ECDL Module 7 Notes

Module 7 Information and Communication (BASED ON INTERNET EXPLORER7)

7.1 The Internet

7.1.1 Concepts/Terms
7.1.1.1 Understand what the Internet is and 7.1.1.2 Understand what the
World Wide Web (WWW) is.
-

The World Wide Web is just a small part of the Internet. The World
Wide Web is basically the text and pictures that you can view using
your browser such as Microsoft Internet Explorer.

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.

7.1.1.3 Define and understand the terms: Internet Service Provider (ISP),
Uniform Resource Locator (URL), and hyperlink.
-

HTTP stands for Hypertext Transfer Protocol. This is the language

that the web browser uses for requesting pages and graphics from the
web server. http is shown at the start of a web address such as
http://www.crosstrain.com

URL stands for Uniform Resource Locator (another name for web
address / website address) The URL consists of the name of the
protocol (usually HTTP); followed by the name of the website you want
to connect to.

HYPERLINK is a piece of text or a picture on a web page that when

clicked on will automatically do one of the following:1. Take you to a different part on the same page.
2. Take you to a different page within the web site
3. Take you to a page in a different web site
4. Enable you to download a file.
5. Launch an application, video or sound.

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ECDL Module 7 Notes

You can tell that a piece of text or a picture is a hyperlink, as when you
point to it with your mouse, the mouse pointer will change into the shape of a
hand.
TIP: Hyperlink text is usually blue and underlined.

ISP stands for Internet Service Provider If you want to connect to

the internet you need to subscribe via an Internet Service Provider. The
ISP gives you a connection to the internet either via your telephone
line, cable connection or via a special digital high-speed line (ADSL).

7.1.1.4 Understand the make-up and structure of a web address.

Heres a typical web address:
http://www.nypl.org
There are four parts to a web address:
1. 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 pages are sent over the Internet. In current
versions of Internet Explorer, the http:// is automatically inserted for
you, so you dont need to struggle with typing it in.
2. 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 youre not sure whether the website youd like to visit
has a www as part of its address, try it both ways. One of the two is
bound to work.
3. A web address includes a site name. In the example above, the site
name is nypl, which stands for New York Public Library.
4. A web address includes a domain name. In the example above the
category is .org. There is occasionally a slash (/) and some text
following the domain name. This typically represents a specific web
page within the website.
o Some of the largest, most common domains are .com
(commercial

site),

.edu

(educational

institution),

.gov

ECDL Module 7 Notes

(government site), .mil (military site), .net (network site), and
.org (nonprofit or private organization). So, when you next see a
web address that ends in .edu, youll know that web site belongs
to an educational institution.

o There are never any empty spaces in a web address but

underscored spaces, i.e. _ are OK. Also, dont worry too much
about using capital letters. Very rarely is any distinction made
between upper and lower case letters.
7.1.1.5 Understand what a web browser is and name different 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 and Mozilla Firefox.
7.1.1.6 Know what a search engine is.
A search engine is a tool designed to search for information on the World
Wide Web. The search results are usually presented in a list and are
commonly called hits.
Searching on a search engine is simple: just type a keyword in the search
box, hit Enter or click on the Search button, and the search engine will search
the web for pages that are relevant to your query.
Examples of Search engines are:
www.google.com
www.yahoo.com
www.msn.com

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7.1.1.7 Understand the term Really Simple Syndication (RSS) feed.
Understand the purpose of subscribing to an RSS feed.

RSS (Really
Really Simple Syndication)
Syndication is a family of web feed formats
used to
o publish frequently updated workssuch
works
as blog entries, news
headlines, audio, and video.

An RSS document (which is called a "feed",

"
"web feed", or "channel
channel")
includes full or summarized text, plus
plu metadata (data about data) such
as publishing dates and authorship. Web feeds benefit publishers by
letting them syndicate content automatically. They benefit readers who
want to subscribe to timely updates from favoured websites or to
aggregate feeds from many sites into one place.

RSS feeds can be read using software called an "RSS reader", "feed
reader", or "aggregator
aggregator", which can be web-based, desktop-based
based, or
mobile-device-based.
based.

A standardized XML file format allows the information to be published

once and viewed by many different programs. The user subscribes to a
feed by entering
ng into the reader the feed's URI (Uniform Resource
Identifier) often referred to informally as a "URL"
"
" (uniform resource
locator), although technically the two terms are not exactly synonymous
onymous
or by clicking an RSS icon in a browser that initiates the subscription
process.

The RSS reader checks the user's subscribed feeds regularly for new
work, downloads any updates that it finds, and provides a user
interface to monitor and read the feeds.

RSS formats are specified using XML,, a generic specification for the
creation of data formats. Although RSS formats
formats have evolved since
March 1999, the RSS icon ("
2005 and 2006.

") first gained widespread use between

ECDL Module 7 Notes

7.1.1.8 Understand the term podcast. Understand the purpose of subscribing
to a podcast.

A podcast is a series of digital media files, usually either digital audio

or video, that is made available for download via web syndication
(Web syndication is a form of syndication in which website material is
made available to multiple other sites. Most commonly, web
syndication refers to making web feeds available from a site in order to
provide other people with a summary of the website's recently added
content, for example, the latest news or forum posts).

The syndication aspect of the delivery is what differentiates podcasts

from other ways of accessing files, such as simple download or
streaming: it means that special client software applications known as
pod catchers (such as Apple Inc.'s iTunes or Nullsoft's Win amp) can
automatically identify and retrieve new files in a series when they are
made available, by accessing a centrally-maintained web feed that lists
all files currently associated with that particular podcast. The files thus
automatically downloaded are then stored locally on the user's
computer or other device, for offline use.

Like the term broadcast, podcast can refer either to the content itself
or to the method by which the content is syndicated; the latter is also
called podcasting. A podcaster is the person who creates the content.

The term is a combination of the words "iPod" and "broadcast", the

Apple iPod being the brand of portable media player for which early
podcasting

scripts

were

developed,

allowing

podcasts

to

be

automatically transferred from a personal computer to a mobile device

after they are downloaded. Despite the source of the name, it has
never been necessary to use an iPod, or any other form of portable
media player, to use podcasts; the content can be accessed using any
computer capable of playing media files. As more mobile devices other
than iPods became able to synchronize with podcast feeds, a
backronym developed where podcast stood for "Personal on Demand
broadcast."

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7.1.2 Security Considerations
7.1.2.1 Know how to identify a secure website: https, lock symbol.
Whenever you use a website that handles private or financial information,
make sure the website is secure.
To see if a website is secure, make sure that a lock icon appears in the
window's title bar and that the website's address begins with "https" (instead
of "http"). If the website is not secure, you may have been given a choice
between a secure and insecure connection when logging into the site. Go
back to the page where you logged in, and check for a link to a secure login.
Even if you do not plan to view private information, it's best to use a secure
login whenever possible, to ensure that your login information is encrypted.
Try typing the following URL in your web browser:
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.

ECDL Module 7 Notes

The same applies if you try the below URL:
www.bov.com
Then click on Log in.

Why https?
Hypertext Transfer Protocol Secure (HTTPS) is a combination of the
Hypertext Transfer Protocol and a cryptographic protocol (also referred to as
a security / encryption protocol). HTTPS connections are often used for
payment transactions on the World Wide Web and for sensitive transactions
in corporate information systems.

7.1.2.2 Know what a digital certificate for a web site is.

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.

ECDL Module 7 Notes

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

ECDL Module 7 Notes

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 selfsigned 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 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.

ECDL Module 7 Notes

7.1.2.3 Understand the term encryption.

Encryption is the conversion of data into a form, called a ciphertext, that
cannot be easily understood by unauthorized people. Decryption is the
process of converting encrypted data back into its original form, so it can be
understood.

The use of encryption/decryption is as old as the art of communication. In

wartime, a cipher, often inaccurately called a code, can be employed to keep
the enemy from obtaining the contents of transmissions. Simple ciphers
include the substitution of letters for numbers, the rotation of letters in the
alphabet, and the "scrambling" of voice signals by inverting the sideband
frequencies. More complex ciphers work according to sophisticated computer
algorithms that rearranges the data bits in digital signals.
In order to easily recover the contents of an encrypted signal, the correct
decryption key is required. The key is an algorithm (sequence of
instructions) that undoes the work of the encryption algorithm. Alternatively, a

ECDL Module 7 Notes

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.

7.1.2.4 Know about security threats from websites like: viruses, worms, Trojan
horses, spyware. Understand the term malware.
Over the last 10 years, our world has become interconnected in ways not
previously imaginable. Today, for instance, people in Spain, the US, and
Brazil can find out simultaneously that soccer-star David Beckham has
switched teams. Small companies can now affordably be spread across the
globe, and big companies can now have inter-office collaboration on a daily
basis. But all of that interconnectedness relies in large part on our ability to
protect the networks that create those connections.
Unfortunately, and despite the best efforts of network security managers, the
last five years have seen hackers and criminals become increasingly
effective at compromising these networks, as they have quickly developed
new and ever more malicious threats to network security.

ECDL Module 7 Notes

These newly created

d threats have been so successful in large part because
most employees of companies, despite being regular internet users
themselves, have no idea how these new network security attacks work, and
have only a vague conception that these new threats even exist.
exi
Sowhat kinds of threats are there out there?
1. Viruses and Worms
The term virus has long been used generically to
describe any computer threat, but in actuality it refers
refe
specifically to malware that inserts malicious code into
existing documents or programs, and then spreads
itself by various means.
The reason people often call every computer threat a "virus",
"virus", is because
viruses are the original type of malware, actually predating the public Internet.
Today, viruses are still by far the most common type of network security
threat, and over 90 percent of viruses are spread through attachments on
emails.

ECDL Module 7 Notes

Prevention
Never open an email attachment that looks suspicious, no matter whom the
sender is!
Unfortunately, this will do little to stop worms from
infecting your network. That is because although
worms are also often initially delivered in email, they
don't need a host file (i.e., no attachment is needed for
an email to be infected) and they can propagate
themselves. Worms, unlike viruses, spread on their own. So once a computer
is infected, the worm can often make quick copies of itself and infect an entire
network within a few hours. Because of this unique opportunity to multiply
themselves quickly across a network, worms are responsible for a good
number of companies widespread network failures.
Both viruses and worms often work to open up new holes in your network
security in order to allow even more dangerous security threats to infect your
network. Consequently, it should be an essential priority of every company
and individual to use updateable virus protection software to limit the
incoming malware.
2. Trojan Horses

A Trojan horse is a malware attack that disguises itself as something

innocent, such as a computer game, or a YouTube search results page. An
example of a devastating Trojan horse used an email with a link that
supposedly connected the reader to a video of the Saddam Hussein hanging,
but instead just infected them with malware. Once installed on a computer,
the 'Saddam' Trojan horse then downloaded and installed a key logger onto
the infected computer. This key logger was used to record every keystroke by
a computers user, thus stealing financial account information and passwords.
Trojans are particularly dangerous because they all appear so harmless on
the surface. Often Trojans are found on a particular website (usually adult,

ECDL Module 7 Notes

gaming, or gambling), hide in downloaded free software, or, as in the
"Saddam" Trojan horse, a person might be infected by clicking on a link sent
to them in an email.
3. Spam
Spam makes up 70 to 84 percent of daily emails sent throughout the world. All
that spam results in billions of dollars in lost productivity and creates an ever
increasing need for IT resources to filter out this irritating and potentially
malicious menace.
Spam email takes a variety of forms, ranging from unsolicited emails
promoting several products, to coordinated spam attacks designed to take up
so much bandwidth on a network so as to cause it to crash.
Prevention
when it comes to fighting spam, fortunately, a great deal of spam can be
filtered out by a good email filter. And much of what slips through can be
avoided by staying current on the latest techniques that spammers use.
4. Phishing
Anyone who has ever used PayPal or does their
banking online has probably received dozens of
emails with titles such as, "URGENT: Update
Account Status". These emails are all attempts by a
spammer to "phish" your account information.
Phishing refers to spam emails designed to trick
recipients into clicking on a link to an insecure website. Typically, phishing
attempts are executed to steal account information for e-commerce sites such
as eBay, payments processors such as PayPal, or regular financial
institutions' websites. A phishing email supplies you with a link to click on,
which will take you to a page where you can re-enter all your account details,

ECDL Module 7 Notes

including credit card number(s) and/or passwords. Of course, these sites
aren't the actual bank's site, even though they look like it.
7.1.2.5 Understand that regularly updated anti-virus software helps to protect the computer
against security threats.

7.1.2.6 Understand that a firewall helps to protect the computer against

intrusion.

A firewall consists of software and hardware

protection against invasion via the internet. In
larger companies any connection to the internet
automatically goes through a firewall that would
have been installed and customized by the
companys technical IT team.

7.1.2.7 Know that networks should be secured by user names and

passwords.
It is important that when your computer is connected to a network, be it LAN,
WAN or the internet, you make sure that you keep your information safe and
secure from all sorts of intrusion.
One good practice for network security is to make use of usernames and
passwords in order for a person to connect to the network. This will ensure
that only authorised persons have access to the network. In order for one to
be safer, it is highly recommended that such passwords are changed
regularly.

ECDL Module 7 Notes

7.1.2.8 Identify some risks associated with online activity like: unintentional
disclosure of personal information, bullying or harassment, targeting of users
by predators.
Although the Internet is a highly-valuable tool, one must understand the risks
associated with it in order to avoid them. Nowadays, children of all ages are
flocking to the Internet so it is important to note the types of dangers that
children may be susceptible to on the Internet. However, children are not the
only ones who are prone to such risks.
Online risks include:

Unintentional disclosure of personal information

Bullying / harassment

Targeting of users by predators

Viruses, hacking and gambling,

Fraud

The illegal copying / downloading of

software or other copyrighted material.

Being aware of such risks is an asset for every

Internet user in order to be cautious when surfing
the net.

7.1.2.9 Identify parental control options like: supervision, web browsing

restrictions, computer games restrictions, computer usage time limits.
It is highly recommendable that parents are aware of their kids activities
online. Parental control includes features such as:

Supervision

Web browsing restrictions

Computer games restrictions

Computer usage time limits

ECDL Module 7 Notes

Through Internet Explorer parents can enable the content advisor, allowing
their children to visit certain sites which are safe, and restricting other sites
which are not safe.
To enable the content advisor:

Click Tools.

Choose Internet Options.

Click on the Content tab.

Click Enable.

A new window will open.

From the Ratings tab choose the level of rating you wish to set.

From the Approved Sites tab you can set which websites can be
allowed (regardless of their rating) and which websites you wish to
block.

ECDL Module 7 Notes

7.2 Using the Browser

7.2.1 Basic Browsing
7.2.1.1 Open, close a web browsing application.

To open the browser, double-click on the icon of the Internet

Explorer.

To close the web browser you just have to click on the close
icon in the title bar.

7.2.1.2 Enter a URL in the address bar and go to the URL.

In order to browse to a specific website you need to enter its URL in the
address bar. Then hit the Enter button on your keyboard.

ECDL Module 7 Notes

7.2.1.3 Display a web page in a new window, tab.
To display a webpage in a new window:

Click Page, New Window.

Or

Right click on the link that opens the webpage and click Open in New
Window.

To display a webpage in a new tab:

Right click on the link that opens the webpage and click Open in New
Tab.

ECDL Module 7 Notes

7.2.1.4 Stop a web page from downloading.

Click on the Stop icon (near the address bar).

7.2.1.5 Refresh a web page.

Click on the Refresh icon (near the address bar).

7.2.1.6 Use available Help functions.
Like every other software, Internet Explorer provides a help function that gives
step-by-step instructions to users on a given topic.
Searching for help:

Click on the double-arrow next to Tools in your web browser.

Click on Help.

Choose Contents and Index.

ECDL Module 7 Notes

Then, you can either choose a topic from the contents tab, or click on
the Index tab to type a keyword e.g. History

Help will automatically display any topics that have to do with the
keyword you type.

Click on the topic of your choice and hit the display icon.

You will then be given information and step-by-step guidelines about

your topic.

ECDL Module 7 Notes

7.2.2 Settings
7.2.2.1 Set the web browser Home Page/Start page.
What is a Home Page?
The Home Page is the website that appears every time you click on the
internet explorer icon. You can set the homepage to any website you wish. To
change the home page you have to:

Click on Tools.

Then click on Internet Options.

Click on the General Tab of the Internet Options.

ECDL Module 7 Notes

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.

7.2.2.2 Delete part, all browsing history.

View Your Browsing History
By default, Internet Explorer keeps tracks of the most-recent websites you
have visited. This way, you can easily return to a website you have recently
visited even if you forgot its web address.

ECDL Module 7 Notes

To view the browsing history:

Click on the Star to the left of your website tabs and click "History" on the
pop-up that follows.
Expand or collapse history items:
Click on one of the calendar icons such as "Today", "Last Week", or "2
Weeks Ago". History items are then sorted by website. Click on one of the
yellow icons to see what pages you visited at a particular site.
Visit a website listed in the history
Click on a website link to open it in Internet Explorer. If you right-click the link
instead, you can open the History website in a new window or in a new tab.
Plus you'll have access to "Properties" information that let you see how many
times you have visited a particular site.
Clear Your Website Browsing History
Internet Explorer keeps tracks of the most-recent websites you have visited
through a website history function.
From time to time, for privacy or for other reasons you may wish to clear the
items listed in the history. To do so:

ECDL Module 7 Notes

1. Click on the "Tools" menu and select "Delete Browsing History".

2. When the "Delete Browsing History" dialog box appear, click "Delete
history".
3. Confirm your decision by clicking "OK" on the dialog box that follows.
4. Click "OK" to close the "Delete Browsing History" dialog box.
Clear part of the browsing history
You may wish to clear a single item from your browsing history. To do so:
1. Click on the star to the left of your browser.
2. Right click on the item you wish to remove from the history.
3. Then click Delete.
4. Click Yes to confirm deletion.

ECDL Module 7 Notes

7.2.2.3 Allow, block pop-ups.
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.
What is a pop-up blocker?
Pop-up Blocker is a feature in Internet Explorer that lets you limit or block
most pop-ups. You can choose the level of blocking you prefer, from blocking
all pop-up windows to allowing the pop-ups that you want to see. When Popup Blocker is turned on, the Information bar displays a message saying "Popup blocked. To see this pop-up or additional options click here."

To allow pop-ups:
Click Tools, Pop-up Blocker, Turn On
Pop-up Blocker.

To block pop-ups:
Click Tools, Pop-up Blocker, Turn Off
Pop-up Blocker.

ECDL Module 7 Notes

7.2.2.4 Allow, block cookies.
Cookies are used by Web sites to keep track of their visitors. Internet cookies
raise privacy concerns, although they can also make the Web easier to
navigate.
Allowing / blocking cookies
1. In Internet Explorer, on the Tools menu, then click Internet Options.
2. Click the Privacy tab, and then click Advanced.
3. 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).
4. To specify that you want Internet Explorer to always allow cookies to be
saved on your computer, click Accept.
5. To specify that you want Internet Explorer to never allow cookies to be
saved on your computer, click Block.
6. 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.
7. 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.
Deleting cookies

You can delete all cookies in the temporary internet files folder by
selecting Tools, Internet Options.

Then click the Delete Cookies button and finally click OK.

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ECDL Module 7 Notes

7.2.2.5 Delete cache/temporary Internet files.
The Internet browser cache (also known as Temporary Internet Files in
Internet Explorer) is used to help improve how fast data is opened while
browsing the Internet. In most cases, each time a web page is opened, it is
sent to your browser's temporary cache on your hard disk drive. \
If that page is accessed again and has not been modified, the browser will
open the page from your cache instead of downloading the page again. This
saves users a lot of time, and can also help save the web page owner on
bandwidth.
Clearing Your Internet Browser's Cache
All those files stored in your cache take up space, so from time to time, you
may want to clear out the files stored in your cache to free up some space on
your computer. This is called clearing the cache.
To clear your cache:
1. On the Internet Explorer Tools menu, click Internet Options.

The Internet Options box should open to the General tab.

ECDL Module 7 Notes

2. On the General tab, in the Browsing history section, click the Delete...
button. This will bring up the Delete Browsing History Box.
Select the Delete files... button to delete Temporary Internet Files
Select the Delete cookies... button to delete Cookies
Select the Delete history... button to delete your browsing history
After you select delete, a box will appear asking you to confirm you would like
to delete the files. Select Yes for each one.

3. Click Yes, and then click Close and OK again.

ECDL Module 7 Notes

7.2.2.6 Display, hide built-in toolbars.
1. Click Tools, and then choose Toolbars.
2. The menu that appears will show you the available toolbars in your
web browser.
3. The toolbars that are currently switched on are marked with a tick on
the left hand side.
4. You can toggle between displaying and hiding toolbars by clicking on
them.

7.2.3 Navigation
7.2.3.1 Activate a hyperlink.
Activate a hyperlink:
To activate a hyperlink simply click once on the link.

7.2.3.2 Navigate backwards and forwards between previously visited web

pages.
Hit the back or forward buttons to move backward / forward from one
webpage to another.

back

forward

ECDL Module 7 Notes

7.2.3.3 Navigate to the Home page.
You can go to your browser homepage from any site on the web, by
clicking on the homepage.
7.2.3.4 Display previously visited URLs using the browser address bar,
history.
You can see your previously visited websites using the History, as discussed
earlier on, or using the drop-down arrow of your address bar.
To go to a specific website, simply click on its URL.

7.2.4 Bookmarks
7.2.4.1 Bookmark a web page. Delete a bookmark.
Have you ever gone to a site and liked it so much you wanted to keep going
back? You can bookmark it, which means that you save it, so next time all
you have to do is choose it from a menu.
Add a bookmark:
Go to the website that you wish to set as a bookmark.
1. Click the Add to Favourites button

, and then click Add to

Favourites.
2. Give a name to your bookmark, and then click Add.

ECDL Module 7 Notes

Delete a bookmark:
1. Click on the Star at the left hand side of your Internet Explorer browser.
2. Click on Favourites.
3. Right click on the bookmark that you wish to delete and click delete
from the menu that appears.

7.2.4.2 Display a bookmarked web page

Click on the Favourites (Star) button in your browser.
1. Click Favourites.
2. Then click on the webpage that you wish to display.

7.2.4.3 Create, delete a bookmark folder

Create a Bookmark Folder
1. Open Favourites.
2. Right click anywhere in the favourites pane.
3. Choose Create New Folder.

ECDL Module 7 Notes

4. Type in a name for your folder and press Enter.

Delete a bookmark folder:

1. Open Favourites.
2. Right click on the bookmark folder
that you wish to delete.
3. Click Delete.

7.2.4.4 Add web pages to a bookmark folder.

1. Open the webpage that you wish to add as a bookmark.
2. Click Add to Favourites.

3. Click on the drop-down arrow next to Create In:

4. Choose the folder in which you wish to place your website.
5. Then click Add.

7.3 Using the Web

7.3.1 Forms
7.3.1.1 Complete a web-based form using: text boxes, drop-down menus, list
boxes, check boxes, radio buttons.
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-

ECDL Module 7 Notes

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:

Normally you need to use the Tab key (not the Enter key) to move from one
field to the next field within the form.
7.3.1.2 Submit; reset a web-based form.
Many times, in a web-based form you will find the Submit and Reset buttons.

Use the Submit button when you are ready to submit your form
(transmit the form across the internet).

Use the Reset button if you wish to empty your form to start afresh.

ECDL Module 7 Notes

7.3.2 Searching
7.3.2.1 Select a specific search engine.
A search engine searches the Internet for keywords.
To use any Search engine first enter its URL address
in the address bar of your browser and then hit the
Enter key.
7.3.2.2 Carry out a search for specific information using a keyword, phrase
Many people think that when you use a search engine such as Google, it will
magically search the entire Web and find information that you require. The
first thing to understand is that a search engine like Google will only search
through a list that it maintains of sites that have been registered with that
particular search engine. This accounts in part for widely differing results you
sometimes get when you search using different search engines. Also, each

ECDL Module 7 Notes

search engine has different criteria for ranking search results. These search
results are often displayed 10 per page, with a brief description about each
site that it has found matching your requirements.
Here are some tips that one should keep in mind when using a search engine:

Use two or more words, or a short phrase when searching for

information.

Try to use unique words that directly relate to what you are searching
for.

o 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.

Using + and 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.

TCTC

Page 36

ECDL Module 7 Notes

7.3.2.3 Use advanced search features to refine a search: by exact phrase, by
excluding words, by date, by file format.
Type the below URL in your web browser and hit the Enter key:
www.google.co.uk
To use advanced search options, simply click on Advanced Search to the
right of the Google search box.

Googles advanced search lets you search by:

-

Exact phrase
By excluding words
By file format, etc

ECDL Module 7 Notes

If you wish to search by date, you can click on the link towards the bottom of
the Advanced Search page.

7.3.2.4 Search a web based encyclopedia, dictionary.

There are several online encyclopaedias and dictionaries available on the
web. In this section we will look at some examples.

Type the below URL in your web browser:

http://encarta.msn.com/
To use Encartas online encyclopaedia, click on the Encyclopaedia tab. Then
use the search box to type your keyword / phrase and hit the Search Encarta
button.

To use Encartas online dictionary click on the Dictionary tab.

ECDL Module 7 Notes

Type the word that you wish to search for, in the Find box. Then, hit the Enter
key on your keyboard.

Other examples of online encyclopaedias / dictionaries include:

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:

ECDL Module 7 Notes

7.4 Web Outputs
7.4.1 Saving Files
7.4.1.1 Save a web page to a location on a drive.

Navigate to the webpage that you wish to save, click

Page, Save As

The Save As window will appear, as illustrated:

Choose the location where you wish to save your web page, then click the
Save button.

Note:
You can save your web page in different formats by clicking on the arrow next
to Save as type: before hitting the Save button.

ECDL Module 7 Notes

7.4.1.2 Download files from a web page to a location on a drive.
There are two ways how one can download files from a web page.
1. Left click on the download hyperlink.
2. A window will open, as illustrated:

3. Click Save and choose a destination for your file(s).

OR
1. Right-click on the download hyperlink.
2. Click Save Target As

3. Choose a destination where you wish to save your file.

ECDL Module 7 Notes

7.4.1.3 Copy text, image, URL from a web page to a document.
Copy text from a web page to a document.

Highlight the text you wish to copy.

Right-click on the highlighted text and choose Copy.

Open the document where you wish to paste your text. Right-click and
choose Paste.

Copy an image from a web page to a document:

Right-click on the image you wish to copy.

Click Copy.

ECDL Module 7 Notes

You can then paste your picture on a document, by clicking Edit, Paste
or right-click and Paste.

Copy a URL from a website:

Right click on the website URL in the

address bar.

Click Copy.

Open the document where you wish to

paste the URL.

Right-click and choose Paste.

7.4.2 Prepare and Print

7.4.2.1 Prepare a web page for printing: change printed page orientation,
paper size, printed page margins.
Change the Page Orientation

Click on the arrow next to the printer icon in your web browser.

Then click on Page Setup.

In the Orientation section of the Page Setup window, choose Portrait

or Landscape.

ECDL Module 7 Notes

Click OK.

Change the Paper Size

Open the Page Setup window.

In the Paper section, below Size: click on the drop-down arrow and
choose the size of your output paper.

ECDL Module 7 Notes

Click OK.

Change the Page Margins

Open the Page Setup window.
From the Margins section you can set the left, right, top and bottom margins.

Click OK.

7.4.2.2 Preview a web page.

Click on the arrow next to the printer icon in your web browser.

Choose Print Preview.

ECDL Module 7 Notes

7.4.2.3 Choose web page print output options like: entire web page, specific
page(s), selected text, number of copies and print.

Click on the arrow next to the Printer icon in your browser.

Click Print.

This will open the Print dialog box.

You can use this dialog box to change several settings before giving
the actual print command.

In the Page Range section you can choose to:

-

Print all the pages in a specific webpage.

Print a Selection from the webpage (you need to highlight the

text beforehand).

Print a range of pages.

You can also set the number of copies for a specific print page.

When you have made all the necessary changes click the Print button.

ECDL Module 7 Notes

SECTION 2: COMMUNICATION & E-MAIL (BASED ON OUTLOOK 2007)

7.5 Electronic Communication

7.5.1 Concepts/Terms
7.5.1.1 Understand the term e-mail and know its main uses.
Email is simply the shortened form of electronic mail, a protocol for
receiving, sending and storing electronic messages. In many cases, email
has become the preferred method of communication.
7.5.1.2 Understand the make-up and structure of an e-mail address.

Take a typical e-mail address: ecdl@tctcmalta.com

The first part of the address ecdl, indicates the department/person to

whom the email is addressed

The second part of the address tctcmalta.com indicates the e-mail

address of the company or organization where the individual works
(Sometimes it is of the ISP). From this e-mail address we can see that
tctcmalta is the host for this particular e-mail address.

In

some

cases

you

may

use

an

email

address

such

as

adrian@yahoo.com, which normally indicates a private email address,

but in this case, one that is hosted by a company called Yahoo.

ECDL Module 7 Notes

7.5.1.3 Understand the term short message service (SMS).
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.
7.5.1.4 Understand the term Voice over Internet Protocol (VoIP) and know its
main benefits.
VoIP (Voice over Internet Protocol)
is simply the transmission of voice
traffic over IP-based networks.
The

Internet

originally

Protocol

designed

(IP)
for

was
data

networking. The success of IP in

becoming a world standard for data
networking has led to its adaption to
voice networking.
What are the benefits of VoIP?

Saves Money And Cost Efficient

Whether you're using VoIP for your residence or your business, you'll
find it to be a lot cheaper than your normal landline telephone cost, be
it short or long distance calls. However, the cost varies from one VoIP
provider to another. Some allow unlimited calls and some charge only
a small fee.

Integration With Audio, Data And Video Applications

How about the ability to integrate your computer applications such as
email, fax, web conferencing and video phone with your telephone
needs sound to you? That is another benefit of VoIP, as you are able to

ECDL Module 7 Notes

use your phone while accessing all your other programs and surf the
Internet at the same time. This way, you'll save more money and
energy as it combines all of the services into one basic application.

Flexibility
You're able to take your VoIP adapters anywhere and use your number
anywhere there's an Internet connection. This includes travelling
overseas, staying in hotels and even camping. This is suitable for those
with active lifestyles and those whose jobs require much travel.

Ability To Choose Your Own Area Codes

It is Suitable for those whose friends and family live in one particular
location. By having the ability to choose your own area code, they are
able to call you and will be charged as a local call. This means, they
don't have to pay for long distance charges. Some VoIP providers even
extend their area codes to other countries. This is beneficial to you if
you have someone who lives halfway across the world.

Offer Features For Free

Everybody loves free stuff. Features that typically cost extra with
normal phones are bundled with VoIP. These features include Voice
Mail, Call Forwarding, Call Waiting, Caller ID, Call Block, Call Return
and Do Not Disturb.

7.5.1.5 Understand the main benefits of instant messaging (IM) like: real-time
communication, knowing whether contacts are online, low cost, ability to
transfer files.
IM short for instant messaging is a type of real-time communication
service. It is somewhat like email, but much more like a chat room. Both
parties are online at the same time, and they "talk" to each other by typing text
and sending small pictures in instantaneous time.

TCTC

Page 49

ECDL Module 7 Notes

IM is based on special small programs that two separate people install, and
those programs connect to beam typed messages to each other. This special
software allows you to "talk" online with your
friends in other rooms, other cities, and even other
countries. The software uses the same cables and
network as any web page or email connection. As
long as the other person has compatible IM
software, IM works very well. Some IM tools even have "you've got mail"
capability, where you can send messages while the other person is offline,
and they retrieve it later like email.

Benefits of Instant Messaging

Allows

for instant communications between people. This can save time

and money as you can resolve questions or problems immediately.

messages fast enough to allow for natural flowing conversation.

Transmits

Once you get the hang of it, you can easily hold simultaneous IM sessions
with multiple people!
Ability

to transfer files.

Eliminates

long distance phone charges. Use of the IM over the Internet

can eliminate costly long distance charges.

Reduces

the amount of email sent and received throughout the day.

Many people want an answer to a simple question quickly. IM provides this

capability to facilitate quick and easy communication.
Reduces

the need to leave the desk to get a question answered. Many

companies rely on IM to stay in contact with each other. And with the
presence indicator, you can quickly and easily tell if a co-worker is at their
desk or computer.
Ability

to determine who is online and ready for a message. The ability to

set a presence indicator is a standard feature of IM applications. You can

easily see whether or not a buddy is available to chat with you.

ECDL Module 7 Notes

Gives

you another method to stay in contact

with your customers and improve their

shopping or support experience on your
web site. The benefits are unlimited when you
integrate IM with your existing web site. The IM
tool can be used to assist in sales on ecommerce sites. It can be used to answer
support questions and even to push content (URLs or web pages) to the
customer.

7.5.1.6 Understand the concept of an online (virtual) community. Recognize

examples like: social networking websites, Internet forums, chat rooms, 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.
E X AM P L E S

OF

O N L I N E (V I R T U AL ) C O M M U N IT I E S

1. Social Networking Websites

There are a lot of social networking sites through which virtual communities
are usually created. Social networking websites offer
you the possibility to find old and new friends,
communicate with your friends through messages and
instant messages, upload your photos and comment
on friends photos, and even much more than this!

ECDL Module 7 Notes

Two

examples

of

Social

Networking

websites

are

Facebook

(www.facebook.com) and Hi5 (www.hi5.com).

2. Internet Forums
An Internet forum is a discussion area on a website. Website members can
post discussions and read and respond to posts
by other forum members. An Internet forum can
be focused on nearly any subject and a sense of
an online community, or virtual community,
tends to develop among forum members.
An Internet forum is also called a message board,
discussion group, bulletin board or web forum.
However, it differs from a blog, the name for a web log,
as a blog is usually written by one user and usually
only allows for the responses of others to the blog
material.

An

Internet

forum

usually

allows

all

members to make posts and start new topics.

An Internet forum is also different from a chat room. Members in a chat room
usually all chat or communicate at the same time, while members in an
Internet forum post messages to be read by others whenever they
happen to log on. Internet forums also tend to be more topic-focused than
chat rooms.
Before a prospective member joins an Internet forum and makes posts to
others, he or she is usually required to register. The prospective member

ECDL Module 7 Notes

must

usually

agree

to

follow certain online rules,

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.
3. Chat Rooms
A chat room is a virtual place on the Internet where people from all walks of
life from around the world can get
together in one place and textually
chat with one another. The only two
things a person needs to connect to
a chat room are a computer and an
internet connection of any speed.
Chat room etiquette
Because Chat Rooms are place where so many different types of people
come together to communicate with one another, certain rules need to be in

ECDL Module 7 Notes

place to keep the peace. Nearly all of the larger Chat Rooms are constantly
moderated for any offensive activity, but quite a few smaller Chat Rooms lack
such moderation and it is therefore up to the users to be sure that no
offensive activities take place.
4. Online Computer Games
Online computer games such as World of Warcraft
are also another type of online communities. Such
games enable thousands of players from across the
globe to come together online through computer
gaming.

7.5.2 Security Considerations

7.5.2.1 be aware of the possibility of receiving fraudulent and unsolicited
email. And 7.5.2.2 Understand the term phishing. Recognize attempted
phishing.
Spamming is very prevalent on the Internet. Redirect unrecognized mail to a
Spam folder and delete messages.
Phishing is a type of deception designed to steal your valuable personal data,
such as credit card numbers, Windows Live IDs, other account data and
passwords, or other information.
You might see a phishing scam:
In 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.

ECDL Module 7 Notes

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.
7.5.2.3 Be aware of the danger of infecting the computer with a virus by
opening an unrecognized e-mail message, by opening an attachment
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.
To avoid viral infection use the following precautions:

If an attachment looks the least bit suspicious, destroy it without

opening.

If you are not sure about the authenticity of the attachment, ask the
sender what it contains and why they sent it. Many viruses send email
to all recipients in the victim's address book without them knowing
about it.

Even when the attachment is coming from a familiar person and it is

expected, you should check it for viruses before opening it. The
attachment sender might not know that a virus is present on his
system. Checking the file for viruses is done by saving the attachment
to a folder on the computer and checking the contents of that folder
with a virus scanner.

Keep your anti-virus software up to date.

TCTC

Page 55

ECDL Module 7 Notes

7.5.2.4 Understand what a digital signature is.
Large amount of communication takes places these days electronically.
People send emails, faxes, and files with the help of computers. With each
and every file that is sent electronically, even emails, the possibility for a
security breach exists.
A digital signature is an electronic signature that can be attached to
documents to prove that the original content has not been altered by an
unintended third party. Digital signatures will make sure that your electronic
communications reach only the intended recipient
One of the main components of a digital signature is its timestamp. This tells
both the sender and the recipient the exact time at which the file was sent.
The sender can match the timestamp
times
to his email or other method of file
transfer in order to prove that no one intercepted the file and altered its data in
transit, or worse, stole its data for good so that the transfer never took place.
Technically, the digital signature process smashes
smashes the digital data and all its
aspects into a handful of lines of code. This process is called hashing
hashing, and
the resulting set of coding is
called a message digest
digest.
The

digital

signature

software then
n encrypts the
message digest. On the
other

end,

decryption
ion

program is required to turn

the message digest back
into

an

"unhashed"

document.
The person who creates the digital signature uses a private data "key" to do
the hashing. His or her other "key,"
"
a public one, is known to the intended
recipient. When the sender transmits data using the digital signature, the
recipient enters the sender's public key and is able to decrypt the document.

ECDL Module 7 Notes

7.5.3 E-mail Theory
7.5.3.1 Understand the advantages of e-mail systems like: speed of delivery,
low cost, flexibility of using a web-based e-mail account in different locations.
Advantages

Speed of delivery

Low cost

Flexibility (especially when using web-based e-mail accounts, which

can be viewed from different locations)

7.5.3.2 Understand the importance of network etiquette (netiquette) like: using

accurate and brief descriptions in e-mail message subject fields, brevity in email responses, spell checking outgoing e-mail.
Netiquette is the term commonly used to refer to conventions adopted by
Internet users on the web, public forums, emails and in live chat. By being aware of these
conventions

you

can

ensure

that

your

interactions online stay positive, friendly, and informative.

These helpful hints will keep you away from Internet faux pas:

1. DON'T YELL!
Using caps online, is perceived as "yelling", as the caps indicate a
raised voice. Punctuation and proper capitalization might not always be
necessary, but avoid using all caps.
2. Snip your messages!
When replying to an email thread, clip or "snip" your messages. When
you reply to an email, your emailing client will usually by default quote
the entire body of the message you're replying to. It is generally
considered courteous to truncate or cut this message down to just the
part that you're specifically replying to.

ECDL Module 7 Notes

3. Cut the carats!
The #2 principle also applies to email forwards. Often an email forward
will have subject header information -- and lots of carats! (This symbol:
>) -- indicating how many people it's been forwarded from. You might
notice if you get a forward from some Internet users that you have to
scroll down a very long way to get to the actual message text. You can
save your own email forward recipients from having to do this scrolling
by selecting all of that extra text and deleting it.
4. Use BCC!
If you're emailing a large number of people at once, especially people
who don't know each other, it's considered polite not to make all of their
email address public. You can do this by
using your mail clients BCC (for "blind
carbon copy") feature.
5. Be accurate and to the point!
As far as possible try to use brief
descriptions in e-mail message subject
fields and brevity in e-mail responses.
6. Spell Check!
Spell check your e-mails before sending
them to the intended recipients.

7.5.3.3 Be aware of possible problems when sending file attachments like: file
size limits, file type restrictions (for example, executable files).
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.

File type restrictions most executable files are recognised as

containing viruses, thus e-mailing of such files may give problems a
solution might be to rename the file using a different extension.

ECDL Module 7 Notes

7.5.3.4 Understand the difference between the To, Copy (Cc), Blind copy
(Bcc) fields.
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.

7.6 Using e-mail

Electronic Mail: Using Microsoft Outlook 2007

7.6.1 Send an e-mail

7.6.1.1 Open, close an e-mail application. Open, close an e-mail.
To start Microsoft Outlook 2007

Click Start
All Programs
Microsoft Office
Microsoft Outlook 2007

Below is a screen shot of how the Microsoft Outlook 2007 Screen looks like.

ECDL Module 7 Notes

The Inbox Folder
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.
To open the Inbox folder click on Inbox.

By default, Outlook displays the Inbox using the Messages view. The
messages are listed one per line down the screen. Message flags, senders
email address and the date the message was received are displayed for each
message. The Preview pane occupies the lower half of the screen; this
displays the text of the selected message.
Outlook displays icons to the left of the message to indicate the message
status:
The message has not been read
The message has an attachment
The message has been read
The message has high importance
The message has been replied to
The message contains information about a meeting
The message is a delivery confirmation
The message contains information about a task
The message has been flagged

ECDL Module 7 Notes

To read a message
Double click on the message you wish to read to open the Message dialog
box.

The message header, as illustrated, displays the details of the message in 5

fields:

From: The name or email address of the person who sent the
message.

To: The names or email addresses of the recipients of the message

are listed here, separated by a semicolon.

Cc: The names or email addresses of persons receiving a copy of the

message are listed here, separated by a semicolon.

Subject: A short description of the message topic.

Sent: Date when the message was sent.

To print a message
Click the Print icon on the Message dialog box toolbar to print an email

To delete a message

Select the message you wish to delete.

Press the Delete key or click on the Delete icon, located on the
Standard toolbar.

ECDL Module 7 Notes

NOTE: An email deleted using this method is not removed from the system; it
is moved to the Deleted Items folder.
Create a new message
7.6.1.2 Create a new e-mail And 7.6.1.3 Enter an e-mail address in the To,
Copy (Cc), Blind copy (Bcc) fields. And 7.6.1.4 Enter a title in the Subject
field.
To create a new email

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.

The following may be used:

Send the message to the selected person.
Send a Carbon Copy of the message to the selected person.
Send the message to the selected person as a Blind Carbon Copy.

A blind carbon copy is a copy of the message that is sent to someone in

secret, other recipients of the message will not know that the selected person
has received the message.
To send a copy of a message to another address
Whilst composing your message in the Message window, enter the address of
the person you want to send a copy to into the Cc text box.
Enter a short overview of the message into the Subject: text box.

ECDL Module 7 Notes

7.6.1.5 Copy text from another source into an e-mail.
If you have a document already written on a text editing application and you
want to copy it on an email.
1.
2.
3.
4.

Open the Document where you have the text written

Copy all the text
Open the email where you want to paste your text
Right click on a Blank space and click Paste

7.6.1.6 Insert, remove a file attachment.

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 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.
7.6.1.7 Save a draft of an e-mail.
The Drafts folder keeps your unsent messages. To
save an e-mail message to the Drafts folder, click on
the Office Button and choose Save. Automatically it
will be saved in the Drafts Folder

ECDL Module 7 Notes

7.6.1.8 Use a spell checking tool and correct spelling errors.
Spell check your message
Click the ABC Button and then Click Spelling and Grammar. The
spell checker works in the same way as in other programs like
Microsoft Word and Excel.
Once the spell check has been completed, the
following dialog box will be displayed. Click the OK
button.
7.6.1.9 Send an e-mail, with a low, high priority.
To set emails to Low or High Priority choose:
- For High Priority
- For Low Priority
From the Toolbar Message

7.6.2 Receiving e-mail

7.6.2.1 Use the reply, reply to all function.
To check for new messages
Click the Send and Receive icon, located on the Standard toolbar

To reply to the sender of a message

Select the message you want to reply to.

Click on the Reply icon on the Standard toolbar

The Message dialog box will open and the text of the original
message appears in the message window. Type your reply

ECDL Module 7 Notes

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

Select the message you want to reply to.

Click the Reply to All icon on the Standard

toolbar.

The Message dialog box will open and the text of the original message
appears in the message window. Type your reply above the text of the original
message and then click the Send icon on the Message dialog box toolbar.
7.6.2.2 Forward an e-mail.

Open the e-mail message that you wish to forward.

Select the Forward icon from the Message toolbar.

Type the email address of the person(s) you wish to forward the
message to into the To text box.

You may enter any comments about the message above the original
message in the message text area of the Message dialog box.

Send the message by clicking the Send icon on the Message dialog
box toolbar.

7.6.2.3 Save a file attachment to a location on a drive and open the file.
Lets say you have received an important file via e-mail and you wish to save
in to your documents.

Click on the email message to display its preview.

Right Click on the file attachment

Click Save As

ECDL Module 7 Notes

Choose the Location where you want to save our file

Then click Save.

7.6.2.4 Preview, print a message using available printing options.

To Print Preview a message:1.
2.
3.

Click on the Office button

Click on Print
Click on Print Preview

7.6.3 Enhancing Productivity

7.6.3.1 Add, remove message inbox headings like: sender, subject, date
received.
1. On the View menu, point to Arrange by, point to Current View, and then
click Customize Current View.
2. Click Fields.
3. In the Available fields list, click ex Subject.

ECDL Module 7 Notes

4. Click Add.

7.6.3.2 Apply a setting to reply with, without original message insertion.

To reply to an e-mail message, first open the e-mail message by doubleclicking on it. Then click on the Reply button.
Note that by default Outlook will include text from the original message in your
replies. You can of course delete this text if you wish. However if you dont
want it to be included automatically in the first place you can select
1.

Tools

2.

Options ->from the menu bar in the main Outlook window.

3.

Preferences tab

4.

E-Mail Options

5.

And where you have on replies and forwards choose do not

include original message

7.6.3.3 Flag an e-mail. Remove a flag mark from an e-mail.

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.

ECDL Module 7 Notes

To remove the flag repeat the same steps but choose Clear Flag

7.6.3.4 Identify an e-mail as read, unread. Mark an e-mail as unread, read.

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

If you want to mark it again as read, repeat the same step choosing Mark as
Read.

7.6.3.5 Display, hide built-in toolbars. Restore, minimize the ribbon.

To Display and hide built-in toolbars:-

Click View
Click Toolbars

ECDL Module 7 Notes

Choose one of them

7.6.3.6 Use available Help functions.

As in most applications Outlook has a built-in support feature. To use Help,
simply click on the Help menu in the main view. Then choose Microsoft Office
Outlook Help
The Help window will be displayed as illustrated:

Select one of the available help topics, or click on the Search Box to search
for a topic by entering a keyword.

7.7 e-mail Management

7.7.1 Organize
7.7.1.1 Search for an e-mail by sender, subject, e-mail content.

Click on Search box under the Heading Inbox and write what you need
to find

OR

Click on Tools

ECDL Module 7 Notes

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

7.7.1.2 Sort e-mails by name, by date, by size.

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.

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.

7.7.1.3 Create, delete an e-mail folder.

By default, Outlook has 6 main folders:
-

Inbox

Outbox

ECDL Module 7 Notes

-

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.

To create an independent folder, make sure that you click on Personal

Folders before clicking OK.

The new folder will be displayed as in the illustration below:

ECDL Module 7 Notes

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.

7.7.1.4 Move e-mails to an e-mail folder.

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.
7.7.1.5 Delete an e-mail.
There are several methods how you can delete an e-mail. First, you need to
select it, and then you can:
-

Click on the Delete icon in the toolbar.

ECDL Module 7 Notes

-

Click Edit, Delete.

Right click on the e-mail message and choose Delete.

Press the Delete button on your keyboard.

Once you delete an e-mail message it will move to the Deleted Items folder.

7.7.1.6 Restore a deleted e-mail.

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.

7.7.1.7 Empty the e-mail bin/deleted items/trash folder.

To permanently delete items held in the trash bin, right click on Deleted Items
and choose Empty Deleted Items Folder.

ECDL Module 7 Notes

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.

7.7.2 Address Book

7.7.2.1 Add contact details to an address book. Delete contact details from an
address book.
Add a new contact
To add a new contact to the address book, first open the Address Book from:

Tools

Address Book

Then click on:

File

New Entry

New Contact

OK

Fill in the contact details as appropriate and click Save and Close.

ECDL Module 7 Notes

Delete a contact

Open the Address Book again from Tools  Address Book

Right Click on the Contact you want to

delete

Click Delete

OR

Open the Address Book again from Tools  Address Book

Select the Contact you want to delete

Go to File

Click delete

7.7.2.2 Update an address book from incoming e-mail.

You can set up Outlook so that when you reply to a message, the people you
reply to are automatically added to your Address Book. In addition, any time
you send or receive a message in Outlook, you can add the recipient's or
sender's name to your Address Book.

ECDL Module 7 Notes

To add an individual name to your Address Book from Microsoft Office
Outlook
In a message you are viewing or replying to, right-click the person's name,
and then click Add to Outlook Contacts.
7.7.2.3 Create; update a distribution list/mailing list.
You can create a single group name (or alias) to use when sending a
message to several contacts at once. Simply create a group name and add
individual contacts to the group. Then, just type the group name in the To box
when you send e-mail.

Open the Address Book again from Tools  Address Book

Click on File -> New Entry

Choose Distribution List

Click OK

Add a contact to an existing group

In the Address Book list, double-click the group you want. The group's
Properties dialog box opens.

You can add people to the group in several ways and in some cases
you can add them to your Address Book as well.

To add a person from your Address Book list, click Select Members,
and then double click a name from the Address Book list and then click
OK.

To add a person directly to the group without adding the name to your
Address Book, Click on Add New type the person's name and e-mail
address in the boxes provided in the open window and then click OK

Using the Address Book

TCTC

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ECDL Module 7 Notes

You can use the Address book at any time when creating an e-mail message.
Lets 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?
Follow the below steps
Click File New Mail Message

Click on To:

The address book will be displayed, as illustrated:

Double Click on the name of the person to whom you wish to send the
e-mail.

Click OK.

ECDL Module 7 Notes

I M P O R T AN T I N T E R N E T T E R M S
The Internet

A product of the cold war. The Americans wanted to decentralise

information by being able to transfer it between computers.
Universities adopted a similar system and so it spread giving birth to
the Internet. The Internet is a worldwide network of separate
computers and computer networks connected together over national
telecommunication systems so that information can be exchanged
between them.

The World Wide

This was created by Tim Berners-Lee. It is an application or tool

Web

that uses the infrastructure of the Internet to link together hypertext

mark-up language (HTML) coded pages or sites. It marks pieces of
text and graphics in a document so that web browsers know how to
display them on a computer screen. Typically clicking on a link can
open a new page, download a file, transfer a user to a new site

HTML
HTTP
Website

Webpage
Web Browsers

URL

Hyperlink

ISP

The language or code used to compose documents on the WWW

Hypertext Transfer Protocol. The protocol (set of rules) used to
carry requests within the WWW.
A group of related HTML pages or documents that is made available
to the WWW through an Internet Service Provider. Most websites
have a welcome (home) page with links to other pages or related
sites
A document on the WWW. It is an HTML file identified by a web
address (URL). Webpages normally carry links to other pages/sites
The Microsoft Web Browser is Internet Explorer
whose icon is shown on the right.
Double click this icon to activate the browser
Uniform
Resource
Locator
(web
address
such
as
http://www.bbc.co.uk)
The first 2 parts are abbreviations already explained above; the 3rd
part (bbc) is the domain name and the last part (co.uk) is the top
level domain referring in this example to the country (UK).
Commercial sites end in .com; government sites end in .gov;
organisation sites end in .org etc.
As you move the mouse over a web page the arrow changes from
the I beam to a hand with a pointing finger. This indicates a
hyperlink. It acts like a button; when you click on it you follow the
link to another part of the document or another page.
Internet Service Provider.
A business that supplies Internet
services. They host websites, provide connectivity and offer
delivery of emails and access to the WWW. Emails are delivered to
the recipients ISP to await collection they do not go directly to the
recipient. The recipient has to check to see if there is any mail but it

ECDL Module 7 Notes

FTP

Search Engine

Cookie

Cache

Protected Websites

Digital Certificates

Encryption

Credit Card Fraud

Viruses

Firewall

is possible to set your mail program to check for mail at intervals.

File Transfer Protocol. A program that allows you to transfer files
between computers. Transferring a file from a remote computer to
your own is called downloading. Sending a file to a remote
computer is called uploading.
A program that helps you to find information on the WWW.
Searching for information involves entering key words in a box on a
search engine page.
A small identifier program. Cookies are placed on your hard disk by
the server. When you go back to the same site the cookie notifies
the server and often a customised version of the page is shown.
Each time you visit a site, the browser saves the contents of the
pages you view into a temporary storage area on the hard disk,
usually a folder dedicated to temporary Internet files, called a cache.
This speeds up future downloading of these pages
Some websites (or parts of websites) are protected to prevent
unauthorised viewing. To get full access you need a User name
and password. For example anyone can look at the ecdl website

(www.ecdl.co.uk) but only test centres can look at the Test Centre
Forum part of the site. To enter this part you have to provide a user
name and password.
If goods are bought on the Internet the customer needs reassurance
that the company they are dealing with is legitimate. This is
provided by digital certificates (see also Credit Card Fraud below)
Encryption of files is putting them into code so that they can only be
read by those who know the code. This is always used to protect
credit card numbers etc.
To pay for goods we are often asked for credit card numbers. If you
are asked to provide such details over the Internet make sure that a
digital certificate is displayed on the screen. This reassures you that
the company is using a file encryption system. If you cant see a
digital certificate you are effectively making these details publicly
available.
Viruses are unsolicited programs that transfer themselves across
the Internet and install themselves on computers. They can
regenerate themselves and pass themselves on to other users.
Invitations to download free software should be treated with caution.
Downloading from a company with a digital certificate is reasonably
safe.
A piece of software (sometimes a combination of software and

ECDL Module 7 Notes

E-mail
E-mail address

TCTC

hardware) which prevents unauthorised access to a system by

hackers
The most widely used facility of the Internet
Usually written in lower case; never contains spaces and always
includes the @sign to separate the persons name from the domain
part of the address.

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