IC3 GS5

Certification Guide
Lesson 16: Understanding Email, Contacts and Calendaring

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Lesson Objectives
• recognize various email programs • understand how to create a signature
• understand how an email address is • understand how to deal with spam or
structured junk mail
• understand email etiquette • manage mail for deletion or archiving
• create and send a new message to one • understand how to manage contacts
or more recipients • understand how to create single and
• understand how to attach items to a recurring events or appointments
message • manage and share calendars
• recognize when to reply, reply to all, or
forward a message

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Working with Email
• Mailbox Name
• Identifies a particular mailbox
and user name
• Name of Organization
• Identifies the organization that
owns the email server
• Domain Category
• Identifies the type of domain

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Using an Email Program
Labels Navigation Tools Inbox Tabs Account/App Options

Settings

Inbox Tab Contents

Communication Options

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Using an Email Program
• Creating New Messages

Recipient(s) of
New Message
Topic of Message

Message Pane

Signature

Formatting
Toolbar

Attach Items

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Using an Email Program
• Using the Contacts List/Address Book
• An email address book (or Contacts list) is a
directory of contact information
• Most entries include at least a name and
email address
• To access the list of contacts from the new
message window, click the To, Cc or Bcc
buttons

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Using an Email Program
• Proofing Your Message
• Always try to maintain a professional tone in your messages
• Run the Spell checker
• Proofread your message before hitting Send

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Using an Email Program
• Receiving and Replying to Messages
• Most email programs automatically check for new messages
• Messages addressed to you stay on the mail server until you log in to
retrieve them into your Inbox
• Received messages are listed in the Inbox folder until you choose to
move or delete them
• New messages appear in one of three areas

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Using an Email Program
• When you receive a message you can:
• Reply – send a reply to the sender of the message only
• Reply to all – send a reply to everyone listed in the To field and the Cc
field
• Forward – send a copy of the message to someone else

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Using an Email Program
• Organizing Messages
• To keep your Inbox organized you can:
• Create folders (labels) for messages
• Move messages into folders

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Using an Email Program
• Using Signatures
• A signature is a block of text that is automatically added to the end of
your messages whenever you create a new message
• You can create as many signatures as required, but only one can be
designated as the default signature
• To create a signature, from the top navigation bar, click the Settings
button and then click Settings
• Scroll to the Signature area, click in the box and type the text for the
signature block

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Using an Email Program
• Working with Attachments
• Sending attachments with your email enables you to share information
• In the toolbar across the bottom of the window, click Attach files
Attach Insert Insert
Files Photo Emoticon

Insert files Insert

using Drive link
• Navigate to the file, select it and then click Open

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Using an Email Program
• Viewing Attachments
• When a message has an attachment,
Gmail displays a paper clip icon
• When you open the message, you can see
a preview the contents of the attachment
• Point at the preview to activate the
options for handling the attachment

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Using an Email Program
• Managing Spam
• Spam is unsolicited mail
• Most email programs include a filtering feature to block spam or other
junk email
• Many ISPs also run active spam filters on their mail servers to block the
most common types of spam mail before they reach your email Inbox

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Using an Email Program
• Dealing with Junk Mail
• Use (Report Spam) to report a specific message as spam or junk mail and
add the sender to the list of email addresses that are blocked
• To view blocked addresses, click the Settings button, click Settings, and click
the Filters and Blocked Addresses link
• You can unblock someone from
the list, as applicable
• If you are not sure a message should be reported and blocked in the future,
always use the Move command to place this message in the Spam label

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Using an Email Program
• Archiving Messages
• Archived messages are moved from the Inbox and stored in a separate
folder
• Archived messages are placed in the All Mail label for further action
• There is no limit to the number of messages you can archive
• To archive messages, select the messages to archive and then click the
(Archive) button

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Using an Email Program
• Deleting Messages
• To delete a message, select it and then click the (Trash) button
• You can view messages in the Trash label at any time
• Messages remain in the Trash label for 30 days, and are then automatically
deleted
• To delete a message permanently, select the message in the Trash label
and then click Delete forever
• To delete all messages from the Trash label, click the Empty Trash now
link

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Using an Email Program
• Using Contacts
• You work with your contacts
through a view called Contacts
Preview People you

• Click the Gmail link and then

exchange
messages with
frequently
click Contacts; or
• click the Google apps button,
People you
have added to
Contacts
click More and then click
Contacts

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Using the Gmail Calendar
Date Navigator Navigation Bar View Mode Google Apps

Current Day
Time Interval

Current Time

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Using the Gmail Calendar
• Creating an Appointment
• To quickly create an appointment, click the arrow for the Create button
to activate the Quick Add option; or

• Click at the starting time for the appointment

on the day of the appointment

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Using the Gmail Calendar
• Creating Recurring Appointments
• To create a recurring appointment, click the Repeat link
in the Edit screen
• Configure the settings and click Done
• If you open any occurrence of a recurring appointment,
Gmail displays the details for modification

• You can specify to save your changes to the open occurrence only or to all
occurrences

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Using the Gmail Calendar
• Working with Multiple Calendars
• You can share your calendar with others and view other people’s
calendars as well
• To share a calendar with someone, expand the My
Calendars list and click the arrow to the right of your
name to see a menu of options
• Click Share this Calendar

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Using the Gmail Calendar
• Adding Another User’s Calendar
• If another user shares his calendar with you, you will receive an email
notification
• Google adds the shared calendar to your Google Calendar account
• Click the View Your Calendar link in the email
message to see the name of your colleague’s
shared calendar in the Other calendars area

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Lesson Summary
• recognize various email programs • understand how to create a signature
• understand how an email address is • understand how to deal with spam or
structured junk mail
• understand email etiquette • manage mail for deletion or archiving
• create and send a new message to one • understand how to manage contacts
or more recipients • understand how to create single and
• understand how to attach items to a recurring events or appointments
message • manage and share calendars
• recognize when to reply, reply to all, or
forward a message

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Review Questions
1. In the following email address, which part is the name of the organization?
[email protected]
a. by_thorpe c. .com
b. mycable d. mycable.com
2. From the main gmail.com window, how can you open an application such as the
Calendar or Hangouts?
a. Type the name of the application in the Search field.
b. Click the Google Apps icon.
c. Click the Google link at the top left.
d. Click the Settings icon.

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Review Questions
3. What is the purpose of the second toolbar in the New Message window?
a. To help you format or enhance the look of selected text.
b. To change where the message body will begin in the Message Pane.
c. To enable you to attach items such as files or pictures with the message.
d. To recognize when you are using the Cc or Bcc fields.
4. How can you use the Contacts List or Address Book when creating a new message?
a. To identify whether your recipient is online.
b. To insert the address of a contact as a recipient of the message.
c. To blacklist a specific individual.
d. To switch to the Contacts application to add new people.

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Review Questions
5. Why should you always proof read your message even after completing a spell check?
a. To find any errors where you might have used the wrong word (for example, their
instead of there, or brakes instead of breaks).
b. To ensure you are using the appropriate tone.
c. To ensure that your message is clear.
d. All of these are reasons for proofreading after running a spell check.
6. Why might you want to forward a message instead of simply replying to it?
a. You want to move this message to another folder.
b. You want to include this message in the calendar.
c. Someone else could handle the request in the message better than you can.
d. There is no difference between using forward versus replying to a message.

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Review Questions
7. What is one criteria you should always consider when sending attachments?
a. The size of your Sent Items folder.
b. The size of your Inbox.
c. The size of the attachment.
d. The distance from your mail server to the recipient’s mail server.
8. What can you do to reduce the possibility of receiving junk mail?
a. Sign up for newsletters you are interested in from a web site.
b. Refrain from replying to any messages you consider to be junk email.
c. Use a business email when signing up for information from web sites.
d. Have all email sent to your cellular phone as the central location for email.

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Review Questions
9. What is an advantage of archiving your messages?
a. It allows you to keep all your messages, but keeps your Inbox organized.
b. It saves time by deleting all your messages at once.
c. It moves older messages to another drive, such as a network drive.
d. It copies all of your messages and stores the copies as threads.
10. If you want to invite someone to a meeting, where would you enter the recipient’s
name?
a. In the Quick Add field.
b. In the New Message details screen.
c. In the field that opens when you right-click My calendar.
d. In the field that opens when you click Other calendars.

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Review Questions
11. How can you create a recurring appointment?
a. Click Edit details for the appointment and then click Recurring.
b. Click Edit event and then press CTRL+F to set the frequency pattern.
c. Click Edit event for the appointment and then click Repeat.
d. Copy the appointment and paste it every month in the calendar area.
12. How can you show or hide a shared calendar?
a. Click the arrow for the person’s calendar and then click the Hide option.
b. The calendar automatically opens once you accept the request for sharing.
c. Click Settings and then click to turn on or off the required calendar option.
d. You cannot hide a shared calendar.

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Review Questions
13. Which option would you use if you want to subscribe to a specific sports calendar?
a. Add a friend’s calendar.
b. Add a URL.
c. Browse interesting calendars.
d. Import calendar.

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