Mastering the ECDL / ICDL

ECDL / ICDL Exercises

Module Seven
Information and Communication

Courseware from
Cheltenham Computer Training
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This courseware should be used by candidates holding an official ICDL/ECDL Skills Card or Log
Book, and should lead to the taking of official ICDL/ECDL tests. These are available from your
national ICDL/ECDL office. See www.ecdl.com for details.
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CONTENTS

7.1 GETTING STARTED (WITH INTERNET EXPLORER)............................................................1

7.1.1 - FIRST STEPS WITH THE INTERNET.......................................................................................2
7.1.1.1 Open a Web browsing application...............................................................................2
7.1.1.2 Understand the make-up and structure of a Web address...........................................3
7.1.1.3 Display a given Web page........................................................................................... 3
7.1.1.4 Change the Web browser Home Page/Start Page.......................................................3
7.1.1.5 Close the Web browser................................................................................................ 3
7.1.1.6 Use application Help functions.....................................................................................4
7.1.2 - ADJUST BASIC SETTINGS................................................................................................... 4
7.1.2.1 Change view/display modes........................................................................................4
7.1.2.2 Modify toolbar display.................................................................................................. 5
7.1.2.3 Display images in a Web page.....................................................................................5
7.1.2.4 Do not load image files onto a Web page....................................................................6
7.2 WEB NAVIGATION.................................................................................................................. 7
7.2.1- ACCESSING A WEB ADDRESS.............................................................................................. 8
7.2.1.1 Open a URL (Uniform Resource Locator) and collect data..........................................8
7.2.1.2 Open a hyperlink or an image link and return to original page.....................................8
7.2.1.3 Browse a specified site and collect data......................................................................8
7.3 WEB SEARCHING................................................................................................................. 13
7.3.1 - USING A SEARCH ENGINE................................................................................................. 14
7.3.1.1 Define search requirements.......................................................................................14
7.3.1.2 Use a key word in a search........................................................................................15
7.3.1.3 Use common logical operators in a search................................................................16
7.3.2 - PRINTING......................................................................................................................... 16
7.3.2.1 Preview a document.................................................................................................. 16
7.3.2.2 Modify page setup options......................................................................................... 16
7.3.2.3 Print a Web page using basic print options................................................................17
7.3.2.4 Present a search report as a printed document.........................................................17
7.4 BOOKMARKS........................................................................................................................ 19
7.4.1 - CREATE A BOOKMARK...................................................................................................... 20
7.4.1.1 Open a Book marked Web page................................................................................20
7.4.1.2 Bookmark a Web page.............................................................................................. 20
7.4.1.3 Add Web pages to a bookmark folder........................................................................21
7.5 GETTING STARTED (WITH OUTLOOK)...............................................................................23
7.5.1 - FIRST STEPS WITH ELECTRONIC MAIL................................................................................24
7.5.1.1 Open an electronic mail application...........................................................................24
To start Outlook using the Start menu................................................................................24
7.5.1.2 Open a mail inbox for a specified user.......................................................................24
To switch to Messages view............................................................................................... 24
To select a message.......................................................................................................... 24
Message Status Icons........................................................................................................ 25
7.5.1.3 Open a mail message................................................................................................ 25
To check for new messages............................................................................................... 25
To read a message............................................................................................................ 26
To print a message............................................................................................................. 26
To delete a message.......................................................................................................... 26
 7.5.1.4 Close the electronic mail application..........................................................................27
To close Outlook................................................................................................................ 27
7.5.1.5 Use application Help functions...................................................................................27
7.5.2 - ADJUST BASIC SETTINGS.................................................................................................. 28
7.5.2.1 Change display modes.............................................................................................. 28
7.5.2.2 Modify toolbar display................................................................................................ 28
7.6 MESSAGING.......................................................................................................................... 29
7.6.1 - SEND A MESSAGE............................................................................................................ 30
7.6.1.1 Create a new message.............................................................................................. 30
To open the Inbox folder.................................................................................................... 30
To create a new message.................................................................................................. 30
7.6.1.2 Insert a mail address in the ‘mailto’ field....................................................................31
To address an Email.......................................................................................................... 31
Using the Select Names dialog box....................................................................................31
7.6.1.3 Insert a title into the subject field................................................................................31
7.6.1.4 Add an auto-signature to a message.........................................................................32
To create an email signature.............................................................................................. 32
To add a signature to a message.......................................................................................32
To automatically add your signature to messages.............................................................32
7.6.1.5 Use a spell checking tool if available.........................................................................33
To spell check your message............................................................................................. 33
7.6.1.6 Attach a file to a message.......................................................................................... 33
7.6.1.7 Send a message with high/low priority.......................................................................34
To direct replies to someone else......................................................................................34
Set delivery date................................................................................................................ 34
Set expiry date................................................................................................................... 34
Set tracking options............................................................................................................ 34
To close the Message Options dialog box..........................................................................35
To send the message......................................................................................................... 35
7.6.2 - COPY, MOVE, DELETE...................................................................................................... 35
To select a word within the Message window....................................................................35
To select a line within the Message window.......................................................................35
To select a paragraph within the Message window............................................................35
To select all text within the Message window.....................................................................35
To select text using the mouse...........................................................................................35
7.6.2.1 Use Copy and Paste tools to duplicate text within a message or to another active
message................................................................................................................................ 36
To copy text to the Clipboard from a message...................................................................36
To paste text from the Clipboard into a message...............................................................36
To copy text from one message to another........................................................................36
7.6.2.2 Use Cut and Paste tools to move text within a message or to another active
message................................................................................................................................ 37
To cut text to the Clipboard from a message......................................................................37
To paste text from the Clipboard into a message...............................................................37
To move text from one message to another.......................................................................37
7.6.2.3 Use Cut and Paste tools to insert text from another source into a message..............38
7.6.2.4 Delete text in a message...........................................................................................38
7.6.2.5 Delete a file attachment from a message...................................................................38
7.6.3 - READ A MESSAGE............................................................................................................ 38
7.6.3.1 Collect or open mail................................................................................................... 38
To collect new messages................................................................................................... 38
To open a message............................................................................................................ 39
7.6.3.2 Mark/highlight a message in a mail folder..................................................................40
To flag a message.............................................................................................................. 40
 7.6.3.3 Use the mail bin......................................................................................................... 40
To delete a message.......................................................................................................... 40
To open the Deleted Items Folder......................................................................................40
To restore a message from the Deleted Items Folder........................................................41
To automatically empty the Deleted Items Folder when you exit Outlook..........................41
7.6.3.4 Open and save a file attachment...............................................................................42
7.6.4 - REPLY TO A MESSAGE...................................................................................................... 42
7.6.4.1 Use reply to sender function......................................................................................42
7.6.4.2 Use reply to all function.............................................................................................. 43
7.6.4.3 Reply with original message insertion........................................................................43
7.6.4.4 Reply without original message insertion...................................................................44
7.6.4.5 Forward a message................................................................................................... 44
7.7 ADDRESSING........................................................................................................................ 45
7.7.1 - USING ADDRESS BOOKS................................................................................................... 46
7.7.1.1 Add a mail address to an address list........................................................................46
7.7.1.2 Delete a mail address from an address list................................................................47
7.7.1.3 Create a new address list/distribution list...................................................................47
7.7.1.4 Update an address book from incoming mail.............................................................47
7.7.2 - MESSAGES TO SEVERAL ADDRESSES................................................................................48
7.7.2.1 Reply to a message using a distribution list...............................................................48
7.7.2.2 Copy a message to another address.........................................................................48
7.7.2.3 Use blind copy tool..................................................................................................... 48
7.8 MESSAGE MANAGEMENT................................................................................................... 49
7.8.1 - ORGANIZING MESSAGES................................................................................................... 50
7.8.1.1 Search for a message................................................................................................ 50
7.8.1.2 Create a new mail folder............................................................................................50
7.8.1.3 Delete a message...................................................................................................... 50
7.8.1.4 Move messages to a new mail folder.........................................................................51
7.8.1.5 Sort messages by name, by subject, by date etc.......................................................51
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Information & Communication EXERCISES

7.1 Getting Started (with Internet Explorer)

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2 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.1.1 - First Steps with the Internet

 What is required to connect to the Internet?

 Explain the term WWW (World Wide Web).
 What is meant by the term email?
 What is meant by the term Newsgroup?
 What is the term FTP short for?
 What is the term HTTP short for?
 Explain the threat of viruses when using the Internet.
 What is the function of an anti-virus program?
 What is a Web Server?
 Give an example of an Internet Web Browser

7.1.1.1 Open a Web browsing application.

 Double click on the Internet Explorer icon displayed on your Desktop, and you should see
the Internet Explorer window displayed.
 List the function of the following icons within the Internet Explorer window.

Toolbar Icons Function

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7.1.1.2 Understand the make-up and structure of a Web address.

 Explain the concept of a URL.

 What is a hyperlink?
 What is a Web site "Home Page"?

7.1.1.3 Display a given Web page.

 Open the Internet Explorer program.

 In the Address section of the program window enter the full URL, in this case enter the
following:

http://www.microsoft.com

 Press the Enter key and provided that you are connected to the Internet, you will see the
Microsoft Web site home page loading into your Browser.

7.1.1.4 Change the Web browser Home Page/Start Page.

 Click on the Tools drop down menu.

 Click on the Internet Options command.
 Click on the General tab of the Internet Options dialog box.
 If you wish to use the currently displayed page as your starting page, click on the Use
Current button. As you are currently viewing the Microsoft site, select this option.
 Click on the OK button to close the Internet Options dialog box.
 Close the Internet Explorer program.
 Re-start the Internet Explorer program and sure enough the main Microsoft site will load
automatically.

7.1.1.5 Close the Web browser.

 If necessary open the Internet Explorer program, then click on the Close icon displayed at the
top right of the Internet Explorer window

OR press Alt+F4.

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4 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.1.1.6 Use application Help functions.

 Open the Internet Explorer program and then click on the Help drop down menu and then
click on the Tour command. You will be connected to a section of the Microsoft Web site
from where you can gain information about topics such as surfing the Web. Try it now.

7.1.2 - Adjust Basic Settings

7.1.2.1 Change view/display modes.

 To see the source HTML (Hyper Text Markup Language), click on the View drop down menu
and select Source. The source code will be displayed within the Notebook program. Try
displaying the Microsoft Home Page (http://www.microsoft.com) and viewing the HTML
code behind it. The page may look something like this:

The code behind the page, will look something like this:

 Before continuing, close Notepad by clicking on the Close icon in the top right of the
Notepad window.

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Information & Communication EXERCISES

7.1.2.2 Modify toolbar display.

 To display or hide toolbars, right click on an existing toolbar and this will display the Toolbars
drop down menu, from which you can select or de-select toolbars. Try this now.

 When you have finished experimenting with displaying and hiding toolbar, make sure that you
have restored the Standard Buttons, the Address Bar and the Links Bar, before
continuing.

7.1.2.3 Display images in a Web page.

 By default Microsoft Internet Explorer will automatically display any images within a Web
page. You may choose to turn this feature off to speed the loading of Web pages but
because of the graphical nature of the Web this is somewhat missing the point!

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6 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.1.2.4 Do not load image files onto a Web page.

 If you wish you can inhibit the displaying of images (i.e. pictures) within the Internet Explorer
program. To do this click on the Tools drop down menu and select the Internet Options
command. A dialog box is displayed. Select the Advanced tab and scroll down until you can
see the option illustrated. Make sure there is no tick in the Show pictures check box and
then close the dialog box by clicking on the OK button. When you use this option a
rectangular box will be displayed in place of your pictures when viewing Web sites.

 Try viewing a page that would normally display pictures, such as the Microsoft Home Page
and note the effect of disabling this option.
 Before continuing, be sure to re-enable this feature!

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Information & Communication EXERCISES

7.2 Web Navigation

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8 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.2.1- Accessing a Web Address

7.2.1.1 Open a URL (Uniform Resource Locator) and collect data.

 If you have a web page address such as http://www.microsoft.com you could simply enter
this into the URL Address bar at the top of the Internet Explorer program, and when you
press the Enter key the desired Internet site will be displayed. Again try displaying the
Microsoft Home Page.

7.2.1.2 Open a hyperlink or an image link and return to original page.

 By default, text that is displayed as underlined blue text indicates a hyperlink. Clicking on one
of these hyperlinks will take us to another page on the Web site. Try clicking on a link on the
Microsoft home page and jumping to where the link takes you.
 Then click on the Back button within the Browser to return to the original page that you
viewed.

 Clicking on the down arrow to the right of the Back button will display a short list of recently
visited pages, allowing you to jump back to a previous page. This is especially useful if you
get "stuck" in a site. Try this and see what pages are displayed. Click on one of the pages to
jump to it.

7.2.1.3 Browse a specified site and collect data.

 In this example we shall go to the Adobe site and download a program called Adobe Acrobat
Reader. The Adobe site is located at http://www.adobe.com

NOTE: If you try this you may find that the visual appearance of the site has changed, as web
sites are constantly updated and improved. Incidentally the Adobe Acrobat Reader program
is very useful when surfing web sites as many large documents are now stored in Adobe
Acrobat format and you need this (free) reader program to view those documents!

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Information & Communication EXERCISES

 The Adobe home page is as illustrated.

 Clicking on the Products button, towards the top will display the following.

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10 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

 Clicking the link to Adobe Acrobat displays the following:

 Scrolling down the page you see the following:

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Information & Communication EXERCISES

 Clicking on the Try Acrobat Reader link displays the following:

 Finally you reach the download page, fill in the information required and you can then
download the program.

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Information & Communication EXERCISES

7.3 Web Searching

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14 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.3.1 - Using a Search Engine

7.3.1.1 Define search requirements.

Some commonly used Internet search engines are listed below.

Common UK/European Search Engines Common US (International) Search Engines.

G.O.D. a UK Search Engine Alta Vista:

http://www.god.co.uk http://www.altavista.com

Excite UK Excite
http://www.excite.co.uk http://www.excite.com

Yell - UK Yellow Pages HotBot

http://www.yell.co.uk http://www.hotbot.com

Go / Infoseek
http://www.go.com

Lycos UK Lycos:
http://www.lycos.co.uk http://www.lycos.com

UK Plus Web Crawler

http://www.ukplus.co.uk http://www.webcrawler.com

Yahoo UK Yahoo
http://www.yahoo.co.uk http://www.yahoo.com

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 First lets try Alta Vista. Type in the following Internet URL into your URL address bar and
press the Enter key.

http://www.altavista.com

This should display the opening screen for this Search Engine, as illustrated. Note the
appearance may look different, as they regularly change the style and content.

 Enter a search phase into the Search for box, such as:

Houses for sale

 Press the Enter key and after a short delay you will see a list of sites that match your search
enquiry.
 Click on one of these to view the actual web site.
 Click on the Back button to re-view the page of search results.
 View another site from the list.
 Click on the Back button to re-view the page of search results.
 Scroll down to the bottom of the list and you should see a link that offers you the next page of
search results.
 Click on this and then view a web site from this second page of results.

7.3.1.2 Use a key word in a search.

 Why would you normally use two or more words, or a phrase, rather that a single word when
searching using an Internet Search Engine?

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16 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.3.1.3 Use common logical operators in a search.

 With regard to Internet Search Engines, what are logical operations?

 In many search engines, what would be the effect of the following?
houses+for+sale

 In many search engines, what would be the effect of the following?

”houses for sale”

 Experiment using the three phrases below and compare search results. You may wish to
print your search results to make comparison easier: -
houses for sale
houses+for+sale
”houses for sale”

7.3.2 - Printing

7.3.2.1 Preview a document.

 Most web browsers do not have a special preview mode as such, you can simply look at the
web page and decide if you wish to print it or not.

7.3.2.2 Modify page setup options.

 Using Microsoft Internet Explorer, click on the File drop down menu and select the Page
Setup command to display the Page Setup dialog box.

 From here you can set paper size, orientation, margins and also choose whether to use
headers and footers. Try experimenting!
 Click on the OK button to close the Page Setup dialog box.

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Information & Communication EXERCISES

7.3.2.3 Print a Web page using basic print options.

 To print a page displayed within Microsoft Internet Explorer, you would normally simply click
on the Print icon located on the toolbar. If you want more control over printing, click on the
File drop down menu and select the Print command. This will display the Print dialog box,
from where you can select options such as the number of pages that you wish to print and
which physical printer you wish to use.

 Click on the OK button to print the web page.

7.3.2.4 Present a search report as a printed document.

 Use a search engine of your choice to display results on your screen. Search for anything of
interest to you and then simply click on the Print icon within the Internet Explorer toolbar to
print the information.

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7.4 Bookmarks

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20 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.4.1 - Create a Bookmark

7.4.1.1 Open a Book marked Web page.

 What is a favorite (bookmark)?

 Click on the Favorites drop down menu.

 Select an item within your favorites list. The correct URL will be entered into the Address bar
and the web page will be displayed.

7.4.1.2 Bookmark a Web page.

 When you wish to add the current page to your favorites, click on the Favorites drop down
menu (NOT the favorites icon). This will display a drop down menu, from which you should
select the Add to Favorites command. This will display a dialog box, as illustrated.

 To simply add the current page to your favorites, click on the OK button.

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7.4.1.3 Add Web pages to a bookmark folder.

 Click on the Favorites drop down menu and then select the Organize Favorites command,
which will display the Organize Favorites dialog box.

 You can use the usual Microsoft Explorer type commands to create new folders and also
drag and drop the contents of one folder to another within the dialog box.

 To create a new folder within your favorites, open the Organize Favorites dialog box.
 Click on the Create Folder button.
 Enter the name of the new folder and then press the Enter key.

 To rename or delete an item in the favorites list, select the item that you wish to rename or
delete and then click on the Rename or Delete button.

 Click on the Close button to close the Organize Favorites dialog box.

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7.5 Getting Started (with Outlook)

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7.5.1 - First Steps with Electronic mail

7.5.1.1 Open an electronic mail application.

To start Outlook using the Start menu

 Click on the Start button to display the start menu.
 Click on Programs to display the programs submenu.
 Click on the Microsoft Outlook command.

7.5.1.2 Open a mail inbox for a specified user.

 Click the Inbox icon on the Outlook bar.

NOTE: Outlook will display the number of unread messages, if any, underneath the Inbox
icon.

To switch to Messages view

 Click on the View drop down menu and select the Current View command.
 Select Messages from the submenu.

To select a message
 Click on the appropriate message in the message list.

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Message Status Icons

Outlook displays icons to the left of the message to indicate the message status. Make a note of
the meaning of each of these icons.

This Means this: This Means this:

icon: icon:

7.5.1.3 Open a mail message.

To check for new messages

 Click the Send and Receive icon, located on the Standard toolbar

OR press the F5 key.

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

 The message header, as illustrated above, displays the details of the message in 5 fields:
Make a note of the meaning of these massage headers.

Message Header Meaning

From

To

Cc

Subject

Sent

 Once you have read the message, close the Message dialog box by clicking on the Close
icon in the top right of the Message dialog box

OR click on the Message dialog box File drop down menu and select the Close command

OR press Alt+F4.

To print a message
 Double click on the message you wish to print to open the Message dialog box.
 Click the Print icon on the Message dialog box toolbar.

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.

NOTE: An email deleted using this method is not removed from the system, it is moved to the
Deleted Items folder.

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7.5.1.4 Close the electronic mail application.

To close Outlook
 Click the Close icon in the top right hand corner of the Outlook screen
OR click on the File drop down menu and select the Exit command
OR press Alt+F4.

NOTE: Some networks may require you to use the Exit and Log Off command. If you are
unsure ask your tutor.

7.5.1.5 Use application Help functions.

 Start Outlook.
 The Office Assistant is displayed by default. If the assistant has been hidden and you wish
to reactivate it, click on the Microsoft Outlook Help icon.

 To hide the Office Assistant. Right click on the Office Assistant and from the menu displayed,
click on the Hide command.

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7.5.2 - Adjust Basic Settings

7.5.2.1 Change display modes.

 You can select the view you require within Outlook by clicking on the View drop down menu
and selecting the Current View command. Select the required view from the submenu
displayed.

7.5.2.2 Modify toolbar display.

 To display a toolbar, select the Toolbars command from the View menu to display the
Toolbars drop down menu. A list of toolbars is displayed.
 Choose the Toolbar you want to display by clicking on it from the list.

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7.6 Messaging

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7.6.1 - Send a Message

7.6.1.1 Create a new message.

To open the Inbox folder

 Click the Inbox icon on the Outlook bar

OR press Ctrl-Shift-I

OR click the View drop down menu, select Go To followed by the Inbox command.

To create a new message

 Open the Inbox folder.
 Select the New Mail Message icon from the Standard toolbar

OR press Ctrl-N

to display the Message window.

 Enter your message into the message text area in the lower half of the dialog box.

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7.6.1.2 Insert a mail address in the ‘mailto’ field.

To address an Email
 Type the email address of the person you wish to send the message to into the To text box.
Do not send an email to Bill, ask your tutor for an email address to use!

Using the Select Names dialog box

 Click the To button to open the Select Names dialog box.
 Select the name of the person you wish to send the message to from the list. To view names
from other folders, such as your contacts, click the down arrow to the right of the Show
names from the box and select from the list.
 Click one of the following buttons:

This button: Does this:

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.

 You may select additional recipients for the message from the names list by repeating the
procedure outlined above.
 Click the OK button to close the Select Names dialog box and return to the Message window.

7.6.1.3 Insert a title into the subject field.

 Enter a short overview of the message into the Subject text box.
Use a subject of your choice, rather than the one illustrated!

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7.6.1.4 Add an auto-signature to a message.

To create an email signature

 Within Microsoft Outlook, open the Inbox folder.
 Click on the Tools drop down menu, select the Options command to display the Options
dialog box.
 Select the Mail Format tab.
 Click on the Signature Picker button to open the Signature Picker dialog box.
 Click on the New button, the Create New Signature dialog box will be displayed.
 Enter a name for your signature and click on the Next button. The Edit Signature dialog box
will be displayed.

 Type your signature into the Signature text box as illustrated.

 Click on the Finish button to close the Edit Signature dialog box.
 Click on OK to close the Signature Picker dialog box.
 Click on OK to close the Options dialog box.

To add a signature to a message

 Within the Message window, click on the Insert drop down menu.
 Select the Signature command.
 Choose the signature you require from the submenu.

To automatically add your signature to messages

 Within Microsoft Outlook, open the Inbox folder.
 Click on the Tools drop down menu, select the Options command to display the Options
dialog box.
 Select the Mail Format tab.
 Select your signature from the Use this Signature by default drop down list.
 Click on OK to close the Options dialog box.

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7.6.1.5 Use a spell checking tool if available.

To spell check your message

 Click within the Message window message text area.
 Click the Message window Tools drop down menu and select the Spelling command

OR press the F7 key

to spell check your message. If Outlook encounters a word it thinks is spelt incorrectly the
Spelling dialog box will be displayed.
 Once the spell check has been completed, the following dialog box will be displayed. Click the
OK button or press Enter to close the dialog box.

7.6.1.6 Attach a file to a message.

 Once you have finished entering the text of your message, click the Insert File icon on the
Message window toolbar

OR click the Insert drop down menu and select the File command.

 The Insert File dialog box will be displayed. Select the file you wish to attach to the message.
 Select OK to close the Insert File dialog box. An icon will appear inside the message text
area to indicate the presence of a file.

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7.6.1.7 Send a message with high/low priority.

 Click on the Options icon, located on the Message dialog box toolbar to display the Message
Options dialog box.

 To set the message importance, click the down arrow to the right of the Importance box and
select from the menu displayed.

 To set the sensitivity of the message, click the down arrow to the right of the Sensitivity box
and select from the menu displayed.

To direct replies to someone else

 If you want the replies to this message sent to someone else, enter the persons email address
into the Have replies sent to text box.

Set delivery date

 You can specify a delivery date for the message; Outlook will not attempt to deliver the
message before this date.
 Enter the date into the Do not deliver before text box

OR click the down arrow to the right of the Do not deliver before text box and select the date
from the calendar.

Set expiry date

 You can also specify an expiry date; the message will not be available after the specified date.
 Enter the expiry date into the Expires after text box

OR click the down arrow to the right of the Expires after text box and select the date from the
calendar displayed.

Set tracking options

 Select the Request a delivery receipt for this message check box if you want to be notified
of when the message has been delivered.
 Select the Request a read receipt for this message check box if you want to be notified
when the recipient has read the message.

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To close the Message Options dialog box

 Click on the Close button, located on the bottom right corner of the Message Options dialog
box.

To send the message

 Once you have finished composing your message, click the Send icon on the Message dialog
box toolbar

OR press Ctrl+Enter.

7.6.2 - Copy, Move, Delete

To select a word within the Message window

 Open a new message and enter a few lines of text.
 Double click on the word.

To select a line within the Message window

 Move the mouse pointer to the left of the line you wish to select, until the mouse pointer
changes from an I bar to an arrow pointing upwards and to the right. You are now in the
“Selection Bar”, a hidden screen element.
 Click once with the mouse button to select the line.

To select a paragraph within the Message window

 Move the mouse pointer within the paragraph that you wish to select and click three times.

To select all text within the Message window

 Press Ctrl+A

OR select the Select All command, located under the Edit drop down menu.

To select text using the mouse

 Move the mouse pointer to the start of the text you wish to select.
 Hold down the mouse button and drag across the text to select.
 Release the mouse button.

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7.6.2.1 Use Copy and Paste tools to duplicate text within a message or to another
active message.

To copy text to the Clipboard from a message

 Within the Message window, select the text you wish to copy to the Clipboard.
 From the Edit menu select the Copy command

OR press Ctrl+C, to copy the item to the Clipboard without removing it from the document

OR you can also use the Copy icon on the Standard toolbar.

To paste text from the Clipboard into a message

 Within the Message window, position the insertion point at the location within your message
where you want to insert the contents of the Clipboard.
 From the Edit menu, choose the Paste command

OR press Ctrl+V

OR you can also paste items using the Paste button on the toolbar.

 The contents of the Clipboard will appear in the message.

To copy text from one message to another

 Within the Message window, select the text you wish to copy.
 Press Ctrl+C to copy the text to the Clipboard.
 Using the Taskbar, display the Message window containing the message into which you want
to insert the text.
 Position the insertion point at the location within the message where you wish to insert the
contents of the Clipboard.
 Press Ctrl+V to paste the text into the message.

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7.6.2.2 Use Cut and Paste tools to move text within a message or to another active
message.

To cut text to the Clipboard from a message

 Within the Message window, select the text you wish to cut to the Clipboard.
 From the Edit menu select the Cut command

OR press Ctrl+X, to move the item to the Clipboard, removing it from the document

OR you can also use the Cut icon on the Standard toolbar.

To paste text from the Clipboard into a message

 Within the Message window, position the insertion point at the location within your message
where you want to insert the contents of the Clipboard.
 From the Edit menu, choose the Paste command

OR press Ctrl+V

OR you can also paste items using the Paste button on the toolbar.

 The contents of the Clipboard will appear in the message.

To move text from one message to another

 Within the Message window, select text you wish to copy.
 Press Ctrl+X to move the text to the Clipboard.
 Using the Taskbar, display the Message window containing the message into which you want
to insert the text.
 Position the insertion point at the location within the message where you wish to insert the
contents of the Clipboard.
 Press Ctrl+V to paste the text into the message.

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7.6.2.3 Use Cut and Paste tools to insert text from another source into a message.

 Open the application, such as Microsoft Word and enter a line of text.
 Select the line of text.
 Press Ctrl+C to copy the text to the Clipboard.
 Switch back to your email program.
 Using the Taskbar, display the Message window containing the message into which you want
to insert the text.
 Position the insertion point at the location within the message where you wish to insert the
contents of the Clipboard.
 Press Ctrl+V to paste the text into the message.

7.6.2.4 Delete text in a message.

 Within the Message window, select the text you want to delete.
 Press the Delete key.

7.6.2.5 Delete a file attachment from a message.

 Open the message containing the file you want to delete.

 Icons displayed along the bottom of the Message window will represent any files attached to
the message.
 Click once on the file you want to delete to select it.
 Press the Delete key.

7.6.3 - Read a Message

7.6.3.1 Collect or open mail.

To collect new messages

 If necessary, open the Inbox folder.
 Click the Send and Receive icon, located on the Standard toolbar

OR press the F5 key.

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

 The message header, as illustrated above, 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 message was sent.

 Once you have read the message, close the Message dialog box by clicking on the Close
icon in the top right of the Message dialog box.

OR click on the Message dialog box File drop down menu and select the Close command

OR press Alt+F4.

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7.6.3.2 Mark/highlight a message in a mail folder.

To flag a message
You can mark or flag messages in your Inbox to remind you to respond to the email.

 Double click on the message you wish to flag to display the Message dialog box.
 Click the Flag for Follow Up icon on the Message dialog box toolbar to display the Flag for
Follow Up dialog box.

 Click the down arrow to the right of the Flag to text box to display a list of flag types. Select
the flag you require.

 You may also set a due date for the flag by clicking the down arrow to the right of the Due by
text box and selecting the required date from the displayed calendar.
 Click on the OK button to set the flag and close the Flag for Follow Up dialog box.

7.6.3.3 Use the mail bin.

To delete a message
 Select the message you want to delete by clicking on the entry in the message list.
 Press the Delete key.

To open the Deleted Items Folder

 Click on the Deleted Items icon located on the Outlook bar.

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To restore a message from the Deleted Items Folder

 Select the message you wish to recover.
 Click on the Edit drop down menu and select the Move to Folder command

OR press Ctrl-Shift-V.

 The Move Items dialog box will be displayed as illustrated below.

 Select the folder you want to move the item to from the list by clicking on the appropriate icon
in the Move Items dialog box, e.g. to move a message back into the Inbox, click on the Inbox
icon.
 Click on the OK button.

To automatically empty the Deleted Items Folder when you exit Outlook

 Click on Tools drop down menu and select the Options command to display the Options
dialog box.
 Click on the Other tab to display the Other folder.
 Select the Empty the Deleted Items folder upon exiting option.

 Click on the OK button.

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7.6.3.4 Open and save a file attachment.

 To open an attached file, first if necessary, open the Inbox folder.

 Double click on the message containing the attached file to open the Message dialog box.
 Double click on the file icon.
 Outlook will start the appropriate application and open the file.

 To save a file attached to a message, first if necessary, open the Inbox folder.
 Double click on the message containing the file you wish to save to display the Message
dialog box.
 Click on the Message dialog box File drop down menu and select the Save Attachments
command.
 If the message contains more than one attached file the Save All Attachments dialog box will
be displayed enabling you to select the file you wish to save. Select the files as required and
click on the OK button.
 The Save Attachment or Save All Attachments dialog box will be displayed. Select the
folder you wish to save in and click on the Save button.
 If necessary, click on the Close button to close the Save All Attachments dialog box.

7.6.4 - Reply to a Message

7.6.4.1 Use reply to sender function.

 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 above the text of the original message and then click the
Send icon on the Message dialog box toolbar.

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7.6.4.2 Use reply to all function.

 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.

7.6.4.3 Reply with original message insertion.

 Click on the Tools drop down menu and select the Options command to display the Options
dialog box.
 Select the Preferences tab and click on the E-mail Options button. The E-mail Options
dialog box will be displayed.
 Select Include original message text from the When replying to a message drop down list.

 Click on OK to close the E-mail Options dialog box.

 Click on the OK button to close the Options dialog box.

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7.6.4.4 Reply without original message insertion.

 Click on the Tools drop down menu and select the Options command to display the Options
dialog box.
 Select the Preferences tab and click on the E-mail Options button. The E-mail Options
dialog box will be displayed.
 Select Do not include original message from the When replying to a message drop down
list.

 Click on OK to close the E-mail Options dialog box.

 Click on the OK button to close the Options dialog box.

7.6.4.5 Forward a message.

 Select the message you wish to forward.

 Select the Forward icon from the Standard toolbar; the Message dialog box will be displayed.
 Type the email address of the person you wish to forward the message to into the To text box

OR click the To button and select from the Select Names dialog 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.

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7.7 Addressing

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7.7.1 - Using Address Books

7.7.1.1 Add a mail address to an address list.

 Open the Inbox folder.

 Click on the Tools drop down menu and select the Address Book command. The Address
Book window will be displayed.
 Double click on the group you wish to add a mail address to. Groups are represented by this
icon.

 The Properties dialog box will be displayed as illustrated.

 Type the name of the person you want to add to the group into the Name text box at the
bottom of the Properties dialog box.
 Type the email address of the person into the E-Mail text box.
 Click on the Add button. The new member will be displayed in the Group Members list.
 To close the Properties dialog box click on the OK button.
 To close the Address Book window, click on the Close icon in the top right corner of the
window.

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7.7.1.2 Delete a mail address from an address list.

 Click on the Tools drop down menu and select the Address Book command. The Address
Book window will be displayed.
 Double click on the group containing the mail address that you wish to remove.
 The Properties dialog box will be displayed.

 Select the person you want to remove from the group from the Group Members list.
 Click on the Remove button.
 To close the Properties dialog box click on the OK button.
 To close the Address Book window, click on the Close icon in the top right corner of the
window.

7.7.1.3 Create a new address list/distribution list.

 Click on the Tools drop down menu and select the Address Book command. The Address
Book window will be displayed.
 Click on the File drop down menu and select the New Group command. The Properties
dialog box will be displayed.
 Type a name for the group into the Group Name text box.
 Type the name of the person you want to add to the group into the Name text box at the
bottom of the Properties dialog box.
 Type the email address of the person into the E-Mail text box.
 Click on the Add button. The new member will be displayed in the Group Members list.
 To close the Properties dialog box click on the OK button.
 To close the Address Book window, click on the Close icon in the top right corner of the
window.

7.7.1.4 Update an address book from incoming mail.

 To add the sender of a message to your address book, first open the message from the
person you want to add to your address book.
 Right click on the senders name or email address in the To text box of the message header
section of the Message window. A pop-up menu will be displayed, select the Add to
Contacts command.
 The Contact window will open; here you can enter additional information about the message
sender.
 Once finished, click on the Save and Close icon located on the Contact window toolbar.

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48 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.7.2 - Messages to Several Addresses

7.7.2.1 Reply to a message using a distribution list.

 To reply to a message sent to a distribution list, first open the Inbox folder.
 Select the message you wish to reply to.
 Click on the Reply to All icon and your response will be sent to the sender and all members of
the distribution list

OR

Click on the Reply icon and your response will be sent only to the sender of the message.

7.7.2.2 Copy 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.

 In the example above the message is addressed to [email protected], in addition a copy of

the message will also be sent to [email protected]

7.7.2.3 Use blind copy tool.

 Whilst composing your message in the Message window, display the Bcc field by clicking on
the View drop down menu and selecting the Bcc Field command.
 Type the address of the person you wish to received the blind carbon copy into the Bcc text
box.

 In the example above the message is addressed to [email protected], in addition a copy of

the message will also be sent to [email protected] without the knowledge of the
other recipients.

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7.8 Message Management

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50 ECDL/ICDL [Module Seven]
EXERCISES Information & Communication

7.8.1 - Organizing Messages

7.8.1.1 Search for a message.

 If necessary, open the Inbox folder.

 Click the Tools drop down menu and select the Find command

OR click the Find icon on the Standard toolbar.

 Enter the keyword you wish to search for into the Look for text box.

 Click on the Find Now button. Outlook will perform the search and list any messages that
match the search criteria. Double click on a message to view it’s contents.

7.8.1.2 Create a new mail folder.

 Open the Inbox folder.

 Click on the File drop down menu and select the New command.
 Choose Folder from the submenu, the Create New Folder dialog box will be displayed.
 Type a name for the folder into the Name text box.
 Click on the OK button to close the Create New Folder dialog box.
 The Add shortcut to Outlook bar dialog box will be displayed, click the Yes or No button as
required.

7.8.1.3 Delete a message.

 Open the Inbox folder.

 Select the message you want to delete by clicking on the entry in the message list.
 Press the Delete key.

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7.8.1.4 Move messages to a new mail folder.

 Open the Inbox folder.

 Select the message you want to move by clicking on the entry in the message list.

 Right click on the highlighted message to display a pop-up menu.

 Select the Move to Folder command as illustrated.

 The Move Items dialog box will be displayed.

 Select the folder you want to move the message to by clicking on the entry in the Move Items
dialog box.
 Click on the OK button to close the Move Items dialog box and move the message.

7.8.1.5 Sort messages by name, by subject, by date etc.

 If necessary, open the Inbox folder.

 Click on the heading of the field you wish to sort the message list by, e.g. to sort the messages
by sender, click on the From field heading. An arrow will appear to indicate the direction of
the sort.
 Click the field heading again to reverse direction of the sort if required.

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