ECDL Module 7: Reference Manual Information & Communication

ECDL Module 7
REFERENCE MANUAL
Information & Communication
Microsoft Windows XP Edition for ECDL Syllabus Four
PAGE 2 - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
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)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
ECDL Approved Coursewre
!"e ECDL Fou#d$%o# "s pproved $"ese $r%#%#& '$er%(s #d re)u%res $"$ $"e
*o((ow%#& s$$e'e#$ ppers %# (( ECDL Fou#d$%o# pproved +oursewre,
European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e-Citizen
and related logos are trade marks of The European Computer Driving Licence Foundation Limited
(ECDL-F!" in Ireland and other countries#
C"e($e#"' Coursewre is an entit$ independent of ECDL-F and is not associated %ith ECDL-F in
an$ manner# This course%are pu&lication ma$ &e used to assist candidates to prepare for ECDL
$es$s# 'either ECDL-F nor C"e($e#"' Coursewre %arrants that the use of this course%are
pu&lication %ill ensure passing of ECDL $es$s# This course%are pu&lication has &een independentl$
revie%ed and approved &$ ECDL-F as compl$ing %ith the follo%ing standard(
Technical compliance with the learning objectives of ECDL syllabus 4.
Confirmation of this approval can &e o&tained &$ revie%ing the Course%are )ection of the %e&site
www,e+d(,+o'
The material contained in this course%are pu&lication has not &een revie%ed for technical accurac$
and does not guarantee that candidates %ill pass ECDL $es$s# *n$ and all assessment items and+or
performance-&ased e,ercises contained in this course%are pu&lication relate solel$ to this pu&lication
and do not constitute or impl$ certification &$ ECDL-F in respect of ECDL $es$s or an$ other ECDL-F
test#
For details on sitting ECDL $es$s and other ECDL-F tests in $our countr$, please contact $our
countr$-s 'ational ECDL+ICDL designated Licensee or visit ECDL-F.s %e& site at www,e+d(,+o'#
Candidates using this course%are pu&lication must &e registered %ith the 'ational Licensee, &efore
undertaking ECDL $es$s# /ithout a valid registration, ECDL $es$s cannot &e undertaken and no
ECDL $es$ +er$%*%+$e, nor an$ other form of recognition, can &e given to a candidate# 0egistration
should &e undertaken %ith $our countr$-s 'ational ECDL+ICDL designated Licensee at an$ *pproved
ECDL $es$ +er$%*%+$e Test Centre#
S-((.us / is the official s$lla&us of the ECDL certification programme at the date of
approval of this course%are pu&lication#
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PAGE / - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
ECDL *11023ED C240)E/*0E ################################################################################################## 5
!0E IN!E1NE! ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,, 7
C2'CE1T) + TE06) ################################################################################################################### 7
Understanding the difference between the Internet and World Wide Web ................ ...... 7
Understanding the terms HTTP, UR, h!perlin", I#P and $TP ........................ ............... 7
Understanding the str%ct%re of a Web address ............................... ............................... &
Understanding what a Web 'rowser is and what it is %sed for ...................................... (
Understanding what a search engine is and what it is %sed for ................ ..................... (
Understanding the terms )oo"ie and )ache ................................................. ............... *+
)EC40IT8 C2')IDE0*TI2') ####################################################################################################### 99
Understanding what a protected Web site is ........................................................ ........ **
Understanding the p%rpose of a digital certificate .................................... ..................... **
Understanding what encr!ption is and wh! it is %sed ........................ ........................... *,
Understanding the danger of infecting the comp%ter with a vir%s from a downloaded file
.................................................................................................................... ................. *,
Understanding the possibilit! of fra%d when %sing a credit card on the Internet ........... *,
Understanding what a firewall is ..................................................................... .............. *-
FI0)T )TE1) /IT: T:E /E; ;02/)E0 ######################################################################################## 95
.pening and closing a Web browser .............................................................. ............. *-
Understanding how to set the Web browser Home Page .................... ......................... */
0ispla!ing a web page in a new window ............................................. ......................... *1
#topping a Web page from downloading ....................................................... ............... *7
Refreshing a Web page ...................................................................................... .......... *7
Using Help .............................................................................................................. ...... *&
*D<4)TI'= )ETTI'=) ################################################################################################################ 9>
0ispla!ing or hiding the toolbars .................................................................................. . *(
0ispla!ing or hiding images on a Web page ............................................................ ..... *(
0ispla!ing previo%sl! visited URs %sing the browser address bar .............................. ,+
0eleting !o%r web browsing histor! .............................................................. ................ ,*
2E3 NA4IGA!ION ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,, 23
*CCE))I'= /E; 1*=E) ########################################################################################################### ?5
.pening a UR 2Uniform Reso%rce ocator3 ................................................... ............ ,-
4ctivating a h!perlin" or image lin" .................................................. ............................ ,-
5avigating bac"wards and forwards between previo%sl! visited Web pages ................ ,6
)ompleting and s%bmitting a web based form .................................................... .......... ,1
4)I'= F*3240ITE) ################################################################################################################# ?@
4dding a Web page to !o%r $avo%rites ....................................................................... .. ,1
0ispla!ing a Web page from !o%r $avo%rites ............................................. .................. ,7
20=*'I)I'= F*3240ITE) ########################################################################################################### ?A
)reating a $avo%rites folder .................................................................. ....................... ,&
4dding Web pages to a $avo%rites folder ............................................................ ......... ,&
0eleting a $avo%rite ............................................................................. ........................ ,(
2E3 SEA1C0ING ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,, 35
4)I'= * )E*0C: E'=I'E ########################################################################################################## 5B
#electing a search engine ...................................................................... ...................... -+
Performing a search for specific information %sing a "e!word phrase .......................... -+
)ombining criteria in a search .................................................................... .................. -+
)op!ing te7t, images and URs from a Web page to a doc%ment ................................ -*
#aving a Web page to a drive as a te7t or html file .............................................. ......... -,
0ownloading te7t, images, so%nds, videos and software ............................................ --
10E1*0*TI2' ########################################################################################################################## 55
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Previewing a Web page ............................................................................................ .... -6
)hanging the Web page print orientation ......................................... ............................ -6
)hanging the Web page margins ........................................................... ...................... -6
10I'TI'= ############################################################################################################################### 5C
)hoosing Web page print options ............................................................................. .... -/
ELEC!1ONIC MAIL ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,, 37
C2'CE1T) *'D TE06) ############################################################################################################# 5A
Understanding the str%ct%re of an 89mail address ................................................. ....... -&
Understanding the advantages of 89mail s!stems ................................................. ....... -&
Understanding the importance of networ" eti:%ette 2neti:%ette3 ............................... ... -(
)EC40IT8 C2')IDE0*TI2') ######################################################################################################## 5>
Understanding the possibilit! of receiving %nsolicited mail 2spam3 ............................... -(
Understanding that a ;ir%s can be attached to messages ..................................... ....... 6+
Understanding what a digital signat%re is ................................................. .................... 6+
FI0)T )TE1) /IT: E-6*IL ########################################################################################################## DB
.pening and closing the e9mail application ............................................. ..................... 6+
.pening a mail inbo7 for a specified %ser ............................................................ ........ 6,
.pening one or more mail messages ................................................................. .......... 66
#witching between open messages ................................................. ............................ 6/
)losing a mail message .................................................................... ........................... 6/
Using Help .............................................................................................................. ...... 61
*D<4)TI'= )ETTI'=) ############################################################################################################### D7
)%stomising the inbo7 headings s%ch as sender, s%bject or date received .................. 67
0ispla!ing or Hiding the toolbars .................................................................... .............. 6&
MESSAGING ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,, /8
0E*DI'= * 6E))*=E ############################################################################################################## D>
$lagging a mail message ........................................................................................... ... 6(
<ar"ing a message as %nread or read ...................................................... .................. /+
.pening and saving a file attachment to a drive .............................................. ............ /+
0E1L8I'= T2 * 6E))*=E ######################################################################################################### CB
Using the Repl! and Repl! to 4ll commands .................................................. .............. /*
Repl!ing with or witho%t :%oting the original message ........................... ...................... /*
)E'DI'= * 6E))*=E ############################################################################################################## C?
)reating a new message ..................................................................................... ......... /,
Inserting a mail address in the =To> field ........................................................ ................ /,
)op!ing a message to another address or addresses ............................................... ... /-
Inserting a title into the =#%bject> field ....................................................................... ..... /6
Using a spell9chec"er to correct spelling errors ......................................... .................. /6
4ttaching a file to a message ......................................................... .............................. //
#ending a message with high or low priorit! .............................................................. ... //
#ending a message to a distrib%tion list .............................................. ......................... /1
$orwarding a message ................................................................................... .............. /1
C218I'=, 623I'= *'D DELETI'= ############################################################################################### C7
#election Techni:%es ...................................................................... ............................. /7
)op!ing and moving te7t within a message or between other messages .................... /&
)op!ing te7t from another so%rce into a message ........................................................ /(
0eleting te7t in a message ..................................................................... ...................... 1+
0eleting a file attachment from an o%tgoing message ................................... ............... 1+
MAIL MANAGEMEN! ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,, 9:
TEC:'IE4E) ########################################################################################################################### @9
Understand how to manage e9mail effectivel! ............................................ ................. 1*
4)I'= *DD0E)) ;22F) ############################################################################################################ @9
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)reating a new address list?distrib%tion list ........................................................... ........ 1,
4dding a mail address to an address list ................................................... ................... 1,
0eleting a mail address from an address list ................................................. ............... 1-
Updating the address boo" from incoming mail ................................................. ........... 1-
20=*'I)I'= 6E))*=E) ############################################################################################################ @5
#earching for a message b! sender, s%bject or mail content ................................. ....... 16
)reating a new mail folder .................................................................................. .......... 1/
<oving messages to a new mail folder .................................................................... ..... 1/
#orting messages b! name or date ............................................................... ............... 17
0eleting a message ................................................................................................. ..... 17
Recovering a message from the deleted items folder ........................................... ........ 17
8mpt!ing the 0eleted Items folder .............................................................................. .. 1&
10E1*0I'= T2 10I'T ############################################################################################################### @>
Previewing a message ....................................................................... .......................... 1(
#electing print o%tp%t options ............................................................... ........................ 7+
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!"e I#$er#e$
Co#+ep$s ; !er's
U#ders$#d%#& $"e d%**ere#+e .e$wee# $"e I#$er#e$ #d 2or(d 2%de 2e.
2"$ %s $"e d%**ere#+e .e$wee# $"e 2or(d 2%de 2e. (222) #d $"e I#$er#e$<
The World Wide Web (WWW) is just a small part of the Internet as a whole.
The Internet, relates to all the hardware and software involved, and as well
as including the WWW, also includes FTP (File Transfer Protocol more about
this later), email and newsgroups.
The WWW is basicall! the te"t and pictures which !ou can view using !our
web browser, such as #icrosoft Internet $"plorer, or %etscape %avigator.
U#ders$#d%#& $"e $er's 0!!P= U1L= "-per(%#>= ISP #d F!P
0!!P (0-per$e?$ !r#s*er Pro$o+o()
&TTP stands for &!perte"t Transfer Protocol. This is the language !our web
browser uses to re'uest pages ( graphics from the web server. )ou can see
that !our web browser is using the &TTP protocol when it is shown at the
start of a web address such as http*++www.!ahoo.com
U1L (U#%*or' 1esour+e Lo+$or)
The ,-. (,niform -esource .ocator) is just another name for a web address.
The ,-. consists of the name of the protocol (usuall! &TTP or FTP) followed
b! the address of the computer !ou want to connect to, e.g. a ,-. of
/ftp*++ftp.cdrom.com0 would instruct !our web browser to use the FTP
protocol to connect to the computer called ftp.cdrom.com.
0-per(%#>
1 h!perlin2 is a piece of te"t (or a graphic) on a Web page, which when
clic2ed on will automaticall!*
3 Ta2e !ou to a different part of the same page
3 Ta2e !ou to a different page within the Web site
3 Ta2e !ou to a page in a different Web site
3 $nable !ou to download a file
3 .aunch an application, video or sound
The illustration below displa!s a fragment of a Web page. The words which
are underlined indicate a h!perlin2. 4! default these te"t lin2s are normall!
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displa!ed in blue.
ISP (I#$er#e$ Serv%+e Prov%der)
If !ou want to connect to the Internet, !ou need to subscribe via an Internet
5ervice Provider. The I5P gives !ou a connection to the Internet either via
!our telephone line or via a special digital high speed line. 1n e"ample of a
popular I5P is 16. (1merica 6n3.ine).
F!P (F%(e !r#s*er Pro$o+o()
FTP is just a wa! of transferring data from one place to another over the
Internet. If is often used for downloading large files from a web site. )ou do
not reall! need to 2now an!thing about how it wor2s, in most cases !ou will
clic2 on a lin2 within a web page, and !our web browser (such as #icrosoft
Internet $"plorer) will ta2e care of the FTP transfer for !ou, all !ou have to
decide is where to store the file which !ou wish to download.
In man! cases people who write and maintain web sites will use an FTP
program to send the data which ma2es up a web site, from the hard dis2 on
which it was created, to a Web server computer.
There an! man! FTP programs available such as 7ute FTP, an evaluation cop!
of which can be downloaded from www.cuteftp.com
U#ders$#d%#& $"e s$ru+$ure o* 2e. ddress
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2e. s%$es #d U1Ls
1 Web site is simpl! data which is stored on a WWW server and which can be
freel! accessed b! people 8surfing the %et8. For instance #icrosoft have their
own Web site from which !ou can download information and software. The
trouble is that !ou need to 2now the address of the Web site9 in much the
same wa! as if !ou want to phone someone !ou have to 2now his or her
phone number. The address of a Web site is given b! something called its
,-. (,niform -esource .ocator). The structure of the ,-. is ver! precise. For
instance, if !ou wish to use !our Web browser to visit the #icrosoft Web site
!ou would have to use the ,-.*
http://www.microsoft.com
Thus if !ou wish to visit the Web site of the compan! which produced this
training material !ou would use the ,-.* http://www.cctglobal.com
:ue to the ver! large number of organisations who now have Web sites, !ou
can also use a search engine, in which !ou can enter a word or phrase
connected with what !ou wish to find and it will then displa! sites which
match the information which !ou have entered. The results can be
overwhelming however. 1 recent search using the search words ;P7
courseware; displa!ed a list of million sites containing these words<
U#ders$#d%#& w"$ 2e. 3rowser %s #d w"$ %$ %s used *or
2"$ %s we. .rowser<
Web browsing applications include =Internet $"plorer> (from #icrosoft) and
=%etscape %avigator+7ommunicator>. In both cases there are man! different
versions, and !ou will find that the later versions offer much more versatilit!,
as well as a better range of built3in features. The web browser allows !ou to
view web pages.
U#ders$#d%#& w"$ ser+" e#&%#e %s #d w"$ %$ %s used *or
2"$ %s ser+" e#&%#e<
1 search engine holds information about pages on web sites throughout the
Internet. It onl! has information about web sites which have been reported to
it, or ones which it has found out about automaticall!. It is important to
realise that a search engine does not have complete information about all
web sites on the Internet< There are a number of different search engines,
run b! different organisations. Within a search engine !ou can enter a search
phrase, such as ECDL courseware, and the search engine will then search
through its database and after a short pause, should displa! a list of sites
which fit !our search parameters.
In this e"ample we have used the #icrosoft 5earch engine (#5%), and
entered the phrase ecdl courseware.
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PAGE :5 - ECDL MODULE 7 (USING OFFICE XP) - MANUAL

1fter clic2ing on the Search button the following pages of results was
displa!ed.
7lic2ing on an! of the items found, would ta2e !ou to that organisation>s web
site.
U#ders$#d%#& $"e $er's Coo>%e #d C+"e
2"$ re +oo>%es<
5ome web sites can store hidden information about !ou on !our hard dis2
using coo2ies. This information is stored in small te"t file. 7oo2ies can be
useful, for instance, a site ma! store !our preferences about a web site, so
that when !ou re3visit the site !our preferences can be accessed
automaticall!. 7oo2ies are used b! some web sites to identif! !ou9 this saves
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PAGE :: - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
!ou having to /log in0 to the web site each time !ou visit.
More information at Cookie Central: http*++www.coo2iecentral.com
2"$ %s # I#$er#e$ ++"e<
$ach time !ou displa! a web site within !our web browser, a cop! of the
information (both te"t and pictures) is saved on !our hard dis2. The reason
for this is that the ne"t time !ou want to re3visit the site, the information is
'uic2l! loaded from the cop! on !our hard dis2, rather than slowl! from the
actual Internet site.
1s pictures are stored in the cache, if !ou are visiting a site which has man!
separate web pages, with sa! a compan! logo on each page, then all
subse'uent pages from that site will load a little faster as the logo graphics
will load from the cache, not via the Internet.
Se+ur%$- Co#s%der$%o#s
U#ders$#d%#& w"$ pro$e+$ed 2e. s%$e %s
2"$ %s pro$e+$ed s%$e<
1 protected site is a site which allows onl! restricted access. In man! cases
sites are restricted via a password. If !ou do not suppl! the correct password
when !ou access the site, !ou are not allowed to view the sites contents.
#an! companies ma! use the restrictions to allow information to be widel!
distributed, but in a controlled manner to its emplo!ees. 6ther e"amples are
sites operated b! commercial companies which are selling some t!pe of
information such as stoc2 mar2et movements.
U#ders$#d%#& $"e purpose o* d%&%$( +er$%*%+$e
2"$ %s d%&%$( +er$%*%+$e<
1 digital certificate is used to encr!pt information for secure transmission
across the Internet. 1 digital certificate can be used to create a digital
signature for an email, the signature guarantees the identit! of sender, and it
also ensures that the message cannot be tampered with in transit. 1 digital
certificate can be purchased from a certificate authorit! such as
www.verisign.com who will verif! !our identit!. :igital certificates are used
b! Internet based shopping web sites to encr!pt !our credit card details so
the! cannot be intercepted as the! travel the Internet. )ou can view the
digital certificate for a secure web site b! double clic2ing on the padloc2 in
the web browser status bar, e.g. https*++www.pa!pal.com
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U#ders$#d%#& w"$ e#+r-p$%o# %s #d w"- %$ %s used
2"$ %s e#+r-p$%o#<
$ncr!ption is a means of 8scrambling8 an email message. It is used to ma2e a
message more secure, so that onl! the intended recipient of the message will
be able to read the message. There are man! means of enabling this
encr!ption, both via hardware and software. 1 famous encr!ption program is
called P?P.
#odern encr!ption programs are becoming so secure now that some
governments are insisting that the manufactures of the programs build a
8bac23door8 into the programs which will enable the
government+police+intelligence communities to easil! read the messages.
This is so that criminals who use the Internet do not have access to
unbrea2able encr!ption.
There are different levels of encr!ption, which is often described b! the
number of bits used within the encr!ption. Thus a s!stem using @AB bit
encr!ption, would be much more secure than sa! one using CA bit
encr!ption.
U#ders$#d%#& $"e d#&er o* %#*e+$%#& $"e +o'pu$er w%$" v%rus *ro'
dow#(oded *%(e
!"e d#&ers o* sur*%#&@
Viruses* 5urfing the Internet can provide !ou with an incredible source of
information. There are however dangers< If !ou download an!thing from the
Web (even a document file), there is the possibilit! that the downloaded item
ma! have been infected with a computer virus. To give !ourself some
protection against virus attac2, !ou should have a virus chec2er installed
(such as %orton 1nti3Dirus). In this wa! if the item which !ou download from
the Internet is infected the virus chec2er program will detect it immediatel!.
The other important point to remember is to update !our virus chec2er on a
regular basis.
U#ders$#d%#& $"e poss%.%(%$- o* *rud w"e# us%#& +red%$ +rd o# $"e
I#$er#e$
3e ver- +u$%ous .ou$ &%v%#& -our +red%$ +rd de$%(s over $"e I#$er#e$@
Spam* 4e ver! careful about entering !our email address into forms on web
sites which !ou are not familiar with. )ou ma! later get unsolicited emails
(called spam) from that web site. $ven worse, !our email address ma! be
passed on to companies which sell lists of email addresses to advertisers,
after which !ou will receive spam on a dail! basis<
raud* %ever give !our credit card details to an!one or an! compan! unless
!ou 2now that !ou are dealing with a reputable organisation. )ou ma! find
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
that the items !ou purchase are never delivered, or worse that !our credit
card details are used fraudulentl! to ma2e other purchases.
U#ders$#d%#& w"$ *%rew(( %s
2"$ %s *%rew((<
1 fire wall consists of software and hardware protection against invasion via
the Internet. In most larger companies an! connection to the Internet
automaticall! goes through a firewall which would have been installed and
customised b! the companies technical IT team. In most cases !ou will be
unaware of the firewall e"istence.
F%rs$ S$eps w%$" $"e 2e. 3rowser
Ope#%#& #d +(os%#& 2e. .rowser
!o ope# $"e M%+roso*$ I#$er#e$ E?p(orer
:ouble clic2 on the Internet $"plorer icon displa!ed on !our :es2top.
!"e M%+roso*$ I#$er#e$ E?p(orer %+o#s
The following icons ma! be displa!ed*
Will re3displa! the previous page which !ou visited.
Will displa! the ne"t page (assuming that !ou have first moved bac2 a
page).
Will halt the downloading of information. This button is useful when !ou
visit a slow loading site and !ou wish to cancel the loading of that page.
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PAGE :/ - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
The refresh icon reloads the information from the Web site which !ou are
visiting.
The home icon will ta2e !ou to !our default starting page. This page can
be set up to be an! page on an! Web site. If !our organisation has it8s own
Web site then !ou ma! wish the &ome Page to be the starting page of !our
own Web site.
The search icon allows !ou to search the Internet for sites
containing information which is of interest to !ou. When !ou clic2 on this icon
!ou will have access to a number of Internet 5earch programs, such as .!cos
and ?oogle. When !ou enter a word or phrase into these programs the! will
return a list of documents which match !our search criteria.
The favourites list is basicall! a series of boo2mar2s which allows
!ou to store pointers to !our favourite Web sites, so that !ou can easil! re3
visit a Web site of interest.
1llows !ou to access the Windows#edia.com for music, radio and
video.
:ispla!s !our ,-. histor!.
1llows !ou access to !our email and newsgroup programs.
The Print icon allows !ou to print a Web page which is displa!ed on !our
screen.
!"#: If the Web page displa!ed on !our screen is formatted using frames (i.e.
it is divided into sections, often separated b! scroll bars) then !ou should first
clic2 on the section of the screen which !ou wish to print<
1llows !ou to edit the displa!ed web page within #icrosoft Word.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
1llows !ou to access Internet :iscussion ?roups.
!o +(ose $"e M%+roso*$ I#$er#e$ E?p(orer
To close !our web browser, clic2 on the application close icon (the " at the
top3right of the application window).
U#ders$#d%#& "ow $o se$ $"e 2e. .rowser 0o'e P&e
2"$ %s we. s%$e A0o'e P&eA<
#ost Internet sites have a starting page, called the &ome Page. 6ften when
!ou surf into a site, using a search engine, !ou initiall! go to a page which is
not the home page. If !ou see a button (or te"t) on a site displa!ing the word
$%ME, then clic2ing on this will ta2e !ou to the starting page, i.e. the &ome
Page.
It is confusing because #icrosoft defines the ;&ome Page; for !our browser
(i.e. Internet $"plorer) as the page which b! default is displa!ed when !ou
start the browser program.
!o se$ "o'e (%,e, ope#%#&) p&e
7lic2 on the !ools drop down menu.
7lic2 on the "nternet %ptions command.
7lic2 on the &eneral tab of the "nternet %ptions dialog bo".
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
3 If !ou wish to use the currentl! displa!ed page as !our starting page,
clic2 on the 'se Current button.
3 If !ou wish to use the default #icrosoft starting page,
clic2 on 'se Default.
3 If !ou wish to start the program with a blan2 page,
clic2 on 'se (lank.
3 If !ou wish to use another starting page,
enter the full ,-. into the )ddress bo".
7lic2 on the %* button to close the "nternet %ptions dialog bo".
D%sp(-%#& we. p&e %# #ew w%#dow
!o d%sp(- spe+%*%+ we. p&e
6pen the Internet $"plorer program.
In the 1ddress section of the program window enter the full ,-. of the web
page which !ou wish to displa!. Thus if !ou wanted to see the #icrosoft home
page !ou would enter the ,-.*
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
http://www.microsoft.com
!o *or+e we. p&e $o d%sp(- w%$"%# #ew w%#dow,
-ight clic2 on a h!perlin2 and from the popup menu displa!ed, select the
%pen in +ew ,indow command.
!"#* 1nother wa! to do this is to depress the Shift 2e! while clic2ing on a
h!perlin2. This ma! not alwa!s wor2 however, it depends on what version of
Internet $"plorer !ou are using.
S$opp%#& 2e. p&e *ro' dow#(od%#&
!o s$op p&e dow#(od%#& (o#+e %$ "s s$r$ed dow#(od%#&)
1 web page ma! start loading within !our web browser and ta2e so long to
displa! an!thing that !ou ma! wish to stop the download and loo2 at
something else. 7lic2 on the Stop icon to stop the download.
1e*res"%#& 2e. p&e
2"$ %s we. p&e re*res"%#&<
#an! web pages change their content rapidl!. &owever !our web browser a!
download the page once and displa! the information and not then go bac2 to
see if the page has changed. -efreshing the web page forces to web browser
to see if there is an updated version of the page.
#an! web browsers will cache pages which !ou have visited. 1ll this means is
that the web browser will store a cop! of that web page on !our hard dis2.
The reason for this is that if !ou wish to revisit that page again then the page
can be 'uic2l! loaded from !our hard dis2 rather than having to be slowl!
downloaded to !our computer via the net. 7lic2ing on the -efresh icon,
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
forces the web browser to chec2 for a later version of the page via the
Internet and to download it.
!o re*res" p&e dow#(od
7lic2 on the -efresh icon.
!"#* If clic2ing on the -efresh icon does not seem to do what !ou want, tr!
pressing the Shift 2e! while clic2ing on the -efresh icon.
Us%#& 0e(p
!o ++ess $"e .u%($-%# $u$or%(
7lic2 on the $elp drop down menu and then clic2 on Contents and "nde..
)ou will see the following &elp dialog bo" displa!ed. )ou can browse through
the contents pages or clic2 on the Search tab and t!pe in a 'uestions.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
AdBus$%#& Se$$%#&s
D%sp(-%#& or "%d%#& $"e $oo(.rs
!o "%de or d%sp(- $oo(.rs w%$"%# $"e M%+roso*$ I#$er#e$ E?p(orer,
7lic2 on the View drop down menu and select the !oolbars command. This
will displa! a submenu, from which to can opt to displa! or hide toolbars.

D%sp(-%#& or "%d%#& %'&es o# 2e. p&e
D%sp(-%#& %'&es w%$"%# $"e I#$er#e$ E?p(orer pro&r'
4! default #icrosoft Internet $"plorer will automaticall! displa! an! images
within a Web page. )ou ma! choose to turn this feature off to speed the
loading of Web pages but because of the graphical nature of the Web this is
somewhat missing the point<
!o se$ M%+roso*$ I#$er#e$ E?p(orer $o #o$ d%sp(- %'&es
7lic2 on the !ools drop down menu and select the "nternet %ptions
command.
7lic2 on the )d/anced tab within the dialog bo".
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
5croll down until !ou see the option relating to Show #ictures.
-emoving the tic2 ne"t to this option will mean that the browser will load
pages, but not displa! an! pictures which might be contained within the
pages. )ou ma! have to close and then re3start !our browser to see the
effect of this change.
!o se$ M%+roso*$ I#$er#e$ E?p(orer $o d%sp(- %'&es
command.
7lic2 on the )d/anced tab within the dialog bo".
5croll down until !ou see the option relating to Show #ictures.
#a2e sure that this option is selected and then clic2 on the %* button to
close the dialog bo". )ou ma! have to close and then re3start !our browser to
see the effect of this change.
D%sp(-%#& prev%ous(- v%s%$ed U1Ls us%#& $"e .rowser ddress .r
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
PAGE 2: - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
!o use $"e .rowser ddress .r $o rev%s%$ U1Ls
7lic2 on the down arrow to the right of the 1ddress bar and select from the
list displa!ed.
2"$ %s $"e "%s$or- $r%( ++"e<
The histor! trail is a list of previousl! visited web sites. )ou can even use
lin2s within the list to revisit these sites.
!o v%ew $"e "%s$or- $r%(
7lic2 on the $istor0 icon.
1 displa! bo" is displa!ed down the left side of the screen. Within this !ou
can select how to displa! pages !ou have visited, (i.e. toda!8s, last wee2 etc)

7lic2ing on lin2s within the histor! window will displa! the relevant web
pages.
De(e$%#& -our we. .rows%#& "%s$or-
!o de(e$e $"e "%s$or- $r%(
command.
#a2e sure that the &eneral tab is selected within the dialog bo".
Within the $istor0 section of the dialog bo", clic2 on the Clear $istor0
button.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
2e. Nv%&$%o#
A++ess%#& 2e. P&es
Ope#%#& U1L (U#%*or' 1esour+e Lo+$or)
!o &o d%re+$(- $o 2e. p&e
If !ou have a Web page address such as http*++www.microsoft.com !ou could
simpl! enter this into the '-L )ddress bar at the top of the #icrosoft
Internet $"plorer program, and when !ou press the Enter 2e! the desired
Internet site will be displa!ed.
A+$%v$%#& "-per(%#> or %'&e (%#>
!o +$%v$e # I#$er#e$ (%#>
1s !ou move the mouse pointer over a web page displa!ed within !our web
browser, occasionall! !ou will notice that the mouse pointer shape changes to
the shape of a hand (pointing upwards). The pointer changes to indicate a
h!perlin2. 5ome h!perlin2s are te"t based, while others are embedded within
pictures. 6n well designed web sites, !ou will also see a popup displa!ed if
!ou leave the mouse pointer over an image which contains a h!perlin2. 1n
e"ample of a h!perlin2 popup is illustrated below.
7lic2 on the h!perlin2 and the page !ou are viewing will be replaced b! the
page which !ou have just lin2ed to.
+%!E* In some cases (depending of how the web designer wrote the web
site), when !ou clic2 on a h!perlin2, a second cop! of the web browser
program will be started, and the lin2ed page will be displa!ed within the
second window. When !ou close the second window !ou will see the original
page displa!ed.
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PAGE 2/ - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
Nv%&$%#& .+>wrds #d *orwrds .e$wee# prev%ous(- v%s%$ed 2e.
p&es
Nv%&$%#& $"rou&" 2e. s%$e
In the e"ample shown we have opened the #icrosoft home page located at
http*++www.microsoft.com
4! default, te"t which is displa!ed as underlined blue te"t indicates a
h!perlin2. 7lic2ing on one of these h!perlin2s will ta2e us to another page on
the Web site. 1n! well3designed Web site should alwa!s have a te"t or button
lin2 called Home (or something similar) which will ta2e !ou bac2 to the home
page (i.e. the starting page) of that Web site.
In the e"ample shown there is a lin2 called MS+ $ome. When we move the
mouse pointer over this logo the pointer changes to the shape of a hand,
indicating that this is a button or graphical h!perlin2.
5ure enough if !ou clic2 on this graphical h!perlin2 !ou will see the following
page displa!ed.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Us%#& $"e 3+> .u$$o#
1 'uic2 wa! to go bac2 to the last Web page !ou visited is to use the Internet
$"plorer (ack button. 6n badl! designed sites this ma! be the onl! wa! to
escape from the page !ou are viewing.
!"#* 7lic2ing on the down arrow to the right of the (ack button will displa! a
short list of recentl! visited pages, allowing !ou to jump bac2 to a previous
page. This is especiall! useful if !ou get ;stuc2; in a site.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Us%#& $"e Forwrd .u$$o#
If !ou have been navigating forwards and bac2wards through the pages of a
web site, the Forward button will, as the name implies, ta2e !ou forward a
page.
Co'p(e$%#& #d su.'%$$%#& we. .sed *or'
Co'p(e$%#& we. .sed *or'
In most cases a web based form will loo2 similar to the e'uivalent printed
form. )ou can enter data in the normal wa!, sometimes selecting options
from drop down menus.
%ormall! !ou need to use the !ab 2e! (not the Enter 2e!) to move from
field to field within the form. When !ou have finished there is often a button
at the bottom of the form (called submit, or something similar).
7lic2ing on this button will transmit the form across the Internet.
Us%#& Fvour%$es
2"$ %s *vour%$e (.oo>'r>)<
)ou can use !our browser to create favourites (boo2mar2s) of interesting
Web pages which !ou have found. This is similar to the concept of placing a
boo2mar2 in a real boo2. The big advantage is that !ou can boo2mar2 lots of
interesting sites which !ou have come across and easil! visit them again in
the future. 1lso !ou can group similar sites together.
Add%#& 2e. p&e $o -our Fvour%$es
!o dd 2e. p&e $o -our *vour%$es
When !ou wish to add the current page to !our favourites, clic2 on the
a/orites drop down menu (+%! !$E )V%'-"!ES "C%+). This will
displa! a drop down menu, from which !ou should select the )dd to
a/orites command. This will displa! a dialog bo", as illustrated.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
To simpl! add the current page to !our favourites, clic2 on the %* button.
D%sp(-%#& 2e. p&e *ro' -our Fvour%$es
!o ope# Fvour%$e
7lic2 on the a/orites icon and select the item within !our favourites list.
The correct ,-. will be entered into the )ddress bar and the Web page will
be displa!ed.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Or&#%s%#& Fvour%$es
Cre$%#& Fvour%$es *o(der
!o +re$e #ew *o(der w%$"%# -our *vour%$es
7lic2 on the a/orites drop down menu and then select the %rgani1e
a/orites command, which will displa! the %rgani1e a/orites dialog bo".
7lic2 on the Create older button.
$nter the name of the new folder and then press the Enter 2e!.
Add%#& 2e. p&es $o Fvour%$es *o(der
!o or&#%se -our *vour%$es
)ou can use the usual #icrosoft $"plorer t!pe commands to create new
folders and also drag and drop the contents of one folder to another within
the dialog bo".
!o dd we. p&e $o pr$%+u(r .oo>'r> *o(der
7lic2 on the a/orites drop down menu, and select the )dd to a/orites
command. This will displa! a dialog bo".
7lic2 on the Create in button.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
5elect the folder which !ou wish to add the Favourite to, such as ECDL Stuff
in the e"ample illustrated.
7lic2 on the %* command.
De(e$%#& Fvour%$e
!o de(e$e or re#'e Fvour%$e
5elect the items which !ou wish to delete and then clic2 on the Delete
button.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
2e. Ser+"%#&
Us%#& Ser+" E#&%#e
Se(e+$%#& ser+" e#&%#e
E?'p(es o* Ser+" E#&%#es
5ome of the major search engines include*
)sk 2ee/es http*++www.as2.com
$ot(ot http*++www.hotbot.com
&oogle http*++www.google.com
L0cos http*++www.l!cos.com
MS+ http*++www.msn.com
3ahoo http*++www.!ahoo.com
To use an! of these enter the 5earch $ngine ,-. into the address bar of !our
browser and then press the Enter 2e!. 1lternativel!, clic2 on the Search icon
within !our browser to see a list of search engines.
Per*or'%#& ser+" *or spe+%*%+ %#*or'$%o# us%#& >e-word p"rse
Us%#& >e-words #d p"rses
#an! people thin2 that when !ou use a search engine, such as ?oogle, it will
magicall! search the entire Web and find the information which !ou re'uire.
The first thing to understand is that a search engine li2e ?oogle will onl!
search through a list which it maintains of sites that have been registered
with that particular search engine. This accounts in part for the widel!
differing results !ou sometimes get when !ou search using different search
engines. 1lso each search engine has different criteria for ran2ing search
results, i.e. the order in which search results are displa!ed on !our page.
These search results are often displa!ed @E per page, with a brief description
about each site which it has found matching !our re'uirements. In general it
is better to use two or more words, or a short phrase when searching for
information.
Co'.%#%#& +r%$er% %# ser+"
Do#C$ use s%#&(e ser+" word@
%ormall! !ou should use two (or more) words or a short phrase rather than a
single word when using a search engine. Tr! to use uni'ue words which
directl! relate to what !ou are searching for. For instance if !ou are searching
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
for information about computer training then search for /computer
training0, not just /training0, which would include all sorts of training<
Us%#& D #d A s-'.o(s $o #rrow -our ser+"
If !ou search using two words such as computer training, then often a search
engine will go off and find all the pages which it 2nows about relating to
;computer;, ;training; and ;computer training;. This could include all
t!pes of training, not just computer training.
To get round this problem man! search engines allow !ou to insert a F
s!mbol between !our words, this means that !ou onl! want to find pages
containing all !our words.
5ometimes !ou would be better enclosing !our search phrase with 'uotation
(;) s!mbols. This will then mean that !ou want to find the e"act phrase which
!ou have entered. Thus if !ou search for 4Cheltenham Computer
!raining56 using the 'uotation mar2s, then !ou should find the compan!
more easil! than not using the 'uotes.
+%!E* 5earch engine options will var! from one search engine to another.
1lwa!s use the on3line &elp available< 1lso search engines will evolve and
change over time.
Cop-%#& $e?$= %'&es #d U1Ls *ro' 2e. p&e $o do+u'e#$
!o +op- we. %'&e *ro' we. p&e $o do+u'e#$
If !ou are using #icrosoft Internet $"plorer, right clic2 on the image within
the web page, and select the Cop0 command.
This will cop! the image to the 7lipboard. The image can then be pasted into
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
a document using the normal #aste command. If this does not wor2 for
some reason !ou will have to select the Sa/e #icture )s command, and
save the image to dis2. This picture can then be imported into the document.
!o +op- we. ddress *ro' we. p&e $o do+u'e#$
If !ou are using #icrosoft8s Internet $"plorer web browser, right3clic2 over a
web address h!perlin2 and then select the Cop0 Shortcut command. )ou
can then paste the web address from the 7lipboard into !our document.
Sv%#& 2e. p&e $o dr%ve s $e?$ or "$'( *%(e
!o sve we. p&e s spe+%*%+ *%(e $-pe
:ispla! the web page which !ou wish to save to dis2.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
7lic2 on the ile drop down menu and select the Sa/e )s command.
7lic2 on the down arrow to the right of the Sa/e as t0pe section of the
dialog bo".
5elect the re'uired file format.
#a2e other selections using the dialog bo" as re'uired, such a file name and
location.
7lic2 on the Sa/e button.
Dow#(od%#& $e?$= %'&es= sou#ds= v%deos #d so*$wre
!o dow#(od *%(es *ro' we. p&e $o do+u'e#$
The most reliable wa! to download a file is to right clic2 on the h!perlin2
within the web page. 1 popup dialog bo" will be displa!ed.
If !ou are using #icrosoft8s Internet $"plorer web browser, select the Sa/e
!arget )s command and use the dialog bo" which is displa!ed to save the
file to a particular place.
Prepr$%o#
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Prev%ew%#& 2e. p&e
!o prev%ew we. p&e .e*ore pr%#$%#&
7lic2 on the ile drop down menu and select the #rint #re/iew command.
The web page will be displa!ed on screen as it would be printed.
If necessar!, use the arrows on the toolbar to view other pages.
6nce finished, clic2 on the Close button to leave #rint #re/iew mode.
C"#&%#& $"e 2e. p&e pr%#$ or%e#$$%o#
!o se$up -our p&e us%#& M%+roso*$ I#$er#e$ E?p(orer
,sing #icrosoft Internet $"plorer, clic2 on the ile drop down menu and
select the #age Setup command to displa! the #age Setup dialog bo".
From here !ou can set paper siGe, orientation, margins and also choose
whether to use headers and footers.
C"#&%#& $"e 2e. p&e 'r&%#s
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
!o +"#&e -our we. p&e 'r&%#s
,sing #icrosoft Internet $"plorer, clic2 on the ile drop down menu and
select the #age Setup command to displa! the #age Setup dialog bo".
Within the #argins section of the dialog bo", select the re'uired, top, bottom,
left or right margins.
Pr%#$%#&
C"oos%#& 2e. p&e pr%#$ op$%o#s
!o pr%#$ we. p&e
To print a page displa!ed within #icrosoft Internet $"plorer, !ou would
normall! simpl! clic2 on the #rint icon located in the application toolbar. If
!ou want more control over printing, clic2 on the ile drop down menu and
select the #rint command. This will displa! the #rint dialog bo", from where
!ou can select options such as the number of pages which !ou wish to print,
which ph!sical printer !ou wish to use.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
!o pr%#$ se(e+$ed *r'es w%$"%# *r'ed 2e. s%$e
#an! Web sites use what are called frames. This is commonl! used when the
Web designers wish to displa! a menu of options down, sa! the left hand side
of the screen. These menu buttons sta! on the screen when !ou navigate
through the Web site, onl! the data in the right part of the screen changes.
Printing from sites li2e this can be problematic.
6pen the #rint dialog bo", and select the %ptions tab. )ou will see !ou have
the abilit! to #rint frames as laid out on the screen , %nl0 the selected
frame or )ll frames indi/iduall0. )ou should e"periment using different
options as different sites use different frame la!outs.
!o pr%#$ se(e+$ed $e?$ o# we. p&e
Diew the web page containing the te"t !ou wish to print.
#ove !ou mouse pointer to the start of the te"t.
&old down the left mouse button and move (drag) !our mouse across the
te"t to be printed. The te"t will be highlighted.
-elease the mouse button, the te"t will remain highlighted.
7lic2 on the ile drop down menu and select the #rint command. The #rint
dialog bo" will be displa!ed.
From the #rint -ange section of the dialog bo" select the Selection option.
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7lic2 on the %* button to print the selected te"t.
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E(e+$ro#%+ M%(
Co#+ep$s #d !er's
U#ders$#d%#& $"e s$ru+$ure o* # E-'%( ddress
!"e s$ru+$ure o* # e'%( ddress
Ta2e a t!pical email address*
7ane8hotmail.com
The first part of the address /7ane0, is the user name and indicates the
person to whom the email is addressed.
The /80 s!mbol mar2s the end of the user name.
The /80 s!mbol is followed b! one or more sub3domains, separated b!
periods. In the e"ample above the /hotmail0 is the sub3domain. 5ub3
domains are registered b! organisations or individuals to give themselves an
internet identit!.
1t the ver! end of the email address is the T.: or Top .evel :omain. In the
e"ample the T.: is /.com0, indicating an international compan!. There are
other T.:s such as /.net0, /.org0, /.biG0 and /.info0 designed to help !ou
identif! different t!pes of organisation.
U#ders$#d%#& $"e dv#$&es o* E-'%( s-s$e's
!"e dv#$&es o* us%#& e'%(
$igh speed* 6ne of the great things about email is that !ou can send
messages and files to an!one in the world, almost instantl!.
Low cost* The cost of sending information b! email is a fraction of that
involved when using the traditional mail s!stem, especiall! when emailing to
a different countr!.
,orld9wide portabilit0* 6nce !ou have an email account set up, !ou
should be able to access !our email from an!where that has an Internet
connection. $ven man! holida! hotels now have an email connection for
customers<
!ime 1one friendl0* If !ou live in $urope and phone someone in the
western ,nited 5tates at H am locall!, !ou would either get no answer
(because the office in the ,5 would be empt!), or !ou could be wa2ing them
up in the middle of the night. The great thing about sending an email is that
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!ou can send it an!time !ou want and the recipient will read the mail when
the! want.
U#ders$#d%#& $"e %'por$#+e o* #e$wor> e$%)ue$$e (#e$%)ue$$e)
2"$ %s Ne$%)ue$$e<
There are some simple rules when sending emails*
'se short6 accurate sub7ect descriptions* In a bus! office situation, a
person ma! receive man! emails a da!. Prior to opening the email the onl!
indication that an email might be relevant to that person is the email subject
header. Ieep emails simple, short and to the point<
1void using all upper case letters in a message* The use of letters in ,PP$-
715$ is considered as shouting within an email. ,se of all upper case (or all
lower case) can also ma2e the message difficult to read.
(e brief* People tend to 8s2im read8 email messages. If the! are too long the
chances are that the recipient will miss important information buried within
the message.
'se the spell checker* %ever send an email without spell chec2ing the
contents first. This can give a reall! poor impression about !our organisation.
-espect pri/ac0 and confidentiall0* %ever 'uote part of one persons
email within another email without permission. In man! cases there is a
message attached to the bottom of emails, warning that the email is
confidential<
Don:t :lame:* If some idiot emails !ou over something which is
inappropriate, do not respond and get into a series of increasingl! hostile
email e"changes. This is called flaming. %ever repl! to unsolicited email
(spam), unless !ou want to receive even more rubbish in !our email inbo"<
Se+ur%$- Co#s%der$%o#s
U#ders$#d%#& $"e poss%.%(%$- o* re+e%v%#& u#so(%+%$ed '%( (sp')
2"$ %s Sp'<
5pam is the bul2 sending of unsolicited email messages, normall! to sell a
commercial product or service. There are companies which will sell lists of
email addresses b! the million. If !ou are a regular Internet user, then the
chances are that the providers of these lists will pic2 up !our email address
(using a variet! of snea2! techni'ues). 1s more and more companies bu! in
these lists and use them in their mar2eting campaigns, !ou will receive more
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PAGE /5 - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
and more spam emails, offering !ou an increasingl! biGarre range of products
and services< In man! countries the sending of spam is now against the law<
Increasingl! unscrupulous mar2eting companies are using popup windows
within !our Web browser to displa! unwanted messages. There are now man!
anti3popup programs available to help bloc2 this newer t!pe of spam.
U#ders$#d%#& $"$ 4%rus +# .e $$+"ed $o 'ess&es
!>e +re w"e# de(%#& w%$" u#so(%+%$ed '%(@
Virus transmission* 4e ver! careful about opening files which are attached
to email messages as the! ma! contain viruses. )ou should 2now that
#icrosoft Word documents can contain special t!pes of virus, called macro
viruses.
U#ders$#d%#& w"$ d%&%$( s%&#$ure %s
2"$ %s d%&%$( s%&#$ure<
1 digital signature is a code which is attached to an email to uni'uel! identif!
the sender. .i2e a traditional hand written signature the purpose of the digital
signature is to guarantee which the sender of the message is who he or she
claims to be. :igital signatures emplo! sophisticated encr!ption techni'ues to
ensure that the! cannot be counterfeited.
F%rs$ S$eps w%$" e-'%(
Ope#%#& #d +(os%#& $"e e-'%( pp(%+$%o#
!o s$r$ Ou$(oo> us%#& $"e S$r$ 'e#u
7lic2 on the Start button to displa! the start menu.
7lic2 on #rograms to displa! the programs submenu.
7lic2 on the Microsoft %utlook command.
!o s$r$ Ou$(oo> us%#& $"e %+o# o# $"e Des>$op
.ocate the Microsoft %utlook icon on !our Windows :es2top and double
clic2.
!"e M%+roso*$ Ou$(oo> S+ree#
$"amine the #icrosoft 6utloo2 screen and get familiar with the various
elements<
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PAGE /: - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
!"e M%+roso*$ Ou$(oo> 3r
The man! components of 6utloo2 are organised into folders. There are
separate folders for !our messages, appointments, notes, tas2s etc. )ou can
open these folders b! clic2ing the appropriate icon on the 6utloo2 bar.
The 6utloo2 bar is divided into three groups called*
3 %utlook Shortcuts
3 M0 Shortcuts
3 %ther Shortcuts
The 6utloo2 5hortcuts group is selected b! default.
!"e M%+roso*$ Ou$(oo> S$#drd !oo(.r
The standard toolbar displa!s a row of icons, clic2ing on these icons gives
!ou 'uic2 and direct access to the most commonl! used commands without
having to locate them on the drop down menus.
The icons displa!ed on the standard toolbar will change depending on which
folder !ou are currentl! wor2ing in.
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!o +(ose Ou$(oo>
7lic2 the Close icon in the top right hand corner of the 6utloo2 screen
OR clic2 on the ile drop down menu and select the E.it command
OR press )lt;<.
+%!E: 5ome networ2s ma! re'uire !ou to use the E.it and Log %ff
command. If !ou are unsure as2 !our tutor.
Ope#%#& '%( %#.o? *or spe+%*%ed user
!"e I#.o? Fo(der
6utloo2 enables !ou to send electronic mail or email to people on the
compan! networ2 or the Internet9 this is achieved through the use of the
Inbo". The Inbo", as the name suggests, is the computerised e'uivalent of
the traditional in tra!. 1ll incoming messages are placed in the inbo", !ou can
then read, print, repl! to these messages as re'uired.
!o ope# $"e I#.o? *o(der
$ither clic2 on the View drop down menu and select the &o !o command.
From the submenu displa!ed select "nbo..
6r as illustrated below, clic2 on "nbo. (in the messages section displa!ed to
the right of the 6utloo2 window)

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!"e I#.o? S+ree#
The messages are listed one per line down the screen, the message flags,
senders email address and the date the message was received are displa!ed
for each message. The Preview pane occupies the lower half of the screen
and displa!s the te"t of the selected message.
!o se(e+$ 'ess&e
If necessar!, open the "nbo. folder.
7lic2 on the appropriate message in the message list.
Mess&e S$$us I+o#s
6utloo2 displa!s icons to the left of the message to indicate the message
status*
The message has not been read
The message has an attachment
The message has been read
The message has high importance
The message has been replied to
The message has low importance
The message contains information about a meeting
The message is a deliver! confirmation
The message contains information about a tas2
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PAGE // - ECDL MODULE 7 (USING OFFICE XP) - MANUAL
The message is read confirmation
The message has been flagged
The message is notification of a failed deliver!
Ope#%#& o#e or 'ore '%( 'ess&es
!o +"e+> *or #ew 'ess&es
7lic2 the Send/-ecei/e icon, located on the Standard toolbar
OR press the = 2e!.
!o red 'ess&e
:ouble clic2 on the message !ou wish to read to open the Message dialog
bo".
The message header, as illustrated, displa!s the details of the message in J
fields*
rom: The name or email address of the person who sent the message
!o: The names or email addresses of the recipients of the message are listed
here, separated b! a semicolon
Cc: The names or email addresses of persons receiving a cop! of the
message are listed here, separated b! a semicolon
Sub7ect: 1 short description of the message topic
Sent: :ate message was sent
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6nce !ou have read the message, close the Message dialog bo" b! clic2ing
on the Close icon in the top right of the Message dialog bo"
OR clic2 on the Message dialog bo" ile drop down menu and select the
Close command
OR press )lt;<.
!o pr%#$ 'ess&e
:ouble clic2 on the message !ou wish to print to open the Message dialog
bo".
7lic2 the #rint icon on the Message dialog bo" toolbar.
!o de(e$e 'ess&e
5elect the message !ou wish to delete.
Press the Delete 2e!
OR clic2 on the Delete icon, located on the Standard toolbar.
+%!E: 1n email deleted using this method is not removed from the s!stem,
it is moved to the Deleted "tems folder.
Sw%$+"%#& .e$wee# ope# 'ess&es
!o sw%$+" .e$wee# ope# Mess&e w%#dows
To view another open message, simpl! clic2 on the item in !our Windows
Tas2bar.
C(os%#& '%( 'ess&e
!o +(ose Mess&e 2%#dow
Within the Message window, clic2 on the ile drop down menu and select
the Close command. 1lternativel!, select the Message window !ou want to
close and press the )lt;< 2e! combination.
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Us%#& 0e(p
2"$ %s $"e M%+roso*$ O**%+e Ass%s$#$<
4! default this friendl! little creature will watch what !ou do and offer tips on
how to wor2 more productivel!. )ou can as2 it 'uestions in plain $nglish<
6ccasionall! the 6ffice 1ssistant will displa! information on the screen. If !ou
are unsure about how to use this product !ou should alwa!s read the help
offered. )ou can choose to implement the tip, have it e"plained, or to ignore
the tip.
!o d%sp(- $"e O**%+e Ass%s$#$
The %ffice )ssistant is displa!ed b! default. If the assistant has been
hidden and !ou wish to reactivate it, select the Show the %ffice )ssistant
command from the $elp menu.
!o "%de $"e O**%+e Ass%s$#$
-ight clic2 on the 6ffice 1ssistant and from the menu displa!ed, clic2 on the
$ide command.
A2"$ %s $"%sA 0e(p
Within man! dialog bo"es !ou will see a 'uestion mar2 s!mbol in the top3
right corner of the dialog bo". %ot all dialog bo"es have this feature however.
To use ;What is this;, clic2 on the 'uestion mar2 and then clic2 on the item in
the dialog bo" which !ou do not understand. 1 popup help dialog bo" will be
displa!ed.
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AdBus$%#& Se$$%#&s
Cus$o'%s%#& $"e %#.o? "ed%#&s su+" s se#der= su.Be+$ or d$e
re+e%ved
!o re'ove # I#.o? "ed%#&
6pen the "nbo. folder.
To remove a heading (e.g. 5ubject), right clic2 on the heading and select the
-emo/e !his Column command.
!o dd # I#.o? "ed%#&
-ight clic2 on an! of the current headings and select the ield Chooser
command from the menu. The ield Chooser window will be displa!ed.
1vailable column headings are listed in the centre of the ield Chooser
window. To view a different selection of column headings select from the drop
down list at the top of the window.
6nce !ou have located the column heading !ou want to add to the Inbo",
simpl! drag and drop the heading on top of the e"isting column headings.
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D%sp(-%#& or 0%d%#& $"e $oo(.rs
!o d%sp(- or "%de $oo(.r
To displa! a toolbar, select the !oolbars command from the View menu to
displa! the !oolbars drop down menu. 1 list of toolbars is displa!ed.
7hoose the !oolbar !ou want to displa! b! clic2ing on it from the list.
Eu%+> w- o* d%sp(-%#& ; "%d%#& $oo(.rs
!"#* 1 'uic2 wa! of displa!ing+hiding toolbars is to right clic2 on an e"isting
toolbar, this will displa! the !oolbars drop down menu, from which !ou can
select or de3select toolbars.
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Mess&%#&
1ed%#& Mess&e
F(&&%#& '%( 'ess&e
!o *(& 'ess&e
)ou can mar2 or flag messages in !our Inbo" to remind !ou to respond to the
email.
:ouble clic2 on the message !ou wish to flag to displa! the Message dialog
bo".
7lic2 the lag for ollow 'p icon on the Message dialog bo" toolbar to
displa! the lag for ollow 'p dialog bo".
7lic2 the down arrow to the right of the lag to te"t bo" to displa! a list of
flag t!pes. 5elect the flag !ou re'uire.
)ou ma! also set a due date for the flag b! clic2ing the down arrow to the
right of the Due b0 te"t bo" and selecting the re'uired date from the
displa!ed calendar.
7lic2 on the %* button to set the flag and close the lag for ollow 'p
dialog bo".
!o re'ove *(& 'r> *ro' '%( 'ess&e
:ouble clic2 on the message with the flag !ou wish to clear to displa! the
Message dialog bo".
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7lic2 the lag for ollow 'p icon on the Message dialog bo" toolbar to
displa! the lag for ollow 'p dialog bo".
7lic2 on the Clear lag button.
Mr>%#& 'ess&e s u#red or red
!o 'r> 'ess&e s u#red,
-ight clic2 on the message and select the Mark as 'nread option.
!o 'r> 'ess&e s red,
-ight clic2 on the message and select the Mark as -ead option.
Ope#%#& #d sv%#& *%(e $$+"'e#$ $o dr%ve
!o ope# # $$+"ed *%(e
:ouble clic2 on the message containing the attached file to open the
Message dialog bo".
:ouble clic2 on the file icon displa!ed beneath the 5ubject line.
6utloo2 will start the appropriate application and open the file.
!o sve *%(e $$+"ed $o 'ess&e
:ouble clic2 on the message containing the file !ou wish to save to displa!
the Message dialog bo".
7lic2 on the Message dialog bo" ile drop down menu and select the Sa/e
)ttachments command.
If the message contains more than one attached file the Sa/e )ll
)ttachments dialog bo" will be displa!ed enabling !ou to select the files !ou
wish to save. 5elect the files as re'uired and clic2 on the %* button.
The Sa/e )ttachment or Sa/e )ll )ttachments dialog bo" will be
displa!ed. 5elect the folder !ou wish to save in and clic2 on the Sa/e button.
If necessar!, clic2 on the Close button to close the Sa/e )ll )ttachments
dialog bo".
1ep(-%#& $o Mess&e
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Us%#& $"e 1ep(- #d 1ep(- $o A(( +o''#ds
!o rep(- $o $"e se#der o* 'ess&e
5elect the message !ou want to repl! to.
7lic2 on the -epl0 icon on the Standard toolbar

The Message dialog bo" will open and the te"t of the original message
appears in the message window. T!pe !our repl! above the te"t of the
original message and then clic2 the Send icon on the Message dialog bo"
toolbar.
!o rep(- $o $"e se#der #d (( re+%p%e#$s o* 'ess&e
5elect the message !ou want to repl! to.
7lic2 the -epl0 to )ll icon on the Standard toolbar.
The Message dialog bo" will open and the te"t of the original message
appears in the message window. T!pe !our repl! above the te"t of the
original message and then clic2 the Send icon on the Message dialog bo"
toolbar.
1ep(-%#& w%$" or w%$"ou$ )uo$%#& $"e or%&%#( 'ess&e
!o se$ 'ess&e rep(- op$%o#s so $"$ $"e or%&%#( 'ess&e %s %#ser$ed= or #o$
%#ser$ed
7lic2 on the !ools drop down menu and select the %ptions command to
displa! the %ptions dialog bo".
5elect the #references tab and clic2 on the E9mail %ptions button. The E9
mail %ptions dialog bo" will be displa!ed.
5elect Include original message te"t or :o not include original message from
the When repl!ing to a message drop down list.
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7lic2 on %* to close the E9mail %ptions dialog bo".
7lic2 on the %* button to close the %ptions dialog bo".
Se#d%#& Mess&e
Cre$%#& #ew 'ess&e
!o ope# $"e I#.o? *o(der
7lic2 the "nbo. icon on the %utlook bar
OR press Ctrl9Shift9"
OR clic2 the View drop down menu, select &o !o followed b! the "nbo.
command.
!o +re$e #ew 'ess&e
5elect the +ew Mail Message icon from the Standard toolbar
OR press Ctrl9+
to displa! the Message window.
$nter !our message into the message te"t area in the lower half of the dialog
bo".
I#ser$%#& '%( ddress %# $"e F!oG *%e(d
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!o ddress # E'%(
T!pe the email address of the person !ou wish to send the message to into
the !o te"t bo".
!o use $"e Se(e+$ N'es d%(o& .o?
7lic2 the !o button to open the Select +ames dialog bo".
5elect the name of the person !ou wish to send the message to from the list.
To view names from other folders, such as !our contacts, clic2 the down
arrow to the right of the Show names from the bo" and select from the list.
7lic2 one of the following buttons*
5end the message to the selected person.
5end a Carbon Cop0 of the message to the selected person.
5end the message to the selected person as a (lind Carbon Cop0.
1 blind carbon cop! is a cop! of the message which is sent to someone in
secret, other recipients of the message will not 2now that the selected person
has received the message.
)ou ma! select additional recipients for the message from the names list b!
repeating the procedure outlined above.
7lic2 the %* button to close the Select +ames dialog bo" and return to the
Message window.
Cop-%#& 'ess&e $o #o$"er ddress or ddresses
!o se#d +op- o* 'ess&e $o #o$"er ddress
Whilst composing !our message in the Message window, enter the address
of the person !ou want to send a cop! to into the Cc te"t bo".
In the e"ample above the message is addressed to salesKcctglobal.com, in
addition a cop! of the message will also be sent to
robertnewmanKe"cite.co.u2
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2"$ %s .(%#d +r.o# +op-<
1 blind carbon cop! is a cop! of the message which is sent to someone in
secret, other recipients of the message will not 2now that the person has
received the message.
!o se#d +op- o* 'ess&e $o #o$"er ddress us%#& .(%#d +r.o# +op-
Whilst composing !our message in the Message window, displa! the 4cc
field b! clic2ing on the View drop down menu and selecting the (cc ield
command.
T!pe the address of the person !ou wish to received the blind carbon cop!
into the (cc te"t bo".
In the e"ample above the message is addressed to salesKcctglobal.com, in
addition a cop! of the message will also be sent to
robertnewmanKe"cite.co.u2 without the 2nowledge of the other recipients.
I#ser$%#& $%$(e %#$o $"e FSu.Be+$G *%e(d
!o se$ $"e 'ess&e su.Be+$
$nter a short overview of the message into the Sub7ect te"t bo".
Us%#& spe((-+"e+>er $o +orre+$ spe((%#& errors
!o spe(( +"e+> -our 'ess&e
7lic2 within the Message window message te"t area.
7lic2 the Message window !ools drop down menu and select the Spelling
command
OR press the > 2e!
to spell chec2 !our message. If 6utloo2 encounters a word it thin2s is spelt
incorrectl! the Spelling dialog bo" will be displa!ed.
The incorrectl! spelt word is displa!ed in the +ot in Dictionar0 te"t bo".
The Suggestions list displa!s a list of possible spellings.
5elect the correct spelling from the Suggestions list or t!pe the correct
spelling into the Change to te"t bo".
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"gnore
Ignore the word in the %ot in :ictionar! bo".
"gnore )ll
Ignore all occurrences of the word in the %ot in :ictionar! bo".
Change
-eplace the miss3spelt word with the word in the 7hange to bo".
Change )ll
-eplace all occurrences of the miss3spelt word with the word in the 7hange to
bo".
)dd
1dd the word in the %ot in :ictionar! te"t bo" to the dictionar!.
6nce the spell chec2 has been completed, the following dialog bo" will be
displa!ed. 7lic2 the %* button or press Enter to close the dialog bo".
A$$+"%#& *%(e $o 'ess&e
!o %#ser$ *%(e %#$o 'ess&e
$mail is not restricted to just simple te"t messages, !ou can also insert files
into messages. For e"ample, if !ou had to send a cop! of !our budget to !our
manager, simpl! insert a cop! of the spreadsheet into a message. There are
no restrictions on the t!pes of file which can be inserted into a message.
6nce !ou have finished entering the te"t of !our message, clic2 the "nsert
ile icon on the Message window toolbar
OR clic2 the "nsert drop down menu and select the ile command.
The "nsert ile dialog bo" will be displa!ed. 5elect the file !ou wish to attach
to the message.
5elect %* to close the "nsert ile dialog bo". 1n icon will appear beneath
the message subject to indicate the presence of a file.
Se#d%#& 'ess&e w%$" "%&" or (ow pr%or%$-
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!o ope# $"e Mess&e Op$%o#s d%(o& .o?
7lic2 on the %ptions icon, located on the Message dialog bo" toolbar to
displa! the Message %ptions dialog bo".
!o se$ 'ess&e %'por$#+e
7lic2 the down arrow to the right of the "mportance bo" and select from the
menu displa!ed.
!o se$ 'ess&e se#s%$%v%$-
To set the sensitivit! of the message, clic2 the down arrow to the right of the
Sensiti/it0 bo" and select from the menu displa!ed.
Se#d%#& 'ess&e $o d%s$r%.u$%o# (%s$
!o rep(- $o 'ess&e se#$ $o d%s$r%.u$%o# (%s$
5elect the message !ou wish to repl! to.
7lic2 on the -epl0 to )ll icon and !our response will be sent to the sender
and all members of the distribution list
OR
7lic2 on the -epl0 icon and !our response will be sent onl! to the sender of
the message.
Forwrd%#& 'ess&e
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!o *orwrd 'ess&e
5elect the message !ou wish to forward.
5elect the orward icon from the Standard toolbar9 the Message dialog
bo" will be displa!ed.
T!pe the email address of the person !ou wish to forward the message to into
the !o te"t bo"
OR clic2 the !o button and select from the Select +ames dialog bo".
)ou ma! enter an! comments about the message above the original message
in the message te"t area of the Message dialog bo".
5end the message b! clic2ing the Send icon on the Message dialog bo"
toolbar.
Cop-%#&= Mov%#& #d De(e$%#&
Se(e+$%o# !e+"#%)ues
!o se(e+$ word w%$"%# $"e Mess&e w%#dow
:ouble clic2 on the word.
!o se(e+$ (%#e w%$"%# $"e Mess&e w%#dow
#ove the mouse pointer to the left of the line !ou wish to select, until the
mouse pointer changes from an I bar to an arrow pointing upwards and to
the right. )ou are now in the /5election 4ar0, a hidden screen element.
7lic2 once with the mouse button to select the line.
!o se(e+$ pr&rp" w%$"%# $"e Mess&e w%#dow
#ove the mouse pointer within the paragraph which !ou wish to select and
clic2 three times.
!o se(e+$ (( $e?$ w%$"%# $"e Mess&e w%#dow
Press CtrlF)
OR select the Select )ll command, located under the Edit drop down menu.
!o se(e+$ $e?$ us%#& $"e 'ouse
#ove the mouse pointer to the start of the te"t !ou wish to select.
&old down the mouse button and drag across the te"t to select.
-elease the mouse button.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Cop-%#& #d 'ov%#& $e?$ w%$"%# 'ess&e or .e$wee# o$"er 'ess&es
!o +op- $e?$ $o $"e C(%p.ord *ro' 'ess&e
Within the Message window, select the te"t !ou wish to cop! to the
7lipboard.
From the Edit menu select the Cop0 command
OR press CtrlFC, to move the item to the 7lipboard without removing it from
the document
OR !ou can also use the Cop0 icon on the Standard toolbar.
!o ps$e $e?$ *ro' $"e C(%p.ord %#$o 'ess&e
Within the Message window, position the insertion point at the location
within !our message where !ou want to insert the contents of the 7lipboard.
From the Edit menu, choose the #aste command
OR press Ctrl;V
OR !ou can also paste items using the #aste button on the toolbar.
The contents of the 7lipboard will appear in the message.
!o +op- $e?$ *ro' o#e 'ess&e $o #o$"er
Within the Message window, select the te"t !ou wish to cop!.
Press Ctrl;C to move the te"t to the 7lipboard.
,sing the !askbar, displa! the Message window containing the message
into which !ou want to insert the te"t.
Position the insertion point at the location within the message where !ou wish
to insert the contents of the 7lipboard.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Press Ctrl;V to paste the te"t into the message.
!o +u$ $e?$ $o $"e C(%p.ord *ro' 'ess&e
Within the Message window, select the te"t !ou wish to cut to the 7lipboard.
From the Edit menu select the Cut command
OR press Ctrl;?, to move the item to the 7lipboard, removing it from the
document
OR !ou can also use the Cut icon on the Standard toolbar.
!o ps$e $e?$ *ro' $"e C(%p.ord %#$o 'ess&e
Within the Message window, position the insertion point at the location
within !our message where !ou want to insert the contents of the 7lipboard.
From the Edit menu, choose the #aste command
OR press Ctrl;V
OR !ou can also paste items using the #aste button on the toolbar.
The contents of the 7lipboard will appear in the message.
!o 'ove $e?$ *ro' o#e 'ess&e $o #o$"er
Within the Message window, select te"t !ou wish to cop!.
Press Ctrl;? to move the te"t to the 7lipboard.
Cop-%#& $e?$ *ro' #o$"er sour+e %#$o 'ess&e
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
!o +op- $e?$ *ro' #o$"er pp(%+$%o# %#$o 'ess&e
6pen the application (e.g. Word) and select the te"t !ou want to cop! into
!our message.
Press Ctrl;C to move the te"t to the 7lipboard.
De(e$%#& $e?$ %# 'ess&e
!o de(e$e $e?$ %# 'ess&e
Within the Message window, select the te"t !ou want to delete.
Press the Delete 2e!.
!o de(e$e $e?$ $o $"e (e*$ o* $"e %#ser$%o# po%#$
Press the (ackspace 2e! to delete the character to the left of the insertion
point.
!o de(e$e $e?$ $o $"e r%&"$ o* $"e %#ser$%o# po%#$
Press the Delete 2e! to delete the character to the right of the insertion
point.
De(e$%#& *%(e $$+"'e#$ *ro' # ou$&o%#& 'ess&e
!o de(e$e # $$+"ed *%(e *ro' 'ess&e
6pen the message containing the file !ou want to delete.
Icons displa!ed beneath the message subject will represent an! files attached
to the message.
7lic2 once on the file !ou want to delete.
Press the Delete 2e!.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
M%( M#&e'e#$
!e+"#%)ues
U#ders$#d "ow $o '#&e e-'%( e**e+$%ve(-
0ow $o '#&e -our e'%(s
Delete unwanted emails immediatel0* In a bus! office at the start of the
da! !ou ma! have man! emails to read and respond to. If the subject header
is obviousl! irrelevant to !ou, such as 8&ow to ma2e a million dollars b!
lunchtime8 then !ou can safel! delete these messages without ever reading
them. 5ome messages once opened, will not be applicable to !ou, in which
case !ou can delete them immediatel!.
Create folders with meaningful names and mo/e emails to a rele/ant
folder* 7reate a series of different folders, using names which mean
something to !ou (such as the name of projects or organisations which !ou
deal with). #ove the relevant email to the appropriate folder. In this wa! !ou
can more easil! retrieve groups of emails at a later date.
Delete outdated emails* $ver! so often e"amine some of !our older
emails, and delete them if the! are no longer relevant.
'se email address lists* )ou can maintain email address lists so that !ou
can easil! send an email, at a later date, to someone on !our address list.
Us%#& Address 3oo>s
2"$ %s # ddress .oo><
1n email address boo2 is simpl! a list of email addresses which !ou ma! wish
to send emails to in the future.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Cre$%#& #ew ddress (%s$;d%s$r%.u$%o# (%s$
!o +re$e #ew ddress .oo> d%s$r%.u$%o# (%s$
7lic2 on the !ools drop down menu and select the )ddress (ook command.
The )ddress (ook window will be displa!ed.
7lic2 on the ile drop down menu and select the +ew Entr0 command. The
+ew Entr0 dialog bo" will be displa!ed.
5elect the +ew Distribution List option ( clic2 on the %* button to open
the Distribution List window.
T!pe a name for the distribution list into the +ame te"t bo".
7lic2 on the )dd +ew button.
T!pe the name of the person !ou want to add to the distribution list into the
Displa0 name te"t bo".
T!pe the email address of the person into the E9mail address te"t bo".
7lic2 on the %* button. The new member will be displa!ed in the list.
To close the Distribution List window clic2 on the Sa/e and Close button.
To close the )ddress (ook window, clic2 on the Close icon in the top right
corner of the window.
Add%#& '%( ddress $o # ddress (%s$
!o dd # e'%( ddress $o d%s$r%.u$%o# (%s$
:ouble clic2 on the distribution list !ou wish to add a mail address to,
distribution lists are represented b! this icon. The Distribution List window
will be displa!ed as illustrated.

)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
7lic2 on the )dd +ew button.
T!pe the name of the person !ou want to add to the distribution list into the
Displa0 name te"t bo".
T!pe the email address of the person into the E9mail address te"t bo".
7lic2 on the %* button. The new member will be displa!ed in the list.
De(e$%#& '%( ddress *ro' # ddress (%s$
!o re'ove # e'%( ddress *ro' d%s$r%.u$%o# (%s$
:ouble clic2 on the distribution list !ou wish to edit. The Distribution List
window will be displa!ed.
5elect the person !ou want to remove from the list from the &roup
Members list.
7lic2 on the -emo/e button.
Upd$%#& $"e ddress .oo> *ro' %#+o'%#& '%(
!o dd $"e se#der o* 'ess&e $o -our ddress .oo>
6pen the message from the person !ou want to add to !our address boo2.
-ight clic2 on the senders name or email address in the rom te"t bo" of the
message header section of the Message window. 1 popup menu will be
displa!ed, select the )dd to Contacts command.
The Contact window will open9 here !ou can enter additional information
about the message sender.
6nce finished, clic2 on the Sa/e and Close icon located on the Contact
window toolbar.
Or&#%s%#& Mess&es
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Ser+"%#& *or 'ess&e .- se#der= su.Be+$ or '%( +o#$e#$
!o ser+" *or 'ess&e
7lic2 the !ools drop down menu and select the ind command
OR clic2 the ind icon on the Standard toolbar.
$nter the 2e!word !ou wish to search for into the Look for te"t bo".
7lic2 on the ind +ow button. 6utloo2 will perform the search and list an!
messages which match the search criteria. :ouble clic2 on a message to view
its contents.
!o ser+" *or 'ess&e .- se#der= su.Be+$ or +o#$e#$
6pen the "nbo. folder. 7lic2 on the !ools drop down menu and select the
)d/anced ind command. The )d/anced ind dialog bo" will be displa!ed.
!o search for a message b0 sender:
$nter the senders email address into the te"t bo" to the right of the rom
button.
!o search for a message b0 sub7ect:
$nter the word or words !ou want to search for into the Search for the
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
word@sA te"t bo". $nsure that the sub7ect field onl0 option is selected from
the "n bo".
!o search for a message b0 content:
$nter the word or words !ou want to search for into the Search for the
word@sA te"t bo". $nsure that the sub7ect field and message bod0 option
is selected from the "n bo".
7lic2 on the ind +ow button to begin !our search. 1n! messages matching
!our search criteria will be listed at the bottom of the )d/anced ind dialog
bo". :ouble clic2 on an! of the listed messages to open the Message
window and view the email.
Cre$%#& #ew '%( *o(der
!o +re$e #ew '%( *o(der
7lic2 on the ile drop down menu and select the +ew command.
7hoose older from the submenu, the Create +ew older dialog bo" will be
displa!ed.
T!pe a name for the folder into the +ame te"t bo".
7lic2 on the %* button to close the Create +ew older dialog bo".
The )dd shortcut to %utlook (ar dialog bo" will be displa!ed, clic2 the 3es
or +o button as re'uired.
Mov%#& 'ess&es $o #ew '%( *o(der
!o 'ove 'ess&e $o d%**ere#$ *o(der
6pen the "nbo. folder. 5elect the message !ou want to move b! clic2ing on
the entr! in the message list.
-ight clic2 on the highlighted message to displa! a popup menu.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
5elect the Mo/e to older command as illustrated.
The Mo/e "tems dialog bo" will be displa!ed.
5elect the folder !ou want to move the message to b! clic2ing on the entr! in
the Mo/e "tems dialog bo".
7lic2 on the %* button to close the Mo/e "tems dialog bo" and move the
message.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
Sor$%#& 'ess&es .- #'e or d$e
!o sor$ $"e +o#$e#$s o* $"e I#.o?
7lic2 on the heading of the field !ou wish to sort the message list b!, e.g. to
sort the messages b! sender, clic2 on the rom field heading. 1n arrow will
appear to indicate the direction of the sort.
7lic2 the field heading again to reverse direction of the sort if re'uired.
De(e$%#& 'ess&e
!o de(e$e 'ess&e
5elect the message !ou want to delete b! clic2ing on the entr! in the
message list. Press the Delete 2e!.
1e+over%#& 'ess&e *ro' $"e de(e$ed %$e's *o(der
!o ope# $"e De(e$ed I$e's Fo(der
7lic2 on the Deleted "tems icon located on the %utlook (ar.
!o res$ore 'ess&e *ro' $"e De(e$ed I$e's Fo(der
6pen the Deleted "tems folder.
5elect the message !ou wish to recover.
7lic2 on the Edit drop down menu and select the Mo/e to older command.
The Mo/e "tems dialog bo" will be displa!ed as illustrated below.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
5elect the folder !ou want to move the item to from the list b! clic2ing on the
appropriate icon in the Mo/e "tems dialog bo", e.g. to move a message
bac2 into the Inbo", clic2 on the Inbo" icon.
7lic2 on the %* button.
E'p$-%#& $"e De(e$ed I$e's *o(der
!o e'p$- $"e De(e$ed I$e's Fo(der
If necessar!, open the :eleted Items folder.
7lic2 on the !ools drop down menu and select the Empt0 BDeleted "temsC
older command. The following dialog bo" will be displa!ed.
To delete the contents of the :eleted Items folder clic2 on the 3es button or
press Enter.
!o u$o'$%+((- e'p$- $"e De(e$ed I$e's Fo(der w"e# -ou e?%$ Ou$(oo>
7lic2 on !ools drop down menu and select the %ptions command to displa!
the %ptions dialog bo".
7lic2 on the %ther tab to displa! the %ther folder.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
5elect the $mpt! the :eleted Items folder upon e"iting option.
7lic2 on the %* button.
Prepr%#& $o Pr%#$
2"$ pr%#$%#& op$%o#s re v%(.(e<
7lic2 on the ile drop down menu and select the #rint command. This will
displa! a dialog bo".
)ou can select the re'uired options in the normal wa!.
Prev%ew%#& 'ess&e
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA
!o prev%ew 'ess&e pr%or $o pr%#$%#&
5elect the message !ou want to print.
7lic2 on the ile drop down menu and select the #rint #re/iew command.
The message will be displa!ed as it would be printed.
When !ou have finished previewing the message, clic2 the Close button on
the toolbar.
Se(e+$%#& pr%#$ ou$pu$ op$%o#s
!o +"oose w"$ $o pr%#$
7lic2 on the ile drop down menu and select the #rint command. This will
displa! a dialog bo".
!o print the entire message* Within the Copies section of the dialog bo",
select )ll from the +umber of pages option. 7lic2 on the #rint button.
!o print onl0 part of the message which 0ou ha/e pre9selected* Within
the #age -ange section of the dialog bo", clic2 on Selection. 7lic2 on the
#rint button.
+%!E: This option is onl! available for messages in &T#. format.
!o print a specified number of copies: Within the +umber of copies
section of the dialog bo", enter the number of copies re'uired. 7lic2 on the
#rint button.
!o print a message to a file* 7lic2 on the #rint to file chec2 bo". 7lic2 on
the #rint button.
)6= !>, 2# #H, L/C,7>,D >/#,&>' 67LA

ECDL Module 7: Reference Manual Information & Communication

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ECDL Module 7

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