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ECDL Module 7

REFERENCE MANUAL

Information & CommunicationMicrosoft Windows XP Edition for ECDL Syllabus Four


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PAGE 2 - ECDL MODULE 7 (USING OFFICE XP) - MANUAL

1995-2006 Cheltenham Courseware Ltd.

Crescent House

24 Lansdown Crescent LaneCheltenham

Gloucestershire

GL50 2LD !"

#el$ %44 &0'1242 22(200

)a*$ %44 &0'1242 25+200

,mail$ inocheltenhamcourseware.com

/nternet$ htt$www.cheltenhamcourseware.com

ll trademar3s ac3nowleded. ,,.

Cheltenham Courseware Ltd. 1995-2006 7o art o this document ma8 e coied without written ermission

rom Cheltenham Courseware unless roduced under the terms o a courseware site license areement withCheltenham Courseware.

ll reasonale recautions ha:e een ta3en in the rearation o this document includin oth technical and

non-technical rooin. Cheltenham Courseware and all sta assume no resonsiilit8 or an8 errors or

omissions. 7o warranties are made e*ressed or imlied with reard to these notes. Cheltenham Courseware

shall not e resonsile or an8 direct incidental or conse;uential damaes arisin rom the use o an8 material

contained in this document. / 8ou ind an8 errors in these trainin modules lease inorm Cheltenham

Courseware.


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PAGE / - ECDL MODULE 7 (USING OFFICE XP) - MANUAL

ECDL *11023EDC240)E/*0E################################################################################################## 5

!0E IN!E1NE! ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,7

C2'CE1T)+ TE06)################################################################################################################### 7Understanding the difference between the Internet and World Wide Web ................ ......7Understanding the terms HTTP, UR, h!perlin", I#P and $TP ........................ ...............7Understanding 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 ................................................. ...............*+

)EC40IT8C2')IDE0*TI2')####################################################################################################### 99Understanding 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######################################################################################## 95pening 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 ....................................................... ...............*7Refreshing a Web page ...................................................................................... ..........*7Using Help .............................................................................................................. ......*&

*D0ispla!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! .............................................................. ................*

E NA4IGA!ION ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,23

*CCE))I'=/E;1*=E)########################################################################################################### ?5pening 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 ....................................................................... ..10ispla!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 ............................................................................. ........................(

E 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 tet, images and URs from a Web page to a doc%ment................................ -*#aving a Web page to a drive as a tet or html file .............................................. .........-0ownloading tet, images, so%nds, videos and software ............................................--

10E1*0*TI2'########################################################################################################################## 55

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Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com


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Previewing a Web page ............................................................................................ ....-6)hanging the Web page print orientation ......................................... ............................-6)hanging the Web page margins ........................................................... ......................-6

10I'TI'=############################################################################################################################### 5)hoosing Web page print options ............................................................................. ....-/

ELEC!1ONIC MAIL ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,3

C2'CE1T)*'DTE06)############################################################################################################# 5AUnderstanding the str%ct%re of an 89mail address ................................................. .......-&Understanding the advantages of 89mail s!stems ................................................. .......-&Understanding the importance of networ" eti:%ette 2neti:%ette3 ............................... ...-(

)EC40IT8C2')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########################################################################################################## Bpening and closing the e9mail application ............................................. .....................6+

pening a mail inbo for a specified %ser ............................................................ ........6pening one or more mail messages ................................................................. ..........66#witching between open messages ................................................. ............................6/)losing a mail message .................................................................... ...........................6/Using Help .............................................................................................................. ......61

*D field ........................................................ ................/)op!ing a message to another address or addresses ............................................... .../-Inserting a title into the =#%bject> field ....................................................................... ...../6Using a spell9chec"er to correct spelling errors ......................................... ................../64ttaching 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'=*'DDELETI'=############################################################################################### 7#election Techni:%es ...................................................................... ............................./7)op!ing and moving tet within a message or between other messages ..................../&)op!ing tet from another so%rce into a message ........................................................ /(0eleting tet in a message ..................................................................... ......................1+0eleting a file attachment from an o%tgoing message ................................... ...............1+

MAIL MANAGEMEN! ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,9:

TEC:'I4E)########################################################################################################################### @9Understand how to manage e9mail effectivel! ............................................ .................1*

4)I'=*DD0E));22)############################################################################################################ @9

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)reating a new address list?distrib%tion list........................................................... ........14dding a mail address to an address list................................................... ...................10eleting 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/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 ord %de e.

"$ %s $"e d%**ere#+e .e$wee# $"e ord %de e. () #d $"e I#$er#e$= ISP #d F!P

0!!P (0per$e?$ !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 thestart 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) followedb! 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.

0per%#>

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 page3 Ta2e !ou to a different page within the Web site

3 Ta2e !ou to a page in a different Web site3 $nable !ou to download a file3 aunch an application, video or sound

The illustration below displa!s a fragment of a Web page. The words whichare underlined indicate a h!perlin2. 4! default these te"t lin2s are normall!

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e. 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. Thetrouble 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 herphone number. The address of a Web site is given b! something called its- (niform -esource ocator). The structure of the - is ver! precise. Forinstance, 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 thistraining 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 phraseconnected with what !ou wish to find and it will then displa! sites whichmatch the information which !ou have entered. The results can be

overwhelming however. 1 recent search using the search words ;P7courseware; displa!ed a list of million sites containing these words (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 toview web pages.

U#ders$#d%#& w"$ ser+" e#&%#e %s #d w"$ %$ %s used *or

"$ %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 toit, or ones which it has found out about automaticall!. It is important to

realise that a search engine does not have complete information about allweb sites on the Internet< There are a number of different search engines,run b! different organisations. Within a search engine !ou can enter a searchphrase, such as ECDL courseware, and the search engine will then search

through its database and after a short pause, should displa! a list of siteswhich 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 Searchbutton 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

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U#ders$#d%#& w"$ e#+rp$%o# %s #d w" %$ %s used

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The refresh icon reloads the information from the Web site which !ou arevisiting.

The home icon will ta2e !ou to !our default starting page. This page canbe set up to be an! page on an! Web site. If !our organisation has it8s ownWeb 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 sitescontaining 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 !cosand ?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 firstclic2 on the section of the screen which !ou wish to print, # #H, L/C,7>,D >/#,&>' 7LA



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1llows !ou to access Internet :iscussion ?roups.

!o +ose $"e M%+roso*$ I#$er#e$ E?porer 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 e. .rowser 0o'e P&e

"$ %s we. s%$e 0o'e P&e< #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 isnot 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 &omePage.

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 !oolsdrop down menu.

7lic2 on the "nternet %ptionscommand.

7lic2 on the &eneraltab of the "nternet %ptionsdialog bo".

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3 If !ou wish to use the currentl! displa!ed page as !our starting page,

clic2 on the 'se Currentbutton.

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 )ddressbo".

7lic2 on the %*button to close the "nternet %ptionsdialog 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 homepage !ou would enter the -*

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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 ,indowcommand.

!"#* 1nother wa! to do this is to depress the Shift2e! while clic2ing on ah!perlin2. This ma! not alwa!s wor2 however, it depends on what version of

Internet $"plorer !ou are using.

S$opp%#& e. 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 atsomething else. 7lic2 on the Stopicon to stop the download.

1e*res"%#& e. p&e

"$ %s we. p&e re*res"%#& .u$$o#

1 'uic2 wa! to go bac2 to the last Web page !ou visited is to use the Internet

$"plorer (ackbutton. 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 (ackbutton will displa! ashort list of recentl! visited pages, allowing !ou to jump bac2 to a previouspage. This is especiall! useful if !ou get ;stuc2; in a site.

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To simpl! add the current page to !our favourites, clic2 on the %*button.

D%sp%#& e. p&e *ro' our Fvour%$es

!o ope# Fvour%$e 7lic2 on the aoritesicon and select the item within !our favourites list.

The correct - will be entered into the )ddressbar and the Web page willbe displa!ed.

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Or%s%#& Fvour%$es

Cre$%#& Fvour%$es *oder

!o +re$e #ew *oder w%$"%# our *vour%$es

7lic2 on the aoritesdrop down menu and then select the %rgani1e

aoritescommand, which will displa! the %rgani1e aoritesdialog bo".

7lic2 on the Create olderbutton.

$nter the name of the new folder and then press the Enter2e!.

Add%#& e. p&es $o Fvour%$es *oder

!o or%se our *vour%$es



ou can use the usual #icrosoft $"plorer t!pe commands to create newfolders and also drag and drop the contents of one folder to another within

the dialog bo".

!o dd we. p&e $o pr$%+ur .oo>'r> *oder

7lic2 on the aoritesdrop down menu, and select the )dd to aorites

command. This will displa! a dialog bo".

7lic2 on the Create inbutton.

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5elect the folder which !ou wish to add the Favourite to, such as ECDL Stuff

in the e"ample illustrated.

7lic2 on the %*command.

Dee$%#& Fvour%$e

!o dee$e or re#'e Fvour%$e



5elect the items which !ou wish to delete and then clic2 on the Delete

button.

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e. Ser+"%#&

Us%#& Ser+" E#&%#e

See+$%#& ser+" e#&%#e

E?'pes o* Ser+" E#&%#es

5ome of the major search engines include*

)sk 2eeeshttp*++www.as2.com$ot(othttp*++www.hotbot.com&ooglehttp*++www.google.comL0coshttp*++www.l!cos.com

MS+http*++www.msn.com3ahoohttp*++www.!ahoo.com

To use an! of these enter the 5earch $ngine - into the address bar of !our

browser and then press the Enter2e!. 1lternativel!, clic2 on the Search iconwithin !our browser to see a list of search engines.

Per*or'%#& ser+" *or spe+%*%+ %#*or'$%o# us%#& >eword p"rse

Us%#& >ewords #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 registeredwith 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 searchresults, 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 itis better to use two or more words, or a short phrase when searching forinformation.

Co'.%#%#& +r%$er% %# ser+"

Do#$ 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

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a document using the normal #astecommand. If this does not wor2 forsome reason !ou will have to select the Sae #icture )scommand, 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 Shortcutcommand. ou

can then paste the web address from the 7lipboard into !our document.

Sv%#& e. 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.

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7lic2 on the iledrop down menu and select the Sae )scommand.

7lic2 on the down arrow to the right of the Sae as t0pesection 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 Saebutton.

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 Sae

!arget )scommand and use the dialog bo" which is displa!ed to save thefile to a particular place.

Prepr$%o#

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PAGE 3/ - ECDL MODULE 7 (USING OFFICE XP) - MANUAL

Prev%ew%#& e. p&e

!o prev%ew we. p&e .e*ore pr%#$%#&

7lic2 on the iledrop down menu and select the #rint #reiewcommand.

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 Closebutton to leave #rint #reiewmode.

C"#&%#& $"e e. p&e pr%#$ or%e#$$%o#

!o se$up our p&e us%#& M%+roso*$ I#$er#e$ E?porer

sing #icrosoft Internet $"plorer, clic2 on the iledrop down menu and

select the #age Setupcommand to displa! the #age Setupdialog bo".

From here !ou can set paper siGe, orientation, margins and also choose

whether to use headers and footers.

C"#&%#& $"e e. p&e 'r&%#s

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!o pr%#$ see+$ed *r'es w%$"%# *r'ed e. 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 navigatethrough the Web site, onl! the data in the right part of the screen changes.

Printing from sites li2e this can be problematic.

6pen the #rintdialog bo", and select the %ptionstab. ou will see !ou have

the abilit! to #rint frames as laid out on the screen, %nl0 the selectedframeor )ll frames indiiduall0. ou should e"periment using differentoptions as different sites use different frame la!outs.

!o pr%#$ see+$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 thete"t to be printed. The te"t will be highlighted.

-elease the mouse button, the te"t will remain highlighted.

7lic2 on the iledrop down menu and select the #rintcommand. The #rint

dialog bo" will be displa!ed.

From the #rint -ange section of the dialog bo" select the Selectionoption.

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7lic2 on the %*button to print the selected te"t.

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Ee+$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 theperson 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. 5ub3domains 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 thee"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-'% ss$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 thatinvolved when using the traditional mail s!stem, especiall! when emailing toa different countr!.

,orld9wide portabilit0* 6nce !ou have an email account set up, !oushould be able to access !our email from an!where that has an Internetconnection. $ven man! holida! hotels now have an email connection for

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!ou can send it an!time !ou want and the recipient will read the mail whenthe! want.

U#ders$#d%#& $"e %'por$#+e o* #e$wor> e$%ue$$e (#e$%ue$$e)

"$ %s Ne$%ue$$e us%#& $"e %+o# o# $"e Des>$op

ocate the Microsoft %utlookicon 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

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PAGE /: - ECDL MODULE 7 (USING OFFICE XP) - MANUAL

!"e M%+roso*$ Ou$oo> r

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 Shortcuts3 M0 Shortcuts3 %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 withouthaving to locate them on the drop down menus.

The icons displa!ed on the standard toolbar will change depending on whichfolder !ou are currentl! wor2ing in.

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PAGE /2 - ECDL MODULE 7 (USING OFFICE XP) - MANUAL

!o +ose Ou$oo>

7lic2 the Closeicon in the top right hand corner of the 6utloo2 screen

ORclic2 on the iledrop down menu and select the Eitcommand

ORpress )lt;


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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

If necessar!, open the "nbofolder.

7lic2 the Send/-eceieicon, located on the Standardtoolbar

ORpress the =2e!.

!o red 'ess&e

:ouble clic2 on the message !ou wish to read to open the Messagedialog

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 listedhere, 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 Messagedialog bo" b! clic2ing

on the Closeicon in the top right of the Messagedialog bo"

ORclic2 on the Messagedialog bo" iledrop down menu and select the

Closecommand

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AdBus$%#& Se$$%#&s

Cus$o'%s%#& $"e %#.o? "ed%#&s su+" s se#der= su.Be+$ or d$ere+e%ved

!o re'ove # I#.o? "ed%#&

6pen the "nbofolder. To remove a heading (e.g. 5ubject), right clic2 on the heading and select the

-emoe !his Columncommand.

!o dd # I#.o? "ed%#&

6pen the "nbofolder.

-ight clic2 on an! of the current headings and select the ield Chooser

command from the menu. The ield Chooserwindow 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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7lic2 the lag for ollow 'picon on the Messagedialog bo" toolbar to

displa! the lag for ollow 'pdialog bo".

7lic2 on the Clear lagbutton.

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 'nreadoption.

!o 'r> 'ess&e s red,


-ight clic2 on the message and select the Mark as -eadoption.

Ope#%#& #d sv%#& *%e $$+"'e#$ $o dr%ve

!o ope# # $$+"ed *%e


:ouble clic2 on the message containing the attached file to open the

Messagedialog 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 Messagedialog bo".

7lic2 on the Messagedialog bo" iledrop down menu and select the Sae

)ttachmentscommand. If the message contains more than one attached file the Sae )ll

)ttachmentsdialog bo" will be displa!ed enabling !ou to select the files !ouwish to save. 5elect the files as re'uired and clic2 on the %*button.

The Sae )ttachmentor Sae )ll )ttachmentsdialog bo" will be

displa!ed. 5elect the folder !ou wish to save in and clic2 on the Saebutton.

If necessar!, clic2 on the Closebutton to close the Sae )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

If necessar!, open the "nbo folder.

5elect the message !ou want to repl! to.

7lic2 on the -epl0icon on the Standardtoolbar

The Messagedialog 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 theoriginal message and then clic2 the Sendicon on the Messagedialog bo"

toolbar.

!o rep $o $"e se#der #d re+%p%e#$s o* 'ess&e

If necessar!, open the "nbo folder.

5elect the message !ou want to repl! to.

7lic2 the -epl0 to )llicon on the Standardtoolbar.

The Messagedialog 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 theoriginal message and then clic2 the Sendicon on the Messagedialog 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 !oolsdrop down menu and select the %ptionscommand to

displa! the %ptionsdialog bo".

5elect the #referencestab and clic2 on the E9mail %ptions button. The E9

mail %ptionsdialog bo" will be displa!ed.

5elect Include original message te"t or :o not include original message fromthe When repl!ing to a message drop down list.

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7lic2 on %*to close the E9mail %ptionsdialog bo".

7lic2 on the %*button to close the %ptionsdialog bo".

Se#d%#& Mess&e

Cre$%#& #ew 'ess&e

!o ope# $"e I#.o? *oder

7lic2 the "nboicon on the %utlookbar

ORpress Ctrl9Shift9"

ORclic2 the Viewdrop down menu, select &o !ofollowed b! the "nbocommand.

!o +re$e #ew 'ess&e


5elect the +ew Mail Messageicon from the Standardtoolbar

ORpress Ctrl9+to displa! the Messagewindow.

$nter !our message into the message te"t area in the lower half of the dialog

bo".

I#ser$%#& '% ddress %# $"e !o *%ed

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!o ddress # E'%

T!pe the email address of the person !ou wish to send the message to into

the !ote"t bo".

!o use $"e See+$ N'es d%o& .o?

7lic2 the !obutton to open the Select +amesdialog 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 thebo" and select from the list.

7lic2 one of the following buttons*

5end the message to the selected person.

5end a Carbon Cop0of 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 insecret, other recipients of the message will not 2now that the selected personhas 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 +amesdialog bo" and return to the

Messagewindow.

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 Messagewindow, enter the address

of the person !ou want to send a cop! to into the Ccte"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 torobertnewmanKe"cite.co.u2

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!o ope# $"e Mess&e Op$%o#s d%o& .o?

7lic2 on the %ptionsicon, located on the Messagedialog bo" toolbar to

displa! the Message %ptionsdialog bo".

!o se$ 'ess&e %'por$#+e

7lic2 the down arrow to the right of the "mportancebo" 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

Sensitiit0bo" 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 )llicon and !our response will be sent to the sender

and all members of the distribution list

OR

7lic2 on the -epl0icon 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 orwardicon from the Standardtoolbar9 the Messagedialog

bo" will be displa!ed. T!pe the email address of the person !ou wish to forward the message to into

the !ote"t bo"

ORclic2 the !obutton and select from the Select +amesdialog bo".

ou ma! enter an! comments about the message above the original message

in the message te"t area of the Messagedialog bo".

5end the message b! clic2ing the Sendicon on the Messagedialog bo"

toolbar.

Cop%#&= Mov%#& #d Dee$%#&

See+$%o# !e+"#%ues

!o see+$ word w%$"%# $"e Mess&e w%#dow

:ouble clic2 on the word.

!o see+$ %#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 see+$ 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 see+$ $e?$ w%$"%# $"e Mess&e w%#dow

Press Ctrl)

ORselect the Select )llcommand, located under the Editdrop down menu.

!o see+$ $e?$ 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.

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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 Messagewindow, select the te"t !ou wish to cop! to the

7lipboard.

From the Editmenu select the Cop0command

ORpress CtrlC, to move the item to the 7lipboard without removing it from

the document

OR !ou can also use the Cop0icon on the Standardtoolbar.

!o ps$e $e?$ *ro' $"e C%p.ord %#$o 'ess&e

Within the Messagewindow, position the insertion point at the location

within !our message where !ou want to insert the contents of the 7lipboard.

From the Editmenu, choose the #astecommand

ORpress Ctrl;V

OR!ou can also paste items using the #astebutton 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 Messagewindow, select the te"t !ou wish to cop!.

Press Ctrl;Cto move the te"t to the 7lipboard.

sing the !askbar, displa! the Messagewindow 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.

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Press Ctrl;Vto paste the te"t into the message.

!o +u$ $e?$ $o $"e C%p.ord *ro' 'ess&e

Within the Messagewindow, select the te"t !ou wish to cut to the 7lipboard.

From the Editmenu select the Cutcommand

ORpress Ctrl;?, to move the item to the 7lipboard, removing it from thedocument

OR !ou can also use the Cuticon on the Standardtoolbar.

!o ps$e $e?$ *ro' $"e C%p.ord %#$o 'ess&e

Within the Messagewindow, position the insertion point at the location

within !our message where !ou want to insert the contents of the 7lipboard.

From the Editmenu, choose the #astecommand

ORpress Ctrl;V

OR!ou can also paste items using the #astebutton 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 Messagewindow, select te"t !ou wish to cop!.

Press Ctrl;?to move the te"t to the 7lipboard.

sing the !askbar, displa! the Messagewindow containing the message

into which !ou want to insert the te"t.




Cop%#& $e?$ *ro' #o$"er sour+e %#$o 'ess&e

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!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;Cto move the te"t to the 7lipboard.

sing the !askbar, displa! the Messagewindow containing the messageinto which !ou want to insert the te"t.




Dee$%#& $e?$ %# 'ess&e

!o dee$e $e?$ %# 'ess&e

Within the Messagewindow, select the te"t !ou want to delete.

Press the Delete2e!.

!o dee$e $e?$ $o $"e e*$ o* $"e %#ser$%o# po%#$

Press the (ackspace2e! to delete the character to the leftof the insertion

point.

!o dee$e $e?$ $o $"e r%&"$ o* $"e %#ser$%o# po%#$

Press the Delete2e! to delete the character to the rightof the insertion

point.

Dee$%#& *%e $$+"'e#$ *ro' # ou$&o%#& 'ess&e

!o dee$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 Delete2e!.

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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 headeris obviousl! irrelevant to !ou, such as 8&ow to ma2e a million dollars b!lunchtime8 then !ou can safel! delete these messages without ever readingthem. 5ome messages once opened, will not be applicable to !ou, in which

case !ou can delete them immediatel!.

Create folders with meaningful names and moe emails to a releantfolder* 7reate a series of different folders, using names which mean

something to !ou (such as the name of projects or organisations which !oudeal 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 olderemails, and delete them if the! are no longer relevant.

'se email address lists* ou can maintain email address lists so that !oucan easil! send an email, at a later date, to someone on !our address list.

Us%#& Address oo>s

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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 !oolsdrop down menu and select the )ddress (ookcommand.

The )ddress (ookwindow will be displa!ed.

7lic2 on the iledrop down menu and select the +ew Entr0command. The

+ew Entr0dialog bo" will be displa!ed.

5elect the +ew Distribution Listoption clic2 on the %*button to open

the Distribution Listwindow.

T!pe a name for the distribution list into the +amete"t bo".

7lic2 on the )dd +ewbutton.

T!pe the name of the person !ou want to add to the distribution list into the

Displa0 namete"t bo". T!pe the email address of the person into the E9mail addresste"t bo".

7lic2 on the %*button. The new member will be displa!ed in the list.

To close the Distribution Listwindow clic2 on the Sae and Closebutton.

To close the )ddress (ookwindow, clic2 on the Closeicon 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 Listwindowwill be displa!ed as illustrated.

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7lic2 on the )dd +ewbutton.

T!pe the name of the person !ou want to add to the distribution list into the

Displa0 namete"t bo".

T!pe the email address of the person into the E9mail addresste"t bo".

7lic2 on the %*button. The new member will be displa!ed in the list.


To close the )ddress (ookwindow, clic2 on the Closeicon in the top right

corner of the window.

Dee$%#& '% ddress *ro' # ddress %s$

!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

Memberslist.

7lic2 on the -emoebutton.


To close the )ddress (ookwindow, clic2 on the Closeicon in the top rightcorner of the window.

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 romte"t bo" of the

message header section of the Messagewindow. 1 popup menu will bedispla!ed, select the )dd to Contactscommand.

The Contactwindow will open9 here !ou can enter additional information

about the message sender.

6nce finished, clic2 on the Sae and Closeicon located on the Contact

window toolbar.

Or%s%#& Mess&es

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Ser+"%#& *or 'ess&e . se#der= su.Be+$ or '% +o#$e#$

!o ser+" *or 'ess&e


7lic2 the !oolsdrop down menu and select the ind command

ORclic2 the ind icon on the Standard toolbar.

$nter the 2e!word !ou wish to search for into the Look forte"t bo".

7lic2 on the ind +owbutton. 6utloo2 will perform the search and list an!

messages which match the search criteria. :ouble clic2 on a message to viewits contents.

!o ser+" *or 'ess&e . se#der= su.Be+$ or +o#$e#$

6pen the "nbofolder. 7lic2 on the !oolsdrop down menu and select the

)danced indcommand. The )danced inddialog 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

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word@sA te"t bo". $nsure that the sub7ect field onl0option is selected fromthe "nbo".

!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 bod0optionis selected from the "nbo".

7lic2 on the ind +ow button to begin !our search. 1n! messages matching

!our search criteria will be listed at the bottom of the )danced inddialogbo". :ouble clic2 on an! of the listed messages to open the Messagewindow and view the email.

Cre$%#& #ew '% *oder

!o +re$e #ew '% *oder


7lic2 on the iledrop down menu and select the +ewcommand.

7hoose olderfrom the submenu, the Create +ew olderdialog bo" will be

displa!ed.

T!pe a name for the folder into the +amete"t bo".

7lic2 on the %*button to close the Create +ew olderdialog bo".

The )dd shortcut to %utlook (ardialog bo" will be displa!ed, clic2 the 3es

or +obutton as re'uired.

Mov%#& 'ess&es $o #ew '% *oder

!o 'ove 'ess&e $o d%**ere#$ *oder

6pen the "nbofolder. 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.

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5elect the Moe to oldercommand as illustrated.

The Moe "temsdialog bo" will be displa!ed.

5elect the folder !ou want to move the message to b! clic2ing on the entr! in

the Moe "temsdialog bo".

7lic2 on the %*button to close the Moe "temsdialog bo" and move the

message.

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5elect the folder !ou want to move the item to from the list b! clic2ing on the

appropriate icon in the Moe "temsdialog bo", e.g. to move a messagebac2 into the Inbo", clic2 on the Inbo" icon.

7lic2 on the %*button.

E'p$%#& $"e Dee$ed I$e's *oder

!o e'p$ $"e Dee$ed I$e's Foder

If necessar!, open the :eleted Items folder.

7lic2 on the !oolsdrop down menu and select the Empt0 BDeleted "tems

oldercommand. The following dialog bo" will be displa!ed.

To delete the contents of the :eleted Items folder clic2 on the 3esbutton or

press Enter.

!o u$o'$%+ e'p$ $"e Dee$ed I$e's Foder w"e# ou e?%$ Ou$oo>

7lic2 on !oolsdrop down menu and select the %ptionscommand to displa!

the %ptionsdialog bo".

7lic2 on the %thertab to displa! the %therfolder.

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!o prev%ew 'ess&e pr%or $o pr%#$%#&

5elect the message !ou want to print.

7lic2 on the iledrop down menu and select the #rint #reiewcommand.

The message will be displa!ed as it would be printed.

When !ou have finished previewing the message, clic2 the Closebutton onthe toolbar.

See+$%#& pr%#$ ou$pu$ op$%o#s

!o +"oose w"$ $o pr%#$

7lic2 on the iledrop down menu and select the #rintcommand. This will

displa! a dialog bo".

!o print the entire message* Within the Copiessection of the dialog bo",select )ll from the+umber of pages option. 7lic2 on the #rintbutton.

!o print onl0 part of the message which 0ou hae pre9selected* Withinthe #age -angesection of the dialog bo", clic2 on Selection. 7lic2 on the#rintbutton.

+%!E:This option is onl! available for messages in &T# format.

!o print a specified number of copies: Within the +umber of copiessection of the dialog bo", enter the number of copies re'uired. 7lic2 on the#rintbutton.

!o print a message to a file* 7lic2 on the #rint to filechec2 bo". 7lic2 onthe #rintbutton.

8964648-Module7V40English

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Transcript of 8964648-Module7V40English