information and communication part 2 -...

ICDL for Educators Courseware – Information and Communication Module 7 Part 2

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Information and Communication

Part 2

Working with the Internet........................................................................................................ 74

Exercise 1 Download a Plug-In.................................................................................. 74

Example 1 – Grids for Learning.............................................................................................. 78

Example 2 – Professional Development ................................................................................ 80

Exercise 2 Browse Sites ............................................................................................ 80

Exercise 3 Professional Development ....................................................................... 81

Example 3 - Internet Safety .................................................................................................... 82

Exercise 4 Internet Safety.......................................................................................... 82

Example 4 – Pedagogical use of the Internet......................................................................... 83

Example 5 – Teaching and Learning Resources ................................................................... 85 Exercise 5 Search for Teaching and Learning Resources ........................................ 89

Example 6 – Bookmarking Favourites.................................................................................... 90

Exercise 6 Bookmark favourites ................................................................................ 90

Exercise 7 Download software................................................................................... 92

Exercise 8 Download a sound file.............................................................................. 94

Exercise 9 Download an image file............................................................................ 95

Exercise 10 Download a video file ............................................................................... 97

Exercise 11 Using Web page History lists ................................................................... 99

Working with Outlook Express.............................................................................................. 103

Example 7 - Getting Started ................................................................................................. 103

Exercise 12 Open Outlook Express ........................................................................... 103

Exercise 13 Amend Layout of screen ........................................................................ 104

Example 8 – Working with Outlook Express ........................................................................ 105

Exercise 14 Work Offline............................................................................................ 105

Exercise 15 Mark messages as read or unread ........................................................ 107

Exercise 16 Attach a file to an e-mail......................................................................... 108

Exercise 17 Work with file attachments ..................................................................... 110

Exercise 18 Work with Contacts and the Address Book............................................ 116

Exercise 19 Use Help Functions................................................................................ 127

Exercise 20 Close Outlook Express........................................................................... 130


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Working with the Internet

Exercise 1 Download a Plug-In

You will need “Administrator” access to the computer to install this

program. If you do not have this permission level you will need to

contact your IT administrator.

Many documents that can be downloaded from the Internet are stored in a

format called PDf. In order to read these documents on yourcomputer, you

will need an extra, free piece of software called Adobe Acrobat Reader.

Before downloading this software, you can check if it is already on your

system, as follows:

• From the Taskbar, select [Start] [All Programs]

• Look for [Adobe Acrobat] and/or [Acrobat Reader] in the list

Any site requiring Adobe Acrobat Reader should provide a link to the Adobe

Web Site

If not:

• In your Internet browser, go to the web page

http://www.adobe.com/products/acrobat/readstep2.html

• Select the Language, Platform and Connection speed that relate to your

computer

http://www.adobe.com/products/acrobat/readstep2.html


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• Use the scroll bar to move down the web page as required

• Click on the [Download] button

� The File Download window will open

• In the File Download window, click on the [Save] button

� To open the Save As dialog box

� The [File Name:] field will already be completed with the default file

name and it is advisable to leave it unchanged


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Either

• Click the [My Documents] button down the left of the Save As dialog box

� To select the [My Documents] folder in the [Save in:] field

Or

• Click on the drop down arrow to the right of the [Save in:] field

� To view the available drives and folders

• Select the drive, folder (and subfolder) in which you wish to store the

download

• Click on the [Save] button

� To save the download in the selected folder

� To open the download progress window

Tip

This will download the Adobe Download Manager, a small program which will

manage the download and installation of the main program.

Adobe Acrobat Reader is a large file, in excess of 8MB. If you are using a

dial up connection through a modem, this download will take a considerable

amount of time.


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• When the [Download complete] window appears, click on the [Open]

button

� To run Adobe Download Manager

� To start downloading and installing the main program

• When the download is complete follow the instructions given

� To install the program

Example: Adobe Acrobat will enable you to read the OFSTED Reports

Database in PDF format found at: www.ofsted.gov.uk

http://www.ofsted.gov.uk/


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Example 1 – Grids for Learning

A Grid for Learning is a collection of resources for teaching and learning.

It might be managed by a small community or a larger organisation, but the

content is always intended to share best practice between users.

An excellent example of a resource for lifelong learning is the UK’s National

Grid for Learning.

• Go to www.ngfl.gov.uk

• Select the link to [What are you looking for?]

• Select the link to [Museums and Galleries]

• Browse this resource of Art Galleries, Museums and Related

Organisations

� To follow a link that interests you

• Go to www.ngfl.gov.uk

• Select the link to [Libraries and Archives]

• Browse this resource of Archives, Libraries, Literacy Projects and Related

Organisations


http://www.ngfl.gov.uk/

http://www.ngfl.gov.uk/


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Access Grids for Learning

• Go to your preferred search engine

• Search for: [Grid for Learning]

� To find applicable web sites

� The initial capitals indicate a proper noun

• Search for: [community grid]


� Searching for “grid” singular, will produce both singular and plural

results

• Use different search techniques to find localised Grids for Learning in your

area.

Tip:

For more information on Community Grids for Learning go to:

www.becta.org.uk/technology/infosheets/pdf/cgfl.pdf

http://www.becta.org.uk/technology/infosheets/pdf/cgfl.pdf


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Example 2 – Professional Development

Exercise 2 Browse Sites

There are many web sites with activities that:

- help educators to manage change

- improve the performance of individuals and institutions as a whole

- increase staff morale and sense of purpose

- lead to the personal as well as the professional development of educators

- promote a sense of job satisfaction

- pull together the school’s vision for itself

The following sites are localised to the UK. However, they are worth

browsing to know what to look for when searching for resources in your own

area.

• Go to www.teachernet.gov.uk

• Select the [Professional Development] link

� To find applicable hyperlinks

International Professional Development

Either

• Go to www.teachernet.gov.uk/tipd

Or

• Go to http://vtc.ngfl.gov.uk

� To select that web site

• Select the [Professional Development] link

� To find applicable hyperlinks

• Select [International Professional Development]

� To select that web site

General careers advice

• Go to http://careers.ngfl.gov.uk

http://careers.ngfl.gov.uk/

http://vtc.ngfl.gov.uk/

http://www.teachernet.gov.uk/tipd/

http://www.teachernet.gov.uk/


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Exercise 3 Professional Development


• Search for: ["professional development", teacher]


� The quotation marks indicate those words to be searched for as a

phrase

� The [comma and space] indicates a category

� Therefore, [“professional development”] is searched for within the

[teacher] category

• Use different search techniques to find localised professional development

for educators in your area.


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Example 3 - Internet Safety

An excellent example of a resource for Internet safety is the UK’s National

Grid for Learning.

• Go to http://safety.ngfl.gov.uk/schools

• Select the link to [Schools]

• Browse this resource of Internet safety advice


Tip:

• Follow the [Index] link

� To see a comprehensive list of available hyperlinks

Exercise 4 Internet Safety


• Search for: [Internet safety]


• Follow a suitable hyperlink

• Bookmark that site (see Example 6 – Bookmarking Favourites below)

http://safety.ngfl.gov.uk/schools


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Example 4 – Pedagogical use of the Internet

Pedagogical use of the Internet

For an overview of the pedagogical use of the Internet in the classroom, read

the following extract from the Virtual Teacher Centre.

“In its widest sense the Internet now provides a potentially vast database,

which pupils can use when designing and researching topics, but it is worth

understanding that there is a skill to using and acquiring information from the

Internet. The most important thing to remember is that the information

provided by a database or the Internet is the information that you asked for.

We need to make sure that we ask the right questions and that we are sure

that we know how to identify the criteria by which we want to do our search.

If you want to use the Internet with pupils there are a number of strategies

that can be adopted to make it easier for pupils to access the information and

to refine their information handling skills. The table below shows a number of

different ways that the Internet can be used with pupils when designing and

making. There is almost a hierarchy to the table in that the first example is

probably the easiest from a teacher's point of view as it offers the most

control. The last example offers more freedom to the pupil but carries the

most risk as it relies on the pupil's ability to search the Internet with a degree

of freedom.”Source: The Virtual Teacher Centre


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Example Advantages Disadvantages1. Find the information

yourself, print it off,photocopy it and give itto the pupils.

You decide what thepupils get. Pupils do notneed to access theinternet therefore no logjam at the computer andno additional cost.

The material is not astailored to the pupilsneeds as it might be. Yourinformation handling skillsare developed not thepupils.

2. Find the informationyourself. Download itonto your computermanipulate it to meetyour requirements orthose of the pupils.Give the pupils theedited version of yourinformation.

You can bespoke thematerials to suit the needsof your pupils and theteaching groups in yourclass. You have access toa wide range ofinformation and resourcesfrom which you can createnew teaching materials.

Your information handlingskills are developed notthe pupils.The materials will tend tobe paper based and lackthe excitement andmotivational force of usinga computer.

3. Download a WWW siteonto your network orthe computers harddisc (don’t forget to askpermission from thesite) ask your ICT co-ordinator about it.

You can begin to showpupils how to accessinformation on the internetfor themselves. There areno on-line costs as the siteis on your hard disc.The site acts as though itis live.

The pupils are limited tothe site or sites that youhave downloaded and willnot be able to make linksto other sites shown onyour downloaded site.

4. Create a limited list ofbook-marked orfavourite sites around aspecific topic or contextand ensure that pupilsonly use these sites.

You limit the number ofsites that pupils canaccess. You can teach thefirst steps in defining asearch. The sites are liveand therefore offer arealistic experience for thepupils.

The scope of the researchis still limited by the list ofsites that you provide.There may be costimplications of using theInternet. There may behardware implications.

5. Create a large list ofbookmarks from whichpupils can choose themost appropriate sitesfrom which to do theirresearch.

The scope of the researchis limited by the list of sitesthat you provide, but offersgreater freedom andrequires more decisionmaking by the pupil.

With freedom comesresponsibility and pupilswill need to understandthe need for efficient andcost effective use of theinternet in class.

6. Teach pupils how to usesearch engines andhow to refine questionsand searches so thatthey get the informationthey need.

There are no limits to therange and type ofinformation that a pupilcan access.

There are no limits to therange and type ofinformation that a pupilcan access.

Source: The Virtual Teacher Centre


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Example 5 – Teaching and Learning Resources

The Internet is potentially the most extensive online library of content written

by educators, for educators. It is a wonderful opportunity for teaching

professionals to share resources.

The following sites are localised to the UK, however, they are worth browsing

to know what to look for when searching for resources in your own area.

• Go to www.teachernet.gov.uk

• Click the link to [Teaching and Learning]

• Click the link to [Resource Materials]

• Click the link to [Resources]

� This takes you to:

www.teachernet.gov.uk/Teaching_and_Learning/Resource_Materials/Resources

http://www.teachernet.gov.uk/Teaching_and_Learning/Resource_Materials/Resources

http://www.teachernet.gov.uk/


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• Select a [Subject] from the list

• Select a [Keystage] from the list

• Click [Go to TeacherNet Reviews]

� To see a list of lesson plans


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• Select a category from the [Scheme of work unit:] list

� The number in brackets indicates how many documents there are in

that category

• Click the [Find Results] button

� To see a list of results from your search

• Click your Browser [Back] button as necessary

� To return to TeacherNet


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• Click the [National Curriculum online] link

� To open the [National Curriculum online] pages

• Follow any links that interest you



• Click the [Schemes of Work] link

� To open [The Standards Site] pages

• Follow any links that interest you



Tip:

For more UK resource sites

• Go to http://vtc.ngfl.gov.uk

� To open the Virtual Teacher Centre

� To locate resources by subject and age range

• Go to http://tre.ngfl.gov.uk

� To open the Teacher resource Exchange

� To locate resources by subject and age range

http://tre.ngfl.gov.uk/

http://vtc.ngfl.gov.uk/


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Exercise 5 Search for Teaching and Learning Resources


• Search for: [“teaching using ICT”]




• Search for: [“best practice”, ICT]




• Search for: [“ICT in education”]




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Example 6 – Bookmarking Favourites

Exercise 6 Bookmark favourites

Having found an interesting site, it is a good idea to “bookmark” it for future

reference.

We will open a site containing many useful resources for creating your own

teaching and learning projects using ICT

• Open www.bl.uk

� To open the British Library web site

• Bookmark it (see below)

Internet Explorer:

• Click the [Favorites] button on the [Standard Buttons] toolbar

� The [Favorites] window opens

• Click the [Add] button

� The [Add Favorites] window opens

• Type the name of your web page entry, if necessary, and click [OK]

• Click the [Close] cross in the top right of the [Favorites] pane

� To close that window

http://www.bl.uk/


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Netscape Navigator:

• Click the [Bookmarks] button on your Browser toolbar

� The bookmark menu opens

• Select [Bookmark This Page] from the menu

� To add the Web page to the bookmark list


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Exercise 7 Download software

As you become more comfortable and confident with the technology, so you

will hopefully want to create your own teaching resources.

This exercise shows you how to download software, images, sound files and

video files. Always be aware of the copyright and individual property rights

attached to items published to the Internet, and look for their Terms of Use.

Download software:

This will begin the process of downloading a piece of software called Real

Audio Player

• From www.bl.uk select the [Collections] link

� To open up the National Sound Archive

• Select [Collections] from the menu across the top of the page

• Select [Sound Archive] from the drop down menu

• Select [Listen] from the on screen menu

• Select [Wildlife Sounds] from the menu

� This takes you to British Library Sound Archive

Display a Web page in a new window

This web site requires Real Audio Player to be installed on to your computer

in order for you to hear the sounds.

• Right mouse click the link to [Real Audio Player]

� To open a quick menu of options

• Select [Open in New Window]

� To display the Real Audio Player page in a new window

� To open the link to www.real.com/player

• Follow the links to download the [Free RealOne Player]

� It is not necessary to purchase the premium edition

http://www.real.com/player

http://www.bl.uk/


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• Select a location to download your software from

� e.g. London

• Select [Save] to a destination on your machine

� Quite often the default (or suggested) destination folder is the best.

• Close the extra window and return to the National Sound Archive when

the download is complete


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Exercise 8 Download a sound file

Work in the Wildlife Sounds library web page you opened on page 92

• Sample some of the delightful wildlife sounds by clicking on the blue arrow

• When you have found a sound file you wish to download, right mouse

click over the blue arrow

� A quick menu opens

Internet Explorer

• Select [Save Target As] from the quick menu

� The [Save As] window opens

Netscape

• Select [Save Link Target As] from the quick menu

� The [Save As] window opens

Complete the save

• Accept or change the [File Name]

• Select the appropriate folders from the [Save In] list and [OK]

� To save the sound file to that destination


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Exercise 9 Download an image file

To work with two open Internet Browser windows:

Internet Explorer

• From the menu bar select [File] [New] [Window]

� To open a second window with the same content

Netscape

• From the menu bar select [File] [New] [Navigator Window]

� To open a second window with the same content

• Go to www.freefoto.com

• Browse the list and select a category

� To open a list of available photographs

Internet Explorer

• Right mouse click the photograph that you wish to download

� To open a quick menu

• Select [Save Picture As…] from the list

� The Save Picture dialog box will open

Netscape

• Right mouse click the photograph that you wish to download

� To open a quick menu

• Select [Save Image As…] from the list

� The Save Image dialog box will open

Complete the save


• Select the appropriate folders from the [Save In] list and [OK]

� To save the picture file to that destination

http://www.freefoto.com/


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Tip:

Downloading an image is an excellent way of permanently saving that file.

Sometimes, however, it is quicker to copy the image directly from the Web

site and paste it into your document:

• In www.freefoto.com right mouse click on an image

• Select [Copy] from the quick menu

• Click into your document

� To select it

• From the menu bar select [Edit] [Paste]

http://www.freefoto.com/


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Exercise 10 Download a video file

• Go to a web site offering video files for download, such as

www.seabird.org/wildlife/video.html

www.estuarylive.org

www.artbeats.com (Requires registration)

Internet Explorer

• Browse the available files to find a video file you wish to download

• Right mouse click on the blue arrow or link for this file

� A quick menu opens

• Select [Save Target As…] from the quick menu

� The Save As dialog box opens


• Select the appropriate folders from the [Save In] list and click on [OK]

� To open the download progress window

� To save the video file to that destination

• When the download has finished the Download complete window opens

Either

• Click on the [Open] button

� To run the downloaded video clip

Or

• Click on the [Open Folder] button

� To view the contents of the folder containing the video clip

Or

• Click on the [Close] button.

� To close the Download complete window

http://www.artbeats.com/

http://www.estuarylive.org/

http://www.seabird.org/wildlife/video.html


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Netscape

• Browse the available files to find a video file you wish to download

• Click the left mouse button on the blue arrow or link for this file

� The Save As dialog box opens


• Select the appropriate folders from the [Save In] list and click on [Save]

� To open the Download Manager window

� To save the video file to the selected destination

• When the download is completed

Either

• Click on the [Launch File] button

� To run the downloaded video clip

Or

• Click on the [Show File Location] button

� To open the folder containing the downloaded video clip

Or

• Click on the [Remove from List] button

� To remove this file name from the Download Manager list

Or

• Click on the [Close] button

� To close the Download Manager window

Tip:

Downloading a text file

Exactly the same procedure as detailed above can be used for downloading

text files, although, smaller files may be more easily copied and pasted in the

normal way.


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Exercise 11 Using Web page History lists

We have visited a large number of Web pages during these exercises.

Your Browser automatically logs the Web pages you have visited in a

“History” list. This list can be very useful for displaying previously visited sites

– it can also be erased.

Internet Explorer

Either

• Click the small drop down arrow to the right of the address bar

� To see a list of recently visited sites

� To read the URLs or Web addresses of recently visited sites

Or

• Click the [History] button on the Browser toolbar

� To open the History window

� To see a list of recently visited Web sites

• Click on an appropriate date

� To see sites visited on that date

• Click on a yellow Web address folder from the list

� To open that folder

� To see the pages visited within that site

• Click on a Web page address

� To open that page

• Click on the [X] button

� To close the History window


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Netscape Navigator

Either

• Click the small drop down arrow to the right of the address bar

� To see a list of recently visited sites

� To read the URLs or Web addresses of recently visited sites

Or

• From the menu bar, select [Go] [History]

� To open the History window

� To see a list of recently visited Web sites


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Erase the History list

Internet Explorer

• From the menu bar select [Tools] [Internet Options]

� The Internet Options window opens

• In the [History] section, click the [Clear History] button

� To display a warning message

• Click [Yes]

� To confirm the action

� To erase the URLs from the History list


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Netscape

• From the menu bar select [Edit] [Preferences]

� To open the Preferences dialog box

• In the [Category] section select [Navigator] [History]

� To open the [History] page

• Click on the [Clear History] button

� To erase the URLs from the History list

• [Close] your Internet browser



Working with Outlook Express

This section will explore some of the features available within Outlook

Express

Example 7 - Getting Started

Exercise 12 Open Outlook Express

• From the Task Bar at the bottom of the screen, click the [Start] button

• Select [All Programs] [Outlook Express]

Either

� Outlook Express will open

Or

� The Identity Login dialog box will open

� Select your login name from the list

� Enter your Password

� Click [OK] to log on to Outlook Express

Once Outlook Express has opened

Outlook Express will attempt to send and receive messages

� If you are not logged onto the Internet, the logon procedure will be

carried out


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Exercise 13 Amend Layout of screen

• From the menu bar, select [View] [Layout…]

� The Window Layout Properties dialog box will open

• Click in the boxes as shown below

� To select which parts of Outlook Express you wish to see on screen

• In the Preview Pane section, choose whether to view the preview pane on

screen

� To quickly view messages without opening a separate window

• Click [OK]



Example 8 – Working with Outlook Express

Exercise 14 Work Offline

When you use Outlook Express, you can choose whether to work “online”

(attached to the Internet), or work “offline” and connect each time you wish to

send and receive messages. Working offline prevents Outlook attempting to

connect to the Internet whilst you are working. This can obviously save the

expense and inconvenience of being permanently connected via your phone

line

To ensure you always disconnect after sending and receiving messages

• From the menu bar, select [Tools] [Options]

� The Options dialog box will open

• Click the [Connection] tab across the top of the dialog box

• Click the [Hang up after sending and receiving] option

• Click [OK]


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Work offline

• From the menu bar, select [File] [Work Offline]

� [Working Offline] will appear in the status bar at the bottom of the

Outlook window

� Outlook Express will not try to connect to the Internet whilst you are

working

Send and receive messages whilst working offline

• Click the [Send/Recv] button on the toolbar

� A message will appear, reminding you that you are currently working

offline, and asking if you wish to go online now

• Click [Yes]

� To go online

� To reconnect to the Internet



Exercise 15 Mark messages as read or unread

The icon showing the status of messages can be amended, so that a read

message appears to be unread, and vice versa.

Mark a message as unread

• In the Inbox, click once on the message you wish to amend

� To select that message

• From the menu bar, select [Edit] [Mark as Unread]

� To change the icon to a closed envelope

If you have replied to or forwarded the message, the arrow indicating this will

still be shown on the icon

Mark a message as read

• In the Inbox, click once on the message you wish to amend

� To select that message

• From the menu bar, select [Edit] [Mark as Read]

� To change the icon to an open envelope


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Exercise 16 Attach a file to an e-mail

A copy of any file you can access on your PC can be sent as an e-mail

attachment

In order for recipients of attachments to be able to view them, they must have

appropriate software on their PCs (for example, if you send a spreadsheet,

recipients must have access to a spreadsheet program on their PCs)

In this exercise, you will send a message to yourself, containing an

attachment, which is stored on your CD

• On the toolbar, click on the [Create Mail] button

� To begin a new mail message

• Type your e-mail address in the [To] field

• Fill in the [Subject] field

• Click in the message window

• Type the text of your message

• Click the [Attach] button on the toolbar

� To open the Insert Attachment window

• Insert your Exercise CD into the CD drive of your PC

• In the Insert Attachment window, click the drop down arrow to the right of

the [Look in:] field

To view your filing system

• Select your CD drive

To view the contents of the CD

• From the list of folders on the CD, double click on [Module 7], followed by

[Part 2] in the sub-folder list

To view the list of files in the [Part 2] folder

• From the file list, select the file named [Minutes of Meeting]

• Click on [Attach]

� To add this file to the e-mail

� To add an [Attach] field under the [Subject] field in the e-mail

� To show this file in the [Attach] field



If you wish to attach further files to this e-mail, follow the above process for

each attachment. The attachments to be sent will all be shown in the [Attach]

field

• Click the [Send] button on the toolbar

� To send the e-mail to yourself if you are working online

� To store the e-mail in your Outbox if you are working offline

Tip:

To remove the attachment from the e-mail before sending it:

• Click on the attachment in the [Attach:] field

Either:

• Press the [Delete] key on the keyboard

Or

• Press the right mouse button over the attachment

• Select [Remove] from the quick menu

� The attachment will be removed from the [Attach:] field


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Exercise 17 Work with file attachments

In Exercise 16 above, you sent yourself an e-mail containing an attachment.

This e-mail and attachment will now be used to demonstrate working with

attachments

Be aware that attachments you receive can contain viruses. Ensure that

your virus protection software is kept up-to-date, so that it can deal with

the latest viruses. It is not advisable to open attachments from

unrecognised recipients

• In the folder list, click on the Inbox

� To view the Inbox in the right hand window

• Check whether the e-mail you sent yourself containing the attachment is

shown in the Inbox

• If the e-mail is not there, click the [Send/Receive] button on

the Toolbar

� To send any messages in your Outbox

� To receive any incoming messages

Sometimes, it takes a while for messages to be received from the service

provider; therefore it may be necessary to press [Send/Recv] several times

before the message arrives in your Inbox

Any messages with attachments will be shown with a paperclip in the

Attachment column to the left of the message details



• Double click on your message with the attachment

� To open that message

� To see the [Attach:] field in the header, giving details of the attachment


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Open the attachment

Either

• Double click on the attachment name in the [Attach:] field

� To open the attachment in its original format on screen

Or

• Click the right mouse button over the attachment name

� To open the quick menu of options available for this attachment

• Select [Open] from the quick menu

� To open the attachment in its original format on screen

Once the attachment has been opened, the full functionality of the software

program, in which you are editing it, is available to you. Consequently, you

can make any changes you require here. There is no link between your

document and the original, held by the person who sent it to you.

Tip:

If you are sent an attachment in a format that is not recognised on your PC, a

dialog box will open asking you to select the program with which to open this

attachment. If you have appropriate software, select this. If not, you will not

be able to open this attachment at this time.



Save the attachment

The file can be saved from within the Outlook Express message or, once you

have opened the file, on screen

Save – from within the Outlook Express message

• Click the right mouse button over the attachment name

� To open the quick menu of options available for this attachment

• Select [Save As…] from the quick menu

� To open the Save Attachment As dialog box

• Type in an appropriate name for the document

• The [File Name:] field will already be highlighted, ready for you to type in

the name you wish to use

Either

• Click the [My Documents] button down the left of the Save Attachment As

dialog box

� To select the [My Documents] folder in the [Save in:] field

Or

• Click on the drop down arrow to the right of the [Save in:] field

� To view the available drives and folders

• Select the drive, folder (and subfolder) in which you wish to store the

document


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• Click on the [Save] button

• To save the file in the selected folder

� To save a new copy of the document in the selected folder

� To save the document with no link to the attachment you were sent

with your e-mail



Save – once the document has been opened on screen

• Use the normal Save functions available within the program you are using

� To save a new copy of the document within your filing system

� To save the document with no link to the attachment you were sent

with your e-mail

Delete the attachment

Once an attachment has been saved into your filing system, the message

and attachment can be deleted – as it will be taking up unnecessary space on

your PC

With the e-mail selected in its folder or open on screen:

• Click on the [Delete] button on the keyboard

� To move the selected e-mail, including its attachment, to

the Deleted Items folder


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Exercise 18 Work with Contacts and the Address Book

The Outlook Express address book contains details about all your individual

contacts, as well as any distribution groups you have created.

For each contact you can save e-mail addresses, as well as a lot of business

and personal information about each individual.

A group contains a list of individual contacts to whom you regularly send e-

mails. This avoids the need to individually select each member of the group

each time you are sending an e-mail to this group of contacts.

The Contacts list within the main Outlook Express screen shows all the

contacts and groups that you have saved within your address book.

Viewing the Address Book

• From the Toolbar, click the [Addresses] button

� To open the address book

� To view the folders containing contacts and groups

� To view your contacts and groups



Adding a contact to the list

Contacts can be added from within the address book, from the Contacts list,

or from incoming e-mails; or can be automatically added to the list when you

reply to an e-mail.

Adding a contact from within the Address Book

• Click the [Addresses:] button on the Toolbar


• Click the [New] button on the address book toolbar

• Select [New Contact…] from the drop down list

� To open the Properties dialog box for a new contact

• Type the contact’s first name in the [First:] field

• [Tab] to the other name fields you wish to complete

• Type in an [E-mail Address:] for this contact

• Click the [Add] button to the right of the [E-Mail Addresses:] field

� To add this e-mail address to the field below

• Click the [Set as Default] button to the right of the e-mail field

� To set this as the default e-mail address for this contact

• Click [OK]

� To add this contact to your address book

• Click the [Close] button at the top right of the address book

� To close the address book


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Adding a contact from within the Contacts list

• In the Contacts list, displayed at the lower left of the Outlook Express

screen, click the[Contacts] button

� To open a quick menu of options

• From the quick menu, select [New Contact…]

� To open the Properties dialog box for a new contact

• Type the contact’s first name in the [First:] field

• Press [Tab] on the keyboard to move to the other name fields you wish to

complete

• Type in the first [E-mail Address:] for this contact

• Click the [Add] button to the right of the [E-Mail Addresses:] field

� To add this e-mail address to the field below

• Click the [Set as Default] button to the right of the e-mail field

� To set this as the default e-mail address for this contact

• Click [OK]

� To add this Contact to your Contacts list

� To add this Contact to your address book



Adding a contact from an incoming e-mail

• Click on a message in the Inbox

• From the menu bar, select [Tools] [Add Sender to Address Book]

� To add the sender of the message to your address book

Automatically adding a contact when you reply to an e-mail

Outlook Express can be set up so that when you reply to any e-mails, the

names of the people you reply to are automatically added to your address

book.

• From the menu bar, select [Tools] [Options…]

� The Options dialog box will open

• Select the [Send] tab across the top of the dialog box

• Ensure that [Automatically put people I reply to in my Address Book] is

ticked

• Click [OK]

� To finish


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Delete a contact from the list

Contacts can be deleted from within the address book, or from the Contacts

list.

Delete a contact from the Address Book

• Click the [Addresses:] button on the Toolbar


• Click on the contact you wish to delete

� To select it

• Click the [Delete:] button on the Toolbar

� To view a message asking if you wish to permanently delete

this item

• Click [Yes]

� To permanently delete this contact from the address book

Delete a contact from within the Contacts list

• Click on the contact you wish to delete

� To select it

• Click the [Delete:] button on the Toolbar

� To view a message asking if you wish to remove this contact from your

Address Book

• Click [Yes]

� To permanently delete this contact from the address book



Creating a distribution group

Click the [Addresses:] button on the Toolbar


• Click the [New] button on the address book Toolbar

• Select [New Group…] from the drop down list

� To open the group Properties dialog box

• In the [Group Name:] field, type a meaningful name for your group


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Adding Group members

Existing contacts can be added to a group from your address book; or a new

contact can be added to the address book and the group at the same time; or

a member can be added to the group but not to the address book.

Add an existing contact from your address book

• Click the [Select Members] button

� To view your list of contacts

Either

• Double click in turn on each contact you wish to add to the group

Or

• Click on each contact in turn

• Click [Select->]

� To add the required contacts to the Members list

• Click [OK] at the bottom of the Select Group Members dialog box

� To complete adding the members to the group



Add a new contact to your address book and your group

• In the group Properties dialog box, click the [New Contact] button

� To open the Properties dialog box for a new Contact

• Fill in the details for this Contact

• Click [OK]

� To add this Contact to your address book

� To add this Contact to your group

Add a new Contact to your group but not your address book

• In the group Properties dialog box, type the name of your Contact in the

[Name:] field

• Type the e-mail address for this Contact in the [E-Mail:] field

• Click the [Add] button to the right of the [E-Mail:] field

� To add this Contact to your group

Completing the Group

• Click [OK] at the bottom of the group Properties dialog box

� To add this new group to your address book

� To add this new group to your Contacts list

Tip:

When you send an e-mail to a distribution group, the name of the group will

appear in your [To:] field, but the individual contacts’ names, as stored in your

address book, will appear when the mail is received by the recipients.


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Send a message using a distribution group

• Click the [Create Mail] button on the toolbar

� To begin a new mail message

• Click the [To:] button to the left of the [To:] field

� To open the Select Recipients dialog box

• Type in the first couple of letters of your group’s name

� To move to that group in the list of your contacts

Either

• Double click on the group name in the list

Or

• Click on the group name

• Click the [To:->] button to the right of the list of contacts

� To add this group to the list of message recipients

• Click [OK]

� To add the group to the [To:] field in your new message

• Fill in the [Subject:]

• Type in the text of the message

• Click the [Send] button on the toolbar

� To send a copy of the message to each contact in the group


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Automatically complete e-mail addresses when composing

If you type in e-mail addresses when creating a new mail message, these can

be automatically completed by Outlook Express for all contacts contained in

your address book.

• From the menu bar, select [Tools] [Options]

� To open the Options dialog box

• Select the [Send] tab across the top of the dialog box

• Ensure that [Automatically complete e-mail addresses when composing] is

ticked

• Click [OK]

� To finish selecting this option

� To set this up for when you are creating future e-mails



Exercise 19 Use Help Functions

An index of help that is available within Outlook Express can be accessed

from the [Help] menu.

• From the menu bar, select [Help] [Contents and Index]

� The Help dialog box opens

• Select the [Index] tab towards the top left of the dialog box

• Type in a keyword relating to the help you require

� To view the help topics associated with this keyword

• Click on the help topic you require

• Click the [Display] button at the bottom of the keyword list

� To display the help topic you have selected

The [Contents] tab lists the table of contents for help, with main and sub

headings to find the help topic you require.

The [Search] tab allows you to choose from a list of keywords, narrowing your

search until you find topics relevant to your requirements.


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Once your help topic is displayed, use the toolbar buttons at the top of the

Help dialog box as follows:

• Click the [Show/Hide] button

� To expand or collapse the Help screen

• Click the [Back] button

� To go to the previous screen in a sequence of open screens

• Click the [Forward] button

� To go to the next screen in a sequence of open screens

• Click the [Options] button

� To select different Help functions, or to print the topic

• Click the [Web Help] button

� To get additional help from the Internet



• Right mouse click anywhere on the Outlook Express screen

� To see a “Quick Menu” of options specific to the area that was clicked

Context sensitive Help

• Click the [Help] button in the top right corner of a Window

� The cursor becomes a Question mark

• Take the cursor and click onto a function in the Window

� To see Context Sensitive Help


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Exercise 20 Close Outlook Express

• From the menu bar, select [File] [Exit and Log Off Identity]

� To close Outlook Express

� To log off from the current identity

� To ensure that when Outlook Express is next opened you will be asked

which identity you wish to use, rather than automatically opening with

the current identity