Professional Documents
Culture Documents
Essentials
ECDL Notes – Online Essentials
Internet
The internet relates to the hardware and software. It is a global system of interconnected computer
networks, which makes file sharing, communication and various services like internet banking, one
click away from the comfort of your home.
Hyperlink
HYPERLINK is a piece of text or a picture on a web page that when clicked on will
automatically do one of the following:-
You can tell that a piece of text or a picture is a hyperlink, as when you point to it with your
mouse, the mouse pointer will change into the shape of a hand.
1.1.2 Understand the structure of a web address. Identify common types of domains like:
geographical, organisation (.org, .edu, .com, .gov).
A web address always begins with ―http://‖ which stands for hypertext transfer
protocol and refers to the manner (also know as the―scheme‖) in which web
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pages are sent over the Internet. In current versions of Internet Explorer, the http://
is automatically inserted for you, so you don‘t need to struggle with typing it in.
A web address typically includes ―www‖ which is short for World Wide Web.
However, some web addresses do not have the www as part of their address. If
you‘re not sure whether the website you‘d like to visit has a www as part of its
address, try it both ways. One of the two is bound to work.
A web address includes a site name. In the example above, the site name is ―nypl‖,
which stands for New York Public Library.
A web address includes a domain name. In the example above the category is
―.org‖. There is occasionally a slash (―/‖) and some text following the domain
name. This typically represents a specific web page within the website.
There are never any empty spaces in a web address but underscored
spaces, i.e. ―_‖ are OK. Also, don‘t worry too much about using capital
letters. Very rarely is any distinction made between upper and lower case
letters.
1.1.3 Define the term web browser. Identify common web browsers.
A web browser is a software program that interprets the coding language of the World Wide
Web in graphic form, displaying the translation rather than the coding. This allows anyone
to ―browse the Web‖ by simple point and click navigation, bypassing the need to know
commands used in software languages.
Examples of web browsers include: Internet Explorer, Mozilla Firefox, Google Chrome.
1.1.4 Outline different Internet activities like: information searching, shopping, learning,
publishing, banking, government services, entertainment, communication.
Information Searching
People browse internet for information. They love to browse various search engines like Google,
Yahoo to know about any necessary information. Also people love browsing websites like Wikipedia
which is a complete encyclopedia on internet.
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Entertainment
There is a very close relation of internet to entertainment. It’s watching videos in YouTube, playing
live games, or downloading movies; internet proves its domination everywhere.
Communication
Communication is another way to use internet. People connect via each other through
various IM services likeGtalk, Skype, and Yahoo messenger. There are lots of other services
through which people send messages.
Shopping – E-Commerce
Increasingly you can purchase directly via a Web site by selecting the goods or services
which you require and entering your credit card details. When you send your credit
card details these SH OULD be encrypted by the site operators so that no one can intercept
your details. Most sites which accept credit card payment are on secure services and your
Internet browser program (i.e. Microsoft Internet Explorer or Netscape Communicator)
will normally inform you (via a popup) when you are entering or leaving a secure server.
There are numerous web sites from where you can purchase online, a famous example
being amazon.com. Most Internet based shopping sites use a virtual “shopping cart”
system. As you browse the site you can add any products you want to purchase to your cart.
Once you have placed items in the cart you can then move to the checkout stage. At the
checkout you enter your name & address, select the type of delivery you want and enter
your payment details.
Advantages of e-commerce
Learning
E-learning refers to learning via the Internet or working through a disk based tutorial.
There are many advantages, but also some disadvantages.
One trainer can train many people at many different locations. If the training is solely
computer based, then the students can work at their own pace, and repeat parts of a course
which they do not understand. Also the teaching can be at any time, 24 hours a day, and 7
days a week. Often e- learning solutions are cheaper to provide than other more traditional
teaching methods.
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Publishing
One can also publish a book by using the internet which is also called an e-book.
Banking
Now internet can save time and money of people. The facility is known as internet banking
facility through which people can deposit any bill, transfer money through accounts, and
make internet reservations on time from their home.
Government services
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Encryption is the conversion of data into a form, called a ciphertext, that cannot be easily
understood by unauthorized people. Decryption is the process of converting encrypted
data back into its original form, so it can be understood.
In order to easily recover the contents of an encrypted signal, the correct decryption key is
required. The key is an algorithm (sequence of instructions) that undoes the work of
the encryption algorithm. Alternatively, a computer can be used in an attempt to break the
cipher. The more complex the encryption algorithm, the more difficult it becomes to
eavesdrop on the communications without access to the key.
Whenever you use a website that handles private or financial information, make sure the website is
secure.
To see if a website is secure, make sure that a lock icon appears in the window's title bar and that
the website's address begins with "https" (instead of "http"). If the website is not secure, you may
have been given a choice between a secure and insecure connection when logging into the site. Go
back to the page where you logged in, and check for a link to a secure login. Even if you do not plan
to view private information, it's best to use a secure login whenever possible, to ensure that your
login information is encrypted.
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www.hsbc.com.mt
Note that the URL automatically changes to add https at the front of the web address, and you will
also see the padlock. This means that this website is safe to use.
www.bov.com
Why https?
E-commerce has flourished because of the ability to perform secure transactions online
using the proper tools. These tools are public key encryption and digital certificates.
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Public key encryption uses SSL (Secure Sockets Layer) to encrypt all data between the
customer's computer and the e-commerce website. Information is sent in encrypted form to
the site using the site's public key. Upon receiving the information, the site uses its private
key to decrypt the information. This is called a key pair. Interlopers that might capture data
en route will find it unreadable.
The problem, however, is that anyone can create a website and key pair using a name that doesn't
belong to them. This is where digital certificates come in. Digital certificates are trusted ID cards in
electronic form that bind a website's public encryption key to their identity for purposes of public
trust.
Digital certificates are issued by an independent, recognized and mutually trusted third party that
guarantees that the website operating is who it claims to be. This third party is known as a
Certification Authority (CA). Without digital certificates, the public has little assurance as to the
legitimacy of any particular website.
A digital certificate contains an entity's name, address, serial number, public key, expiration date and
digital signature, among other information. When a Web browser like Firefox or Internet Explorer
makes a secure connection, the digital certificate is automatically turned over for review. The
browser checks it for anomalies or problems, and pops up an alert if any are found. When digital
certificates are in order, the browser completes secure connections without interruption.
Though rare, there have been cases of phishing scams duplicating a website and 'hijacking' the site's
digital certificate to fool customers into giving up personal information. These scams involved
redirecting the customer to the real site for authentication, then bringing them back to the duped
website. Other phishing scams use self- signed digital certificates to dispose of the trusted third
party or Certificate Authority altogether. The issuer of the digital certificate and the signer are one in
the same. A browser will alert in this case, but most users click through anyway, not understanding
the difference.
Digital certificates play an integral role in keeping online commerce safe. If your browser alerts
you to a problem with a digital certificate, you are well-advised not to click through. Instead, call the
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business using a telephone number from your statements or phone book, and inquire as to the
problem.
Not all Certificate Authorities are equal. Some CAs are newer and less well known. Two examples of
highly trusted CAs are VeriSign and Thawte. If your browser does not recognize a Certificate
Authority, it will alert you.
1.2.5 Recognise options for controlling Internet use like: supervision, web browsing
restrictions, download restrictions.
Supervision
Web browsing restrictions
Download restrictions
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2 Web Browsing
2.1 Using the Web Browser
2.1.1 Open, close a web browsing application.
In order to browse to a specific website you need to enter its URL in the address bar. Then
hit the Enter button on your keyboard.
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Or
Right click on the link that opens the webpage and click Open in New Window.
Right click on the link that opens the webpage and click Open in New Tab.
To open a new tab click on the new tab icon and to close the tab click on the x button on
shown on the tab which you want to close. On the other hand to switch from one tab to
another click on the name shown on the tab and automatically it will direct to that tab
To Navigate backward click on the backward icon next to the Address bar
To Navigate forward click on the forward icon next to the backward icon
By default, Internet Explorer keeps tracks of the most-recent websites you have visited. This
way, you can easily return to a website you have recently visited even if you forgot its web
address.
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Click on the Star to the left of your website tabs and click "History" on the pop-up that
follows.
Click on one of the calendar icons such as "Today", "Last Week", or "2 Weeks Ago". History
items are then sorted by website. Click on one of the yellow icons to see what pages you
visited at a particular site.
Sometimes when using the Internet for subscribing to a website, creating an e-mail account,
filling an online survey and so on, you will be asked to fill what we call ‗web-based forms‘.
These are forms that usually use text fields, drop- down fields and check boxes amongst
others to help you fill your information more efficiently and accurately.
Below is an example of a web-based form used by hotmail when creating a new account:
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Normally you need to use the Tab key (not the Enter key) to move from one field to the next
field within the form.
Many times, in a web-based form you will find the Submit and Reset buttons.
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Google's free online language translation service instantly translates web pages and text to
other languages
Translate Text
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The Home Page is the website that appears every time you click on the internet explorer
icon. You can set the homepage to any website you wish. To change the home page you
have to:-
Click on Tools.
If you wish to use the currently displayed page as your home page click on Use
current.
If you wish to use the default the website you had before click on Use default.
If you wish that you will have a blank page click on Use blank.
If you wish to use another home page enter the full URL into the address box.
Click OK to close the Internet Options.
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Pop-ups are windows that open automatically when you visit particular websites. Such pop-
ups may be pornographic, games-related and unnecessary. Many pop-ups are dangerous to
your computer; others are not harmful at all
Pop-up Blocker is a feature in Internet Explorer that lets you limit or block most pop-ups. You can
choose the level of blocking you prefer, from blocking all pop-up windows to allowing the pop-ups
that you want to see. When Pop- up Blocker is turned on, the Information bar displays a message
saying "Pop- up blocked. To see this pop-up or additional options click here."
To allow pop-ups:
To block pop-ups:
Cookies are used by Web sites to keep track of their visitors. Internet cookies raise privacy concerns,
although they can also make the Web easier to navigate.
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Click Override automatic cookie handling, and then specify how you want Internet Explorer
to handle cookies from first-party Web sites and third-party Web sites (a Web site other
than the one you are currently viewing).
To specify that you want Internet Explorer to always allow cookies to be saved on your
computer, click Accept.
To specify that you want Internet Explorer to never allow cookies to be saved on your
computer, click Block.
To specify that you want Internet Explorer to ask whether or not you want to allow a cookie
to be saved on your computer, click Prompt.
If you want Internet Explorer to always allow session cookies (cookies that will be deleted
from your computer when you close Internet Explorer) to be saved on your computer, click
Always allow session cookies.
Select one of the available help topics, or click on the Search Box to search for a topic by
entering a keyword.
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To quickly minimize the Ribbon, double-click the name of the active tab. Double-click
a tab again to restore the Ribbon.
2.3 Bookmarks
2.3.1 Add, delete a bookmark / favourite.
Have you ever gone to a site and liked it so much you wanted to keep going back? You can bookmark
it, which means that you save it, so next time all you have to do is choose it from a menu.
Add a bookmark:
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Give a name to your bookmark, Choose the folder which you want to add the bookmark to
and then click Add.
Delete a Bookmark
Click on the Star at the left hand side of your Internet Explorer browser.
Click on Favourites.
Right click on the bookmark that you wish to delete and click delete from the
menu that appears.
Click Favourites.
Then click on the webpage that you wish to display.
2.3.3 Create; delete a bookmarks / favourites folder. Add web pages to a bookmarks /
favourites folder.(Refer also to 2.3.1
Open Favourites.
Right click anywhere in the favourites pane.
Choose Create New Folder.
Type in a name for your folder and press Enter.
Open Favourites.
Right click on the bookmark folder that you wish to delete.
Click Delete.
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There are two ways how one can download files from a web page.
OR
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2.4.2 Copy text, image, URL to another location like: document, e-mail.
You can then paste your picture on a document, by clicking Edit, Paste or right-click
and Paste.
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2.4.3 Preview, print a web page, selection from a web page using available printing
options.
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3 Web-Based Information
3.1 Search
3.1.1 Define the term search engine and name some common search engines.
Here are some tips that one should keep in mind when using a search engine:
Use two or more words, or a short phrase when searching for information.
Try to use unique words that directly relate to what you are searching for.
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For instance if you are searching for information about computer training then
search for ―computer training‖, not just ―training‖, which would include all sorts of
training.
Use the + logical operator if you want to narrow your search to retrieve only
websites containing ALL your keywords.
Usin g + a n d “ symbols to narrow your search
If you search using two words such as computer training, then often a search engine
will go off and find all the pages that it knows about relating to ―computer‖,
―training‖ and ―computer training‖. This could include all types of training, not
just computer training.
To get round this problem most search engines allow you to insert a + symbol
between your words, this means that you only want to find pages containing all your
words.
Sometimes you would be better enclosing your search phrase with quotation (―).
This will then mean that you want to find the exact phrase that you have entered.
Thus if you search for ―TCTC Computer Training‖, using the quotation marks, then
you should find the company easier than not using the quotes.
3.1.3 Refine a search using advanced search features like: exact phrase, date, language,
media type.
www.google.co.uk
- Exact phrase
- By excluding words
- By file format, etc…
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If you wish to search by date, you can click on the link towards the bottom of the Advanced
Search page
Encyclopedia
There are several online encyclopaedias and dictionaries available on the web. In this
section we will look at some examples.
http://www.britannica.com/EBchecked/topic/186436/Encarta
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To use Encarta‘s online encyclopaedia, use the search box to type your keyword / phrase
and hit the Search Encarta button.
Dictionary
http://dictionary.reference.com/
To use online Dictionary, use the search box to type your keyword / phrase and hit the
Search button.
Type the word that you wish to search for, in the Find box. Then, hit the Enter key on your
keyboard.
www.encyclopedia.com
www.britannica.com
www.wikipedia.org
www.yourdictionary.com
www.alphadictionary.com
TIP:
To force a search engine to give you definitions from web based dictionaries, type define:
before your actual keyword.
Example:
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Familiarity with the criteria for evaluating online information is an impetus to information
literacy. Information literacy is the ability to locate, evaluate and recognize pertinent
information and their concrete use. Students will benefit significantly from the said
competency skills set especially when they consistently weigh the value of given information
via either CARS or RADCAB.
CARS stands for Credibility, Accuracy, Reasonableness and Support while RADCAB stands for
Relevance, Appropriateness, Detail, Currency, Authority and Bias. Regardless of the
acronym, the said 2 sets of criteria centers on 3 factors: authorship, publishing body and
timeliness.
The most basic site is informational. This is a site that tells a potential customer or visitor
what your business is, where it’s located, its hours, how to contact you and maybe a bit
more. These sites are fast and easy to construct and usually only involve a page or two. All
sites have some basic information on them.
The next is a site that educates and/or is used as a reference. It might be a site like
Wikipedia or Grammar Girl with information on everything or just on grammar and writing.
Or it could be a health site with information on conditions or illnesses.
Some sites are inspirational. They provide you with stories and photography and music on
various topics like personal development, spirituality, psychology and new age practices.
Promotional sites are also common. They generally promote a celebrity, a rock band, an
author, a product and more.
Then there are those that entertain. While YouTube certainly has educational and
inspirational purposes, it is most often turned to for its entertainment value.
Finally, there are e-commerce sites. These sites exist primarily to sell you something.
Amazon.com is one. Ebay is another. The best e-commerce sites combine many of the
features of other sites (education, entertainment, etc.).
3.2.2 Outline factors that determine the credibility of a website like: author, referencing,
up-to-date content. And 3.2.3 Recognise the appropriateness of online information
for a particular audience.
Before using information you find on the internet for assignments and research, it is
important to judge its accuracy and to establish that the information comes from a reliable
and appropriate source.
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Consider the following criteria and ask yourself the following questions:
Audience
Who is the website’s intended audience? Academics? The general public? School children?
Does it appropriately address the target audience? Is it relevant for your assignment or
research?
Authority
Is the author identified? If the author has chosen to remain anonymous, ask yourself 'why?'
Is the author a person you recognise as an expert in his field? If not, is there enough
information provided to establish the author’s credibility? Is she qualified to write about the
subject? Can you find references to her elsewhere? Is the author affiliated to an academic
institution or credible organisation? If the information is part of a journal or other online
publication, you should try to establish the authority of that publication: Is the name of the
publication obvious? Are contact details and ‘about’ information provided? Do you
recognise the name of the publisher? Does it look like a professional publication? Is there
associated branding? Is the publication referenced elsewhere?
Accuracy
Is it free from spelling errors? Is the text well-written and grammatically correct? Has the
content been through an editing process or been peer reviewed? Has the author included a
bibliography? Are the sources cited reliable and can they be verified elsewhere? Are
research methodologies adequately explained?
Objectivity
Does the author present objective arguments or make it clear when he is expressing biased
opinions? Are other points of view explored? Is it a personal website? Does it express
personal opinions? Is the website part of a commercial organisation, a political party or an
organisation with a specific agenda? If yes, question the motives for publishing the
information. Does the website promote a biased viewpoint?
Currency
Can you tell when the information was published? Is the information up to date? How
frequently is the website updated? Are the links up to date and working? A good website
will show when it was ‘last updated’ or give a clear indication of the timeliness of the
information. Working links indicate the website is being maintained and updated regularly.
The URL
Look at the URL (web address) of the website. The domain name can help you establish if
the information has been published by a credible source.
For example:
Domain Published by
.edu an educational website
.gov a government website
You still need to apply the same criteria mentioned above to establish reliability, and don’t
forget to check the information is up to date.
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Most programs which you purchase are copyrighted and you must not copy them. Many people will
buy a copy of a game and make a copy for their friends or other family member. This is also normally
unlawful. There are numerous organisations, such as FAST (the Federation Against Software Theft),
which are dedicated to preventing the illegal copying of software.
When downloading a software application from the internet, it might be freeware or shareware.
When the software is freeware, you will download the software for free, and you will be able to use
all the features of the program without having to pay anything. If you pass on a copy of the software
to other people, you should do so free of charge. Shareware is computer software that is distributed
for free on a trial basis on the understanding that if you want to continue to use the software after
the trial is over e.g. 30 days, then you will voluntarily send the author of the software the required
payment.
3. Artwork, photographs, or forms, whether or not from a published source. Sometimes more than
one permission is required for a photograph, e.g., from the photographer and also from the creator
of the underlying work shown in the photograph.
4. Charts, tables, graphs, and other representations where, inevitably, you are using the entire
representation, since the copyrighted features are complete in themselves and inherent in the
whole work.
5. Material which includes all or part of a poem or song lyric (even as little as one line), or the title of
a song.
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7. Any third party software to be distributed as an electronic component with your book. A separate
form letter and tracking table are available for such permissions. Please contact your editor.
In addition to the above guidelines to obtain copyright permission, you are also responsible for
securing all other required clearances, including permissions for the use of trademarks and releases
from privacy claims. For example:
A release may be required for photographs or reproductions of specific brand-name products and
for use of trade names and logos. Contact the company.
You may need releases for photographs of people, especially private citizens as opposed to public
officials and public figures. This is particularly necessary if such material will be used on the cover or
in part of the promotion of the work and does not specifically illustrate material in the text. You
should contact your editor for the Wiley-approved release form.
3.3.2 Recognise the main data protection rights and obligations in your country.
It must be collected for explicit and legitimate purposes and used accordingly;
It must be adequate, relevant and not excessive in relation to the purposes for which it is
collected and/or further processed;
It must be accurate, and updated where necessary;
Data controllers must ensure that data subjects can rectify, remove or block incorrect data
about themselves;
Data that identifies individuals (personal data) must not be kept any longer than strictly
necessary;
Data controllers must protect personal data against accidental or unlawful destruction, loss,
alteration and disclosure, particularly when processing involves data transmission over
networks. They shall implement the appropriate security measures;
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4 Communication Concepts
4.1 Online Communities
4.1.1 Understand the concept of an Online (virtual) community. Identify examples like:
social networking websites, Internet forums, web conferencing, chat, online
computer games.
A virtual community, e-community or online community is a group of people that primarily interact
via communication media such as newsletters, telephone, email, internet social network service or
instant messages rather than face to face, for social, professional, educational or other purposes. If
the mechanism is a computer network, it is called an online community. Virtual and online
communities have also become a supplemental form of communication between people who know
each other primarily in real life. Many means are used in social software separately or in
combination, including text-based chat rooms and forums that use voice, video text or avatars.
Internet Forums
An Internet forum is a discussion area on a website. Website members can post discussions and read
and respond to posts by other forum members. An Internet forum can be focused on nearly any
subject and a sense of an online community, or virtual community, tends to develop among forum
members.
Before a prospective member joins an Internet forum and makes posts to others, he or she is usually
required to register. The prospective member must usually agree to follow certain online rules,
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sometimes called netiquette, such as to respect other members and refrain from using profanity.
When a member is approved by the administrator or moderator of the Internet forum, the member
usually chooses his or her own user name and password. Sometimes, a password is supplied. An
avatar, or photograph or picture, supplied by the member can appear under the member's user
name in each post.
The separate conversations in an Internet forum are called threads. Threads are made up of
member-written posts. Internet forum members can start new topics, post in their choice of threads
and edit their profile. A profile usually lists optional information about each forum member such as
the city they are located in and their interests.
Web Conferencing
Web conferencing is a form of real-time communications RTC in which multiple computer users, all
connected to the Internet, see the same
screen at all times in their Web browsers.
Some Web conferencing systems include
features such as texting, VoIP (voice over IP)
and full-motion video.
Chat
A chat room is a virtual place on the Internet where people from all walks of life from around the
world can get
together in one place and textually chat with one
another. The only two things a person needs to connect
to a chat room are a computer and an internet
connection of any speed.
Online computer games such as World of Warcraft are also another type of
online communities. Such games enable thousands of players from across
the globe to come together online through computer gaming.
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4.1.2 Outline ways that users can publish and share content online: blogs, microblogs,
podcasts, images, audio and video clips.
Blogs
A blog (a combination of the words web and log) is a website on which chronological entries
that can be viewed by visitors. The word Blog is used as a verb
and describes the activity of maintaining a blog. Blogs can provide
information on a vast range of subjects, and often contain
personalised views on a particular subject. Some are devoted to
news, politics or current affairs. Readers can often comment
interactively on the blog while other blogs are more like a shared,
personal diary. Some blogs have become incredibly popular and
been made into published books. Blogs are mainly text based
with the odd picture, but they may also contain music and video contents.
Microblogs
Microblogging is a broadcast medium in the form of blogging. A
microblog differs from a traditional blog in that its content is
typically smaller in both actual and aggregate file size. Microblogs
"allow users to exchange small elements of content such as short
sentences, individual images, or video links
Podcasts
A podcast is a way of providing content such as radio
programs in a form which can be easily downloaded and listened to
later on a PC or mobile device such as an Apple iPod. The term
"podcast" is a combination of the words "iPod" and "broadcast".
Many web sites allow you to manually download content.The thing
that makes a podcast different is that once you subscribe to a
podcast it will be downloaded automatically for you.
4.1.3 Recognise ways to protect yourself when using online communities: apply
appropriate privacy settings, restrict available personal information, use private
messaging when appropriate, disable location information, block/report unknown
users.
Privacy Settings: Always check the default privacy settings when opening an account on a
social media website. The default privacy settings on many social media websites are
typically broad and may permit sharing of information to a vast online community. Modify
the setting, if appropriate, before posting any information on a social media website.
Biographical Information: Many social media websites require biographical information to
open an account. You can limit the information made available to other social media users.
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4.2.2 Define the terms short message service (SMS), multimedia message service (MMS).
The acronym SMS stands for short message service. SMS is also often
referred to as texting, sending text messages or text messaging. The service
allows for short text messages to be sent from one cell phone to another cell
phone or from the Web to another cell phone.
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VoIP (Voice over Internet Protocol) is simply the transmission of voice traffic over IP-based networks.
4.2.4 Recognise good practice when using electronic communication: be accurate and
brief, use clear subject headings, do not inappropriately disclose personal details, do not
circulate inappropriate content, spell check content.
4.3.3 Be aware of possible problems when sending file attachments like: file size limits, file type
restrictions.
One might encounter problems when sending e-mail attachments. Such problems include:
File-size limits – be cautious when sending large files… compression might be an
option.
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4.3.4 Outline the difference between the To, Copy (Cc), Blind copy (Bcc) fields and recognise their
appropriate use.
To: Contains the name(s) or email address(es) of the recipients of the message, separated by a
semicolon.
Cc (Copy): Contains the name(s) or email address(es) of persons receiving a copy of the message.
Bcc (Blind Carbon Copy): Names and e-mail addresses of persons listed in Bcc can not be viewed by
other individuals receiving the e-mail message.
4.3.5 Be aware of the possibility of receiving fraudulent and unsolicited e-mail. Be aware of the
possibility of an e-mail infecting the computer.
Phishing is a type of deception designed to steal your valuable personal data, such as credit card
numbers, Windows Live IDs, other account data and passwords, or other information.
In e-mail messages, even if they appear to be from a co-worker or someone you know.
On your social networking Web site.
On a fake Web site that accepts donations for charity.
On Web sites that spoof your familiar sites using slightly different Web addresses, hoping
you won't notice.
In your instant message program.
On your cell phone or other mobile device.
Often phishing scams rely on placing links in e-mail messages, on Web sites, or in instant messages
that seem to come from a service that you trust, like your bank, credit card Company, or social
networking site.
Email messages with attachments can spread viruses, and usually attachments from unknown
origin do so. Viruses that spread via attachments are activated when the attached file is
opened. Just by reading the email your computer cannot get infected. However, as soon as the
attachment is opened, the possible virus infects the computer. This is why you should be very careful
when sending and especially when receiving attachments.
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5 Using E-mail
5.1 Sending E-mail
5.1.1 Access an e-mail account.
Click Start
All Programs
Microsoft Office
Microsoft Outlook 2007
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Below is a screen shot of how the Microsoft Outlook 2007 Screen looks like.
5.1.2 Outline the main purpose of standard e-mail folders: Inbox, Outbox, Sent, Deleted /
Trash Items, Draft, Spam/Junk.
The Inbox, as the name suggests, is the computerized equivalent of the traditional
in-tray. All incoming messages are placed in the inbox. You can then read, print, reply
to these messages as required.
An Outbox is where outgoing e-mail messages are temporarily stored. While you are
composing a message, most mail programs automatically save a draft of your
message in the outbox. The message is then stored in the outbox until it is
successfully sent to the recipient.
Sent Folder is where all the messages that were sent will be shown in that folder
Deleted/Trash Items is where all the items that have been deleted will be shown
there till you delete them again from the deleted/Trash items folder
Spam/Junk is where the emails that are read junk by the software or you have
selected them as junk will be received in that folder
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5.1.3 Create an e-mail. And 5.1.4 Enter one or more e-mail addresses, distribution list in
the To, Copy (Cc), Blind copy (Bcc) fields. And 5.1.5 Enter an appropriate title in the subject
field and enter, paste text into the body of an e-mail.
Click on New
Mail Message
Enter your message into the message text area in the lower half of the dialog box.
Type the email address of the person you wish to send the message to into the To… text box.
Send the message to the selected person as a Blind Carbon Copy. A blind carbon copy is a
copy of the message that is sent to someone in secret, other recipients of the message will not know
that the selected person has received the message.
Whilst composing your message in the Message window, enter the address of the person you
want to send a copy to into the Cc… text box.
Enter a short overview of the message into the Subject: text box.
Email is not restricted to just simple text messages; you can also insert files into messages. For
example, if you had to send a copy of your sales report to your manager, simply insert a copy of the
spreadsheet into a message.
Once you have finished entering the text of your message, click on the paperclip icon on
the toolbar.
Browse to the file that you wish to attach to the message. Select OK to close the Insert
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File dialog box. Another box with the name Attached under Subject will appear to indicate the
presence of a file.
Note: To remove an attachment from an e-mail message, select the attachment and press the
Delete button on your keyboard.
To open an email double click on the email received and to close the email click on the close button
5.2.2 Use the reply, reply to all function, and identify when these should be used.
To reply to the sender of a message (to reply only to the person sending this message)
The Message dialog box will open and the text of the original message appears in the
message window. Type your reply above the text of the original message and then click
the Send icon on the Message dialog box toolbar
To reply to the sender and all recipients of a message (to reply to the sender and all those person s
that are copied in that email)
The Message dialog box will open and the text of the original message appears in the message
window. Type your reply above the text of the original message and then click the Send icon on the
Message dialog box toolbar.
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Let‘s say you have received an important file via e-mail and you wish to save in to your documents.
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As in most applications Outlook has a built-in support feature. To use Help, simply
click on the Help menu in the main view. Then choose Microsoft Office Outlook Help
Select one of the available help topics, or click on the Search Box to search for a topic
by entering a keyword.
• Click View
• Click Toolbars
• Choose one of them
To quickly minimize the Ribbon, double-click the name of the active tab. Double-click
a tab again to restore the Ribbon.
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Create a Signature
5. To format the text, select the text, and then use the style and formatting buttons to select
the options that you want.
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Insert a Signature
You can set a signature to be added automatically to outgoing messages, or you can manually insert
a signature when needed.
You can insert only one signature per e-mail message; you cannot include multiple signatures.
If you want to include more information, create one signature with all the information, and then
save it with a new name.
Under Choose default signature, in the E-mail account list, click an e-mail account with which
you want to associate the signature.
In the New messages list, select the signature that you want.
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Note The Tools menu appears on the main Outlook window. The main window is the same
window that appears when you start Outlook and includes the File, Edit, View, Go, Tools,
Actions, and Help menus. There is no Tools menu in windows where you create or view
items such as e-mail messages, contacts, or tasks.
If the Out of Office Assistant command does not appear, an alternative method to
automatically reply to messages is available for all Outlook users. Go to Automatically reply
to messages.
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To send auto-replies to people out of your organization, continue with steps 4 and 5.
On the Outside My Organization tab, select the Auto-reply to people outside my
organization check box, and then type the response that you want to send while you
are out of the office.
Organization is usually defined as your company and includes people who have an Exchange
Server account on your e-mail system.
When the Auto-reply to people outside my organization check box is selected, the
Outside My Organization tab displays (On) next to the tab name.
On the Outside My Organization tab, click My Contacts only or Anyone outside my
organization to specify the people to whom auto-replies are to be sent.
The contact must exist in your Exchange Server Contacts folder. If the contact exists only in
a folder that is a part of a Personal Folders file (.pst), the auto-reply message will not be
sent.
5.3.5 Recognise e-mail status as read, unread. Mark an e-mail as read, unread. Flag, unflag
an e-mail.
After opening an e-mail message, you might wish to mark the e-mail message
as unread. To do this, click on the button ―Mark as Unread‖ On the Message
Toolbar. Or right click on the email and click on mark as unread
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Flagging is a method of marking messages which you want to stand out as being important.
To flag a message, open the message, click on Follow up and choose one of the list.
To remove the flag repeat the same steps but choose Clear Flag
To add a new contact to the address book, first open the Address Book from:
Tools
Address Book
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Fill in the contact details as appropriate and click Save and Close.
Delete a contact
Right Click on the Contact you want to delete
Click Delete
OR
You can create a single group name (or alias) to use when sending a message to
several contacts at once. Simply create a group name and add individual contacts to the
group. Then, just type the group name in the To box when you send e-mail.
Click on File -> New Entry
Choose Distribution List
Click OK
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In the Address Book list, double-click the group you want. The group's Properties dialog box
opens.
You can add people to the group in several ways —and in some cases you can add
them to your Address Book as well.
To add a person from your Address Book list, click Select Members, and then double
click a name from the Address Book list and then click OK.
To add a person directly to the group without adding the name to your Address
Book, Click on Add New type the person's name and e-mail address in the boxes
provided in the open window and then click OK
You can use the Address book at any time when creating an e-mail message. Let‘s say I have
added my friend Tom to my address book. How will I use the address book to send an e-mail
to Tom?
Click on To:
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On the View menu, point to Arrange by, point to Current View, and then click Customize
Current View.
Click Fields.
In the Available fields list, click ex Subject.
Click Add.
Click on Search box under the Heading Inbox and write what you need to find
OR
Click on Tools
• Instant Search
• Advanced Find
• The Find Message window will be displayed, as illustrated:
Use the Advanced Find window to search for a message by Sender, Receiver, Subject, etc…
To sort e-mails you simply have to click on the heading by which you need to sort. For
example, if you wish to sort your e-mails by subject, click on the Subject field heading.
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Note that a triangle appears near the Subject. When the triangle is pointing upwards, it
means that the e-mails are sorted by Subject in ascending order. But if you wish to sort by
descending order click again on the field heading. The triangle will then be pointing
downwards.
Inbox
Outbox
Sent Items
Deleted Items
Drafts
Junk Mail
These 6 folders cannot be deleted as they serve the main purposes in Outlook.
You might however need to add other folders to organise your e-mails better. Click on File –
New – Folder…
The Create Folder window will appear. From here you can give a name to your folder and
you can also decide whether this folder should be an independent folder, or a sub-folder of
an existing folder, such as Inbox.
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On the other hand, if you wish to create a sub-folder, click on the name of the folder
in which you wish to create your sub-folder before clicking OK.
In the illustration below, a new folder called Computer Training has been created as a sub-
folder in TCTC
To delete a folder that you have created, right click on the folder and click on Delete.
To move an e-mail from one folder to another, open the folder which contains the e-mail that
you wish to move. Then click on the e-mail to select it and drag it on the folder in which you
want to place it.
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Delete an email
There are several methods how you can delete an e-mail. First, you need to select it, and
then you can:
Once you delete an e-mail message it will move to the Deleted Items folder.
Restore an email
To restore an e-mail which you have deleted, find it from the Deleted Items folder. Then,
right click on the e-mail and choose ―Move to Folder
The below window will be displayed, from where you can choose the destination for
the e-mail in question.
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To permanently delete items held in the trash bin, right click on Deleted Items and choose
Empty ‘Deleted Items’ Folder
Outlook will ask you whether you are sure that you wish to permanently delete all items
contained in the e-mail bin. Click Yes if you want to confirm the operation.
Create a meeting
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1. On the File menu, click New, and choose Meeting Request, OR with the Calendar open, on the
toolbar click New and choose Meeting Request
2. Enter a Subject
3. Enter a Location
Let's go back to the To: line and discuss that more. You have a few options here. You can type
in the attendees just like you do for an email message OR you can actually see if they are
available for your meeting.
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Depending on your settings you will see the Global Address List or your Contacts
12. When you have all the people and resources added, click OK and you are returned to the
Meeting window
13. You can now see if the people you invited are free or busy
14. NOTE: If you do not receive a similar picture shown at the lower right, click Options at the
bottom, and choose Show Calendar Details (it should be checked)
15. If necessary, you can change the date and/or time to fit their schedules
You could also select a date from the Suggested Times on the right
16. When you are ready to send the invitation, click Send
17. The recipients of this meeting request will receive a note in their Inbox. Once they open the
meeting request, they can Accept, Decline, or decide later (tentative).
Update a Meeting
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Make changes to the meeting attendees, subject, date, location, and/or time
Cancel a Meeting
Sometimes it is necessary to cancel a meeting. Outlook removes the meeting from your
schedule. You have an option to send a cancellation notice to the attendees.
When you receive a meeting request in your email, you can either accept, decline, or decide
later (make the meeting tentative).
You should check your availability by clicking the Calendar button on the Ribbon
Depending on your schedule, click Accept, Tentative (you'll decide later), Decline, or
Propose New Time (see below)
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If you click Accept, Tentative, or Propose New Time, Outlook will enter the meeting
item in your Calendar
If you click Decline, the meeting will not be added to your Calendar
You will receive a response window asking if you want to add comments to a response, send
a response now, or don't send a response. If you choose "don't send a response, the
meeting organizer doesn't receive a message that you accepted. Make your decision and
click OK.
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