' on a spreadsheet. Each cell has in fo nnation.
its own unique address derived from the letter of
the column (A, B, C ... ) and the number of the Duta Protection Act A governmen t act
row (I, 2, 3... ) i.e. 83, etc. controlling the usc and control of data stored on
computer systems.
centring Aligning text or objects to be centred on
the page between the margins. dutabusc A large collcctaon of information. A
computer database brings the computer's speed
centra l processing un it (CI'U) The principal part of and versati lity to findi ng, sorting and presenting
a computer. It pcrfonns all the information in a vari ety of ways.
activities required by the instructions input from
the keyboard or mouse, for example, and displays default A setting that is used in the absence of Any
the result on the screen. Also used to dcscnbc the instructions to the contrary. Default settings can
actual microprocessor chip that docs the work, or be thought of as· factory' settings which remain an
the box in which it is contained. force unless changed by the user.
click Pressi ng (and releasing) the mouse button to desktop A tem1 used to describe the computer screen
give a command to the computer. on which icons represent items as if they were
arranged on a ' real' desktop.
lip Art Collections of professionally drawn
illustrations from wh ich the user can select for usc des ktop publishin g (OTP) The usc of personal
in his/her own work. computers, page layout programs, laser printers,
scanners, etc. to produce high-qual ity documents,
comp ression A technique for reducing the space as distinct fro m sending the original materia l to a
occupied by fi les to maximise storage or for
commercial typesetter.
transmission over a network, for example.
Compre~scd files have to be decompressed before dictionary A last of words 111 a computer's memory
they can be u ~cd. wh ich it uses to check spelling, e.g. in a word

Unauthorised Photocopying is Unlawful 73

Glossary.,.. Training for ICDL
processing documcnl. Words not in the original hacking A term used to describe (usually) unl awful
list can be added to create a custom dictionary. attempts to gai n access to protected computer
digital Commonly used to describe data in digital systems.
fonnat, i.e. a string of ones and ;crol., that can be hard copy Computer fil e pnntcd out on paper as
used by a computer to reconstruct the original distinct from the soft copy on the computer's hard
image, whether it be tex t, sound, video, etc. disk.
directory A collection of files and/or folders stored hard disk The principal storage device in a
under a common name. Also know as a folder. A computer. Data is stored magnetically on a
directory or folder can contain sub-directories or spinnmg metal disk.
fo lders as well as files. hardware The physical computer equipment and
download To transfer data from a remote computer peripherals, such as keyboards, scanners,
i.e. the internet to your own computer. monitors, as distinct from the computer programs
dragging Pointing to an object, holding down the or software.
mouse button and moving the mouse to pcrfonn llclp system A series of fi les included with many
an acti on on the screen, then releasing the mouse application packages which the user can ca ll on
button. for assistance on screen.
encryption A method of encoding data for security highlight To select an object or text so that an action
purposes so that it can only be accessed by can be performed with it.
authorised users. icon A small picture or symbol used to represent a
error message A message displayed on the screen featu re or acti vity on the screen. Clicking on an
when something goes wrong or a problem occurs. icon wi th the mouse is a way of giving a
There may also be buttons command to the computer.
to click which offer various options for resolving import To include a file from an outside source in an
the problem. app lication. For example, to take a piece of Clip
export The abil ity to send or save a file from one Art into a document or records from one database
application in a format that can be used in into another.
another. informution communication technology (ICT) TI1e
licld A part of a database record that contains a usc of technology, such as computers,
single item of information, such as a person's telecommunications and other electronics
surname or a telephone number. technology, to process information
file Can be either a set of data, such as a document, inkjct printer A type of printer that sprays tiny
or a program such as a word processor. drops of ink onto the paper to build up an image.
font The set of characters and numbers of a In kjet printers give high quality but arc generally
particular design and style that determines the slower and more expensive to run than laser
overall appea rance of text, more correctly printers.
dcscnbcd as a typeface, e.g. Arial and Times New input device A device such as a keyboard, scanner
Roman. etc. for entering data in the computer.
format The structure of a file depending on the install To transfer soft ware from the medium on
application that produced it. Microsoft Word fil es, which it has been bought CD ROM, etc to the
for example, arc stored in a di ffere nt format from computer's hard disk.
files produced by other word processors, making interactive The abi li ty of users to interact with a
them mutually incompat ible unl ess special program to alter and select its progress in contrast
translators arc used. to, for example, a film or TV program over which
formatting The process of changi ng tex t, images, users have no control.
charts, tables, etc. by altering the font, font si;;c, interface The system used to aid the transfer of data
colour or style. from one cnv1ronmcnt to another. The human
formula An instruction used in a spreadsheet to interface between the user and the CPU includes
perfom1 a calculati on, such as adding a series of the keyboard, mouse and monitor. A modem is
numbers. the interface between a computer and the
function A preset formula used in u spreadsheet telephone system, for example.
which saves the user from having to devise and justification Aligning tex t so that it lines up neatly
insert the fonn ul a, e.g. sum(A3:A 15) calculates at the left or right margins, or both, or in the
the sum of the numbers from cells A3 to A 15. centre of the page.
grap hical user interface (CUI) A system of LAN (Local Area Network) A computer network
pictures or icons on a screen that enable users to confined to a local area, such as a single building
control the computer by clicking them with the or group of buildings close together.
mouse, in contrast to typing in commands from a laser printer A prin ter that uses electrostatic charges
keyboard. to transfer toner powder to paper in the manner of
grap hics Drawings, ill ustrations, diagrams etc. a photocopier, giving a very high quality.
logging off The process of disengaging from a
system to which you have logged on.
74 Unauthorised Photocopying Is Unlawful
Training for ICOL .,. Glossary
logging on The process of gaini ng access to a peer-to-peer network A simple computer network
protected system, usually in volving entering a in which the computers exchange files directly
uscrnamc and/or password. with one another.
mail merge Combining data such as names and peripheral A piece of equipment such as a printer,
addrcssc~ from a database file wit h a document scanner or external hard drive that can be attached
such as a letter in a word processor so that to a computer.
indi vidualised documents can be printed. pixel A si ngle 'dot' on a computer monitor. Each
manual line break Forcing a new line in a word pixel's colour and brightness is control led by the
processing document without creating a new computer to produce the complex images you sec
paragraph . on the monitor.
memory Electronic chips that can store information point To move the mouse so that the cursor rests on
on the computer whi le it is being used. Devices an object on the screen, e.g. an icon.
that store infonnation when the computer is port A socket on the computer into which cxtcmal
switched off, such as hard disks, arc sometimes cables or devices can be plugged.
referred to as secondary memory.
primary key In a database, a special field such as an
menu A list of actions or cho ices from which the I0 number, used to idcnti fy a record.
user makes a choice. Commonly displayed on a
program A set of instructions, written in a
Menu Bar.
programming language, used by the computer to
merge To combine two or more files to form a single perform an action.
fi Ie.
prompt A nashi ng cursor on a screen that indicates
modern A device that enables computer signals to be to users that the computer is expecting some
transmitted to remote computers using the input, e.g. entering text.
telephone system. It docs this by superimposing
RAM (Random Access Memory) A memory chip
the computer signals on an audible tone: it
in which the computer stores and retrieves data.
modulates the tone, which is then demodulated by
RAM needs a constant power supply so any data
the remote computer.
in it is lost when the computer is switched off.
monitor The screen on which the computer displays
information. It ' monitors' what the CPU is doing record The basic unit in a database sy!>lcm,
containing va rious fields, equivalent to a paper
and displays the results for users.
catalogue card.
mouse A hand-controlled input device for giving
relational database A database that uses several
instructions to the computer. A ball in the base of
related fi les, e.g. a company might keep a list of
the mouse rolls along th e surface of the mouse
customers in one fil e and a list of products in
mat and this moves the cursor on the screen.
another and addresses in third. The database can
Buttons can be clicked to perform further actions
and a wheel between the forward buttons can be ex tract and combine data from the different fi les
as the user requires.
used for scroll ing through documents and
windows. They arc norma ll y connected to the ribbon A strip of tabs across of appl ication wi ndows
computer with a US B cable, but some cordless containing all the actions needed to create files in
and usc radio or infrared technology to that application.
communicate with the computer. ROM (Read Only Memory) A memory chip
network A number of connected computers through containing permanent data which is retained when
which data can be exchanged. A network can the computer is switched off. The computer
consist of a small number of computers in the cannot alter the contents of ROM ; it can only
same bui lding or a world-wide system such as the 'read' it.
internet. RTF ( Rich Text Format) A format for exchangi ng
operating system A collection of programs that tex t between different word processors without
controls the entire computer and the way the user losi ng the layout or style content.
operates it. Major Operating Systems arc DOS, run To run a program is to start it operating.
UN IX, Windows and Mac OS. All these arc scanner Converts an ill ustra tion on paper into a
mutually incompatible, in that applications digital file tha t can then be edited and
designed for one will not run on the others, but mani pulated on the computer.
files can be exchanged between different
operating systems. sc roll bar A bar along the side or bottom of a
window enabling the contents of the window to be
output device A device such as a monitor or printer viewed by moving the scroll bar up or down or
on which the output of the CPU is displayed or from side to side when the window is too small to
made avai lable. display all of 11 at once.
1>alecte A selection, usual ly of colours, ava il-able to scrolling Moving the contents of a window to view
the user. parts that arc hidden because of the small site of
password A security featu re requiring a series of the wi ndow.
characters to be entered to gain access.

Unauthorised Photocopying Is Unlawful 75

Glossary <1111 Training for ICDL
server A com puter that acts as a storage or uninstall To remove unwanted software from the
processing unit for other computers on a network. computer's hard disk.
software A computer program of any kind. word upload To transfer data from a user's computer to a
processors, database packages, graphics remote computer over a network, e.g. the internet.
manipulation packages, games, and so on arc all virus A software program written with malicious
examples of software. intent. A vi rus interferes with the nonnal
software piracy The illegal copying and usc of operation of the computer and may display a
soflware, whether for personal or commercial usc harmless message on the screen or cause serious
or for sale. corruption of files, depending on the virus.
sort To arrange items in a distinct order, the most WAN (Wide Area Network) A computer network
common arc alphabetical or numeri cal. in which the computers arc geographically remote
spell check A program that checks the spelling in a from each other e.g. the ATM system used by
document against a built-in dicti onary and banks, or even world-wide as in the internet.
facilitates the correction of errors. window A clearly defi ned area on the screen in
sp readsheet An applic::uion program used to display which informati on is displayed. Several windows
and manipulate financial or statistical information. can open at a time and they can be indi vidually
The program performs ca lculations and can moved and resized.
produce charts. wizard A feature in some applications that helps
system software The set of programs that a users through a series of tasks by displaying a
computer uses to operate, as distinct from series of choices on the screen to choose from.
programs such a!> word processors used by users. word processor A computer program used to
touch screen A special screen that responds to users' prepare, edi t, fonnat and produce documents in a
fingers touching the surface, replacing the mouse sophisticated way.
or keyboard, e.g. in kiosk-type public information world wide web (www) A collection of interlinked
systems. documen ts on the internet. It was conceived by
touch pad An input device that replaces the mouse Tim Bcmers-Lcc who wanted to create a virtual
on laptop computers. space in which information could be shared or
exchanged.
trackball An input device for controlling the
WYSIWYG Pronounced ' winy-wig'. Describes a
computer; essentially an 'upside down ' mouse
screen display that accurately matches the
with the ball on top instead of underneath. eventual paper version produced on the printer.
Literally, ' What-You-Sec-Is-What-You-Get'.

76 Unauthorised Photocopying is Unlawful

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Do you know what a Spreadsheet is capable of?

Can you create a simple Presentation?
Do you dare update a Database?
If not, this is the book for you.

Training for ICDL Syllabus 5.0: A practical course in W indows 7 &

Offi ce 2010 is the essentia l computer training manua l for beginners.
It can be used in the classroom or as a self study guide, and is
invaluable as a reference in the workpl ace.
Each of the seven ICDL modu les covered in the manual is written in
plain Engli sh, with exten sive screenshots, clear exampl es and a
wea lth of exercises.
Bl ackrock Education Centre has been successfully writin g excellent
computer training manuals for the last 10 yea rs, honed f ro m its
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International Computer Driving Li cence (ICDL) is a recognised
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Practrce fri es needed fo r the lessons rn the d rfferent modules are ava rl ba le fo r clownloadrng from
www aspbooks corn/download/icdl) 2010 eng zrp

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