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Copyright ICDL Foundation 2012 - 2019. All rights reserved. Reproducing, repurposing, or distributing this courseware without the
permission of ICDL Foundation is prohibited.
ICDL Foundation, ICDL Europe, ICDL, ECDL and related logos are registered business names and/or trademarks of ECDL Foundation.
This courseware may be used to assist candidates to prepare for the ICDL Foundation Certification Programme as titled on the
courseware. ICDL Foundation does not warrant that the use of this courseware publication will ensure passing of the tests for that ICDL
Foundation Certification Programme.
The material contained in this courseware does not guarantee that candidates will pass the test for the ICDL Foundation Certification
Programme. Any and all assessment items and / or performance-based exercises contained in this courseware relate solely to this
publication and do not constitute or imply certification by ICDL Foundation in respect of the ICDL Foundation Certification Programme or
any other ICDL Foundation test. This material does not constitute certification and does not lead to certification through any other process
than official ICDL Foundation certification testing.
Candidates using this courseware must be registered with the National Operator before undertaking a test for an ICDL Foundation
Certification Programme. Without a valid registration, the test(s) cannot be undertaken and no certificate, nor any other form of
recognition, can be given to a candidate. Registration should be undertaken at an Approved Test Centre.
Screen shots used with permission from Microsoft.
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ICDL Computer & Online Essentials S1.0 V1 090719
© 2019
ICDL Computer & Online Essentials
The ICDL Computer & Online Essentials module introduces you to the world of computers,
ICT, software and online tools, helping you use computers and digital devices effectively for
work. Almost every industry in the world utilises computers and digital devices in some way,
so having the core skills to complete common technology tasks is essential for workers.
And with a growing reliance on the Internet for work and communication, having the ability
to use online tools effectively is another crucial component of digital literacy. ICDL
Computer & Online Essentials will guide you through the key skills you need in a work
environment to effectively use computers and devices and engage securely in online
activities.
On completion of this module, you will be able to:
•
•
•
•
•
•
•
•
Understand key concepts and carry out key activities relating to hardware and
software.
Manage files and folders, store data, and manage applications.
Understand network concepts and connect to a network.
Find and manage online information effectively and manage browser settings.
Understand considerations relating to the effective use of common communication
tools.
Send, receive, and manage emails, and use calendars.
Understand potential threats and ways to protect computers, devices, and data.
Recognise considerations relating to safety, well-being, accessibility, and the
environment.
What are the benefits of this module?
This module sets out essential concepts and skills relating to the use of computers and
devices, file and application management, networks, online information, online
communication, and safety.
It will give you the stepping stone to kick start your computer experience and provide a
base to build on in the future. Once you have developed the skills and knowledge set out in
this book, you will be in a position to become certified in an international standard in this
area - ICDL Computer & Online Essentials.
For details of the specific areas of the ICDL Computer & Online Essentials syllabus covered
in each section of this book, refer to the ICDL Computer & Online Essentials syllabus map
at the end of the book.
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ICDL COMPUTER & ONLINE ESSENTIALS
LESSON 1 – COMPUTERS AND DEVICES ................................................................................ 1
1.1 Types of Computers and Devices ..................................................................................... 2
1.2 Integrated and External Equipment ................................................................................... 6
1.3 Common Input and Output Ports ..................................................................................... 11
1.4 Review Exercise.............................................................................................................. 13
LESSON 2 - SOFTWARE ........................................................................................................... 1
2.1 Software Concepts ............................................................................................................ 2
2.2 Operating Systems............................................................................................................ 4
2.3 Applications....................................................................................................................... 5
2.4 Review Exercise................................................................................................................ 7
LESSON 3 - USER ACCESS OPTIONS ..................................................................................... 8
3.1 Logging Off ....................................................................................................................... 9
3.2 Logging in to a Different User Account ............................................................................ 10
3.3 Restarting........................................................................................................................ 11
3.4 Shutting Down ................................................................................................................. 12
3.5 Review Exercise.............................................................................................................. 13
LESSON 4 - FILE MANAGEMENT ........................................................................................... 14
4.1 The Desktop.................................................................................................................... 15
4.2 The Taskbar .................................................................................................................... 16
4.3 File Management ............................................................................................................ 18
4.4 Opening and Navigating File Explorer ............................................................................. 19
4.5 Common Icons and File Types ........................................................................................ 23
4.6 Changing the View Mode ................................................................................................ 25
4.7 Searching for Files .......................................................................................................... 26
4.8 Review Exercise.............................................................................................................. 30
LESSON 5 - ORGANISING FILES AND FOLDERS.................................................................. 31
5.1 Creating Folders and Renaming Files and Folders.......................................................... 32
5.2 Selecting File and Folders ............................................................................................... 33
5.3 Copying and Moving File and Folders ............................................................................. 34
5.4 Deleting and Restoring File and Folders ......................................................................... 35
5.5 Sorting File and Folders .................................................................................................. 36
5.6 Review Exercise.............................................................................................................. 39
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LESSON 6 - STORAGE ............................................................................................................ 40
6.1 Storage Media ................................................................................................................. 41
6.2 Storage Capacity............................................................................................................. 43
6.3 Viewing Properties .......................................................................................................... 43
6.4 Review Exercise.............................................................................................................. 46
LESSON 7 - USB AND BLUETOOTH CONNECTIONS ............................................................ 47
7.1 Using a USB Connection................................................................................................. 48
7.2 Using a Bluetooth Connection ......................................................................................... 50
7.3 Review Exercise.............................................................................................................. 53
LESSON 8 - MANAGING APPLICATIONS ............................................................................... 55
8.1 Installing an Application................................................................................................... 56
8.2 Uninstalling an Application .............................................................................................. 58
8.3 Shutting Down a Non-Responding Application ................................................................ 59
8.4 Taking a Screen Capture ................................................................................................ 60
8.5 Review Exercise.............................................................................................................. 62
LESSON 9 - NETWORKS AND THE INTERNET ...................................................................... 63
9.1 Networks ......................................................................................................................... 64
9.2 Downloading and Uploading ........................................................................................... 65
9.3 The Internet..................................................................................................................... 65
9.4 Connecting to the Internet ............................................................................................... 66
9.5 Connecting to a Wireless Network .................................................................................. 67
9.6 Review Exercise.............................................................................................................. 70
LESSON 10 - ONLINE ACTIVITIES .......................................................................................... 71
10.1 The Web ....................................................................................................................... 72
10.2 Online Activities Overview ............................................................................................. 73
10.3 Search Engines ............................................................................................................. 74
10.4 Searching Using a Keyword, Phrase, or Exact Phrase .................................................. 77
10.5 Searching Using an Image ............................................................................................ 79
10.6 Using Advanced Search Features ................................................................................. 81
10.7 Review Exercise............................................................................................................ 86
LESSON 11 - MANAGING INFORMATION ONLINE ................................................................ 87
11.1 Organising Bookmarks .................................................................................................. 88
11.2 Downloading Files ......................................................................................................... 93
11.3 Web Page Printing Options ........................................................................................... 95
11.4 Copyright and Intellectual Property................................................................................ 96
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11.5 Review Exercise............................................................................................................ 97
LESSON 12 - WEB BROWSER SETTINGS ............................................................................. 98
12.1 Setting the Home Page ................................................................................................. 99
12.2 Managing Pop-Ups ..................................................................................................... 101
12.3 Managing Cookies ...................................................................................................... 102
12.4 Managing Browsing Data ............................................................................................ 103
12.5 Review Exercise.......................................................................................................... 107
LESSON 13 - COMMUNICATING ONLINE............................................................................. 108
13.1 Email ........................................................................................................................... 109
13.2 Messaging, Audio and Video Calls .............................................................................. 109
13.3 Social Networks and Forums....................................................................................... 110
13.4 Good Online Communication Practice ......................................................................... 111
13.5 Review Exercise.......................................................................................................... 112
LESSON 14 - SENDING EMAIL .............................................................................................. 113
14.1 Starting Microsoft Outlook ........................................................................................... 114
14.2 The Outlook Interface .................................................................................................. 115
14.3 Creating and Sending an Email ................................................................................... 117
14.4 Attaching And Removing File Attachments.................................................................. 120
14.5 Review Exercise.......................................................................................................... 123
LESSON 15 - RECEIVING EMAIL .......................................................................................... 124
15.1 Opening and Closing an Email .................................................................................... 125
15.2 Replying to a Message ................................................................................................ 125
15.3 Forwarding a Message ................................................................................................ 126
15.4 Opening, Saving, Deleting a File Attachment .............................................................. 128
15.5 Changing the Read Status of a Message .................................................................... 129
15.6 Flagging a Message .................................................................................................... 130
15.7 Review Exercise.......................................................................................................... 132
LESSON 16 - MANAGING CONTACTS.................................................................................. 133
16.1 Creating a Contact ...................................................................................................... 134
16.2 Updating a Contact ..................................................................................................... 135
16.3 Creating a Contact Group ........................................................................................... 136
16.4 Sending an Email to a Contact Group ......................................................................... 137
16.5 Updating a Contact Group ........................................................................................... 138
16.6 Deleting a Contact or Contact Group........................................................................... 138
16.7 Review Exercise.......................................................................................................... 140
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LESSON 17 - MANAGING EMAILS ........................................................................................ 141
17.1 Sorting Messages ....................................................................................................... 142
17.2 Searching for Emails ................................................................................................... 144
17.3 Creating a New Folder ................................................................................................ 145
17.4 Moving a Message to a Different Folder ...................................................................... 146
17.5 Deleting a Folder ......................................................................................................... 147
17.6 Deleting an Email ........................................................................................................ 148
17.7 Restoring a Deleted Email ........................................................................................... 148
17.8 Using The Junk Folder ................................................................................................ 149
17.9 Using the Out of Office ................................................................................................ 151
17.10 Review Exercise........................................................................................................ 153
LESSON 18 - USING CALENDAR .......................................................................................... 154
18.1 Using the Calendar Pane ............................................................................................ 155
18.2 Scheduling a Meeting .................................................................................................. 157
18.3 Scheduling a Resource for a Meeting.......................................................................... 159
18.4 Accepting and Declining Meeting Requests ................................................................ 160
18.5 Updating a Meeting ..................................................................................................... 161
18.6 Cancelling a Meeting ................................................................................................... 163
18.7 Review Exercise.......................................................................................................... 164
LESSON 19 - SAFETY AND SECURITY ................................................................................ 165
19.1 Threats to Computers, Devices and Data .................................................................... 166
19.2 Protecting Computers, Devices and Data .................................................................... 167
19.3 Protecting Data when Online ....................................................................................... 169
19.4 Using Anti-Virus Software ........................................................................................... 172
19.5 Review Exercise.......................................................................................................... 177
LESSON 20 - ACCESSIBILITY AND ENVIRONMENT ........................................................... 179
20.1 Accessibility ................................................................................................................ 180
20.2 Well-Being................................................................................................................... 186
20.3 Environment ................................................................................................................ 186
20.4 Review Exercise.......................................................................................................... 189
ICDL COMPUTER AND ONLINE ESSENTIALS SYLLABUS .................................................. 191
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LESSON 1 –
COMPUTERS AND DEVICES
In this section, you will learn how to:
•
Define the term hardware
•
Identify the main types of computers and devices
•
Identify the main types of integrated and external equipment
•
Identify common input and output ports
Lesson 1 – Computers and Devices
ICDL Computer & Online Essentials
1.1 TYPES OF COMPUTERS AND DEVICES
Concepts
Hardware is the physical parts or components of a computer or device, such as
the mouse, monitor, keyboard, system unit and speakers. They are physical,
tangible objects.
Hardware
Two popular types of personal computing devices are desktop computers and
laptop computers. Smaller, cheaper versions of laptops known as netbooks are
also quite common, but these simply allow users to connect to the Internet and
may suffer from poor performance.
Also popular are devices such as tablets, which are smaller again and usually
feature a touch screen. Of course, some of the most popular devices in the world
today are mobile phones and smartphones. Smartphones integrate computing
functionality with mobile phone technology.
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Desktops
A desktop computer is a computer that is designed to stay in a single location. It
can also be referred to as a personal computer (PC). In the early age of
computers, the term "personal computer" was used to differentiate between
computers for personal use and larger computers, such as mainframes and
supercomputers.
A PC may be a desktop computer or a tower (also known as a system unit).
Unlike laptops and other portable devices, PCs such as desktop computers are
not powered from an internal battery and therefore must remain connected to a
power outlet.
Desktop
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Laptops
Laptop computers, as the name implies, are small portable computers that can
run on a battery as well as mains power. They are usually designed for mobile,
flexible use. They use special screens, rather than the traditional VDUs (Visual
Display Units), which allows for longer battery life as well as portability.
While they tend to be more expensive than an equivalent desktop computer, they
can match the power of a desktop computer.
Laptop
Tablets
A tablet, or tablet PC, is a hand-held mobile device that combines computing and
Internet access. Tablets use a touch screen as the primary input device. Most
tablets are smaller and weigh less than the average laptop.
Early tablet touch screens were designed to work with light pens, but most
modern tablets support human touch input. Many tablets now support multi-touch
input, which allows you to perform gestures using more than one finger, such as
pinching an image to zoom in or spreading your fingers apart to zoom out. Tablets
allow you to enter text using a pop-up keyboard that appears on the touch screen.
Tablet
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Smartphones
A smartphone is a small hand-held device with a touchscreen interface that
combines computing and Internet access along with the functionality of a mobile
phone. Capabilities and standards vary from one manufacturer to another. Most
smartphones have the following options:
•
•
•
•
•
•
An operating system to connect to other devices and to install applications
Apps to send and receive emails and browse the Web
Popular social networking apps
Personal and contact management organiser
Global Positioning System (GPS) features
Reader apps to view documents in Microsoft Word or Adobe PDF format
Other features can include a built-in camera and the ability to play music, display
photos and video clips. Of course, you can also make a phone call using a
smartphone.
Smartphone
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ICDL Computer & Online Essentials
1.2 INTEGRATED AND EXTERNAL EQUIPMENT
Concepts
There are many types of hardware, sometimes called equipment, used with
computers. Some equipment can be installed in a computer. This is often referred
to as built-in or integrated. And some equipment can be connected to the outside
of a computer. This is often referred to as external. Many tablets, laptops, and
netbooks have integrated equipment.
Screens
A screen is a device used to visually display output such as text and graphics.
There are several different types and they can be external or integrated into
computing devices.
A Visual Display Unit
(VDU) or monitor are
terms commonly used
for the screen of a
computer. They show
the main output of the
computer.
A projection screen is
used for displaying
presentations running on
a computer to a group of
people using a projection
device connected to the
computer.
A touch screen is an
integrated VDU that also
serves as an input
device. These are
commonly used on
mobile devices, such as
tablets and smart
phones. Touch screens
enable interaction with
what is displayed on
screen by touching the
screen with a stylus or
one or more fingers.
Keyboards
A keyboard is used to enter information, for example characters or commands,
into the computer. A laptop computer comes with an integrated (built-in) keyboard
but it is an external device when used with a desktop computer.
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Keyboard
Mouse
When using an operating system such as Microsoft Windows, you use the mouse
to control a pointer on the screen. The pointer can be used to select items, issue
commands, click and drag and drop items from one place to another.
Mouse
Trackpad
A trackpad, or touchpad, is an integrated device that is used like a mouse. It
translates the motion and position of a user's finger to a related position on
screen. They are often used on laptop computers, in place of a mouse.
Trackpad
Cameras
Cameras are used to capture digital images or videos. They can be integrated into
the computer or device or connected externally. Most modern computer screens,
laptops, tablets and smartphones come with an integrated camera. The image or
video captured can be saved, viewed and transmitted in real time to other
computers and devices using the Internet. Sometimes these types of cameras are
called web cameras (web cams).
Webcam
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A digital camera may also take the form of a traditional camera but instead of
storing images on rolls of film which require developing, images or video are
stored digitally in memory housed within the camera, or on memory cards. These
pictures or video can easily be transferred to your computer and then manipulated
using a graphics or video editing programs, which you may have on your
computer.
Speakers
Speakers are used to produce sound waves audible to the human ear. Most
modern computers come with built-in speakers or you can connect external
speakers.
Speaker
Microphone
Microphones are used to digitally capture sound. Most modern computers come
with a built-in microphone or you can connect an external microphone.
Microphone
Docking Station
Docking Stations are external devices used to connect laptops to other devices
such as keyboards, monitors, speakers or printers. They expand the number of
devices that can be connected at one time.
Docking station
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Headset
Headsets are external devices that combine headphones and a microphone to
provide the functionality of a hands-free telephone. They can, for example, be
used for video calling or interactive gaming.
Headset
Storage
A computer storage device is a type of hardware that stores digital data. Storage
devices can be internal or external.
One common type of storage device is a hard drive, which nearly all computers
have. The computer's main hard drive stores the operating system, applications,
and files and folders associated with users of the computer.
Internal Hard drive
Several other types of storage device are common as well. Flash memory
devices, such as USB drives, are popular ways to store data in a small, mobile
format.
USB Drive
Other types of memory, such as memory cards, are frequently used to store
images taken by digital cameras.
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Memory cards
External hard drives that connect via cable are also common. These types of
drives are frequently used for backing up internal hard drives, for storing videos
and photographs, or for simply adding extra storage.
Online/Cloud file storage is a type of file storage service available over the
Internet.
Printers
A printer is an external device that prints information on paper or other media.
Printers may be connected to computing devices, using a cable or wirelessly via
wi-fi. There are a vast number of different printers available. The most common
types are inkjet and laser printers, both of which can produce coloured output.
The laser printer is mostly used in offices where large volumes of printing is
necessary. It is more economical and uses the same technology as a photocopier;
these are more common in black and white, but colour laser printers are also
available.
Laser printer
The inkjet printer is the most commonly used printer in the home. It prints by
spraying ink on the page using cartridges filled with ink. While inkjet printers are
commonly cheaper to buy than laser printers, they can be more expensive to run.
Inkjet printer
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Scanners
A scanner is an external device, used to scan printed material and convert it into a
digital format. Pictures can be scanned and then edited using a graphics
application. Printed text can be scanned and converted to a picture of the text or
actual text, which can be edited using a word processing application.
Scanner
1.3 COMMON INPUT AND OUTPUT PORTS
Concepts
Devices are often physically connected to computing devices, such as a laptop,
through an input/output (I/O) port.
Universal Serial Bus (USB)
The best-known input/output (I/O) port is the Universal Serial Bus (USB). USB
ports are standard cable connection interfaces used by personal computers and
other devices.
USB symbol
You will see one or more USB ports on your computer system unit or laptop,
allowing you to plug in devices designed for the USB. USB ports are typically
used to physically connect storage devices. They are also used to connect other
devices including printers, scanners, digital cameras, and mobile phones.
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USB port
High-Definition Multimedia Interface (HDMI)
HDMI is another type of input/output port. HDMI is typically used to connect to
media devices to transfer video and audio data, for example, to connect a
computer to a monitor. HDMI is a digital replacement for existing analogue video
standards.
HDMI
Video Graphics Array (VGA)
VGA ports are used to physically connect a monitor, projector or TV to transfer
video data. VGA ports are most typically used to connect monitors to the system
unit. The main disadvantage of VGA ports is that they only carry video output. If
you also want sound output, you need to connect another device such as
speakers. VGA is an analogue connection and is increasingly being replaced by
the digital HDMI connection.
VGA
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ICDL Computer & Online Essentials
1.4 REVIEW EXERCISE
1. What does the term hardware refer to? Give three examples of hardware.
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
2. What is the full version of the following abbreviations?
a. HDMI
b. VGA
c. USB
3. Name three types of screens.
___________________________________________________________
___________________________________________________________
___________________________________________________________
4. List three types of storage devices.
___________________________________________________________
___________________________________________________________
___________________________________________________________
5. Name the type of printer, which uses the same technology as photocopiers and is
typically found in an office environment.
___________________________________________________________
6. You need to connect your laptop to several devices at the same time. What device
will help you to do this?
___________________________________________________________
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LESSON 2 SOFTWARE
In this section, you will learn how to:
•
Define the term software
•
Distinguish between operating systems and applications
•
Recognise that software can be installed locally or accessed online
•
Identify common examples of operating systems
•
Identify common examples of applications
Lesson 2 – Software
ICDL Computer & Online Essentials
2.1 SOFTWARE CONCEPTS
Concepts
The programs used to operate computers and related devices and to carry out
tasks are known generally as software.
Software can be considered as the set of instructions designed to make the
computer work by telling the computer and related devices to perform specific
tasks. For instance, when you type in words via the keyboard, software is
responsible for displaying the correct letters, in the correct place on the screen.
Categories of software include:
•
Operating Systems: These systems, and their related utilities, enable the
computer to function. The operating system controls the computer,
schedules tasks, manages storage, and handles communication with other
devices.
•
Applications: This software is designed to carry out specific tasks for
users. An example of an application is a word processing tool such as
Microsoft Word or a web browser such as Google Chrome.
Software can be installed locally on a specific computer or device. Software can
be installed using a CD-ROM, DVD, network or online via the Internet. Software is
increasingly accessed online (without installing the software directly on the
device); this software is commonly referred to as being “cloud-based”.
The diagram below shows how the operating system software and application
software are layered on a typical desktop computer. The arrows indicate
information flow.
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Software Layer on a Typical Desktop Computer
Software is usually held on your computer’s hard disk and is loaded from the disk
into the computer’s RAM when it is needed. Random Access Memory (RAM) is
the place where the computer keeps software and information that it is currently
using or working on. RAM is a temporary storage location – when the computer is
switched off the data here is lost.
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ICDL Computer & Online Essentials
2.2 OPERATING SYSTEMS
Concepts
Operating systems are designed to control the computer, schedule tasks, manage
storage, and handle communication with other devices. The computer’s operating
system manages its memory, processes, and all its software and hardware. For
example, there are usually many different programs running at the same time on a
computer, and they all need access to the computer’s central processing unit
(CPU), memory, and storage. The operating system ensures each program gets
what it needs by coordinating activities.
Modern operating systems use a graphical user interface (GUI), which lets you
interact with the computer, for example to click on icons, buttons, and menus.
How you control the interaction depends on the type of computer you are using,
for example with desktop computers you typically use a mouse and keyboard,
whereas with tablets and smartphones you typically use touch to interact with a
touchscreen.
Operating systems typically come preloaded with the computer, but it is possible
to upgrade or even change operating systems.
Some common operating systems for personal computers are:
1.Microsoft Windows
2.Apple macOS
3. Linux
Mobile devices such as smartphones or tablets usually run operating systems that
are designed specifically for mobile devices. Some common operating systems for
mobile are:
1. Apple iOS
2. Android OS
3. Microsoft Windows
In general, operating systems for mobile devices are not as fully featured as those
made for desktop and laptop computers, and they are not able to run all the same
software.
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2.3 APPLICATIONS
Concepts
An application is a type of software that allows you to perform specific tasks such
as creating documents, sending messages or searching online. Numerous
applications exist, and they fall into many different categories.
Office Productivity
Office productivity applications are designed for producing outputs, such as
documents, presentations, spreadsheets or databases. These applications are
typically combined in suites.
Among other things, the following examples of office productivity suites include
word processing, presentation and spreadsheet applications:
•
Microsoft Office (Word, Excel and PowerPoint)
•
G Suite (Docs, Sheets and Slides)
•
Apple iWork (Pages, Numbers and Keynote)
•
Apache OpenOffice (Writer, Calc, Impress)
•
LibreOffice (Writer, Calc, Impress).
Web Browser
Web browsers are used for accessing information available on the World Wide
Web, such as web pages and search engines. Examples include:
•
Google Chrome
•
Mozilla Firefox
•
Apple Safari
•
Microsoft Edge
•
Microsoft Internet Explorer
Communications
Communications applications are used for communicating over the Internet and
include email, messaging, voice call and video call applications. Skype and Viber
are examples of messaging and video / voice call applications. Microsoft Outlook
and eM Client are examples of email applications.
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Social networking
Social networking applications include mobile applications and websites that allow
users to connect and exchange status updates, comments, photographs, videos
and links etc. Examples include:
•
Facebook
•
Instagram
•
Twitter
•
LinkedIn
Internet forums are included in this category. Internet forums are used for
interacting with like-minded people over the Internet based around a topic such as
marketing, architecture or gaming. They are a useful resource for discussing
topics and asking questions. Reddit and Quora are examples of forums.
Design
Design applications include photo-editing and desktop publishing applications.
Adobe Photoshop and GIMP are examples of photo-editing software. They are
used for editing digital images. Adobe InDesign and Microsoft Publisher are
examples of desktop publishing applications which are used for creating
professional layouts for publication. Both types of application are used in the
creation of publications such as advertising materials and magazines.
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2.4 REVIEW EXERCISE
1. Give an example of an operating system.
___________________________________________________________
2. Give an example of a social network website / application.
___________________________________________________________
3. Name three types of software that are typically bundled in an office productivity suite
such as Microsoft Office.
___________________________________________________________
___________________________________________________________
___________________________________________________________
4. Give an example of a task that you could carry out using Google Chrome?
___________________________________________________________
5. Your employer has asked you to set up a video call with an important customer.
Name a software application that you could use for this task.
___________________________________________________________
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LESSON 3 USER ACCESS OPTIONS
In this section, you will learn how to:
•
Log off a computer
•
Log in to a different user account
•
Restart a computer
•
Shut down a computer
Lesson 3 – User Access Options
ICDL Computer & Online Essentials
3.1 LOGGING OFF
Concepts
There are different options for managing access to a computer and these can be
useful when using a computer in the workplace, especially when multiple people
are using a shared computer.
One useful option is logging off the computer, commonly referred to as signing
out. Logging off a system means that the user currently logged in ends their
session but leaves the computer running. This helps to protect the user’s account
from unauthorised access. This is generally done when a system is shared
between multiple users, for example in a school, library or workplace.
Note that the examples in the remainder of this book use the Microsoft Windows
10 operating system.
Steps
To log off a computer:
1. Click the Start button.
2. Click the Profile icon along the left-hand side of the Start menu. Note that
you can customise the Start menu so other folders may display depending on
your set-up.
3. Click Sign out.
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3.2 LOGGING IN TO A DIFFERENT USER ACCOUNT
Concepts
Logging in to a different user account can be used to change accounts without
needing to shut the computer down. This can be useful, for example, if a
colleague forgets to log off from their account, you can quickly switch to your
account on the same computer.
Steps
To log in to a different user account:
1. Close any open files and applications.
2. Click the Start button.
3. Select the Profile icon.
4. Select Switch account.
5. Select the relevant Profile icon and enter the login information for the
selected account.
Alternative steps:
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1. Close any open files and applications.
2. Hold down the Ctrl, Alt and Delete keys.
3. Click Switch User.
4. Select the relevant Profile icon and enter the appropriate login information.
3.3 RESTARTING
Concepts
Restarting (or rebooting) puts the computer through a process that shuts it down
and then starts it back up again. This is frequently required after software
installations or during troubleshooting.
Steps
To restart a computer:
1. Click the Start button.
2. Click the Power icon.
3. Click Restart.
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3.4 SHUTTING DOWN
Concepts
Shutting down (or powering down / powering off) puts the computer through a
process that shuts down the computer completely. It will not come back up again
without someone powering it back on.
Steps
To shut down a computer:
1. Click the Start button.
2. Click the Power icon.
3. Click Shut down.
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3.5 REVIEW EXERCISE
1. Practice the following tasks:
a. Log off the computer.
b. Sign in as a different user.
c. Restart the computer.
d. Shut down the computer.
2. Name one reason why you might be required to restart a computer.
___________________________________________________________
3. What is another term for restarting a computer?
___________________________________________________________
4. You share a desk space and a computer with a work colleague. You have finished
work for the day and your colleague will arrive shortly. What steps should you take
before you leave?
___________________________________________________________
5. List the steps for powering off a computer.
___________________________________________________________
___________________________________________________________
6. List the steps for restarting a computer.
___________________________________________________________
___________________________________________________________
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LESSON 4 FILE MANAGEMENT
In this section, you will learn how to:
•
Understand the function of the desktop, the taskbar and the operating
system’s file management application
•
Understand how drives, folders and files are organised
•
Navigate between drives, folders, sub-folders and files
•
Display files and folders in different view modes
•
Identify common icons and file types
•
Search for files and folders
Lesson 4 – File Management
ICDL Computer & Online Essentials
4.1 THE DESKTOP
Concepts
The purpose of the desktop, the taskbar and the operating system's file
management application are to allow you to efficiently manage and access files,
folders, and applications.
The desktop is what you see when your computer has completed the start-up
process and you have logged in. It is a customisable screen which uses icons to
provide quick access to files, folders, applications and the Recycle Bin.
The desktop will look different depending on what type of operating system you
are using, but it generally consists of a bar at the bottom, top, and/or sides of the
screen, with the rest of the screen containing a desktop background or wallpaper.
You can find icons of files, applications, or shortcuts on the desktop background
area. Note that shortcuts are useful for accessing items such as software
programs or files more easily. Using a shortcut on the Desktop avoids having to
search for the file, folder, program or device.
Desktop
Icons
Windows 10
Desktop
Taskbar
Windows 10 Desktop
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4.2 THE TASKBAR
Concepts
The taskbar is the long horizontal bar which is usually displayed at the bottom of
your screen. It is a customisable bar – for example, you can add (pin) applications
to the taskbar for easy access. It contains the Start button, which provides quick
access to applications and settings, the search box, pinned and open
applications, and the notification area.
It contains three main sections:
1.Start
button
2. Middle section
Opens the
Start
menu.
Shows open programs and files and allows you
to quickly switch between them.
3. Notification
area
Shows clock and
settings icons.
You can use the search box beside the Start button to search Windows.
Taskbar Search box
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Steps
To customise the taskbar by pinning an application:
1. Open the application.
2. Right click on the application icon on the taskbar.
3. Select Pin to Taskbar from the menu. The application will be added to the
taskbar.
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4.3 FILE MANAGEMENT
Concepts
Data is saved to a computer system as electronic files, files enable you to retrieve
information when required. For example, you may compose and save a
document, such as an Employee Handbook, as a file. Once the document is
saved as a file, it can be retrieved later to be revised or printed off as required. A
file is an item that is used to store information, such as text or images. On your
computer, files are displayed as icons; this makes it easy to recognise the file type
by looking at its icon.
Folders are used to help with the organising of files on a computer. Folders are
placeholders or storage containers used to hold files and other folders known as
sub-folders. Folders keep files organised by grouping them together. Managing
files and their organisation into folders is a fundamental task of computing. It is
vital to use a logical structure for storing files and folders. Folders are used to
organise your files just like a filing cabinet. Grouping files into folders will help you
manage your files in a logical, structured way on the computer.
You can think of the information on your computer as being stored hierarchically.
In other words, your computer has one or more drives which contain folders; these
folders contain files, such as documents or pictures, or other folders.
Windows identifies the different drives on your computer with a series of letters.
For instance, the letter ‘C’ is usually given to the main hard drive on the computer.
Some computers may have two hard disks, one of which will be the C drive and
the other may be the D drive.
USB drives are called Removable Disks and may be assigned different letters,
depending on the number of disks installed on your computer.
You can use these drives to find or save folders and files.
Managing files and folders in Windows 10 is done using File Explorer, the
operating system’s file management application. This is a graphical user interface
used to access and manage the files, folders and drives on the computer.
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Quick Access Toolbar
Tabs
Address bar
Navigation pane
Back, forward and up arrows
ICDL Computer & Online Essentials
Search box
File and folder list
Details pane
File Explorer window
4.4 OPENING AND NAVIGATING FILE EXPLORER
Concepts
One of the activities you can perform in File Explorer is to navigate between your
computer’s drives, folders, sub-folders and files.
Steps
To open File Explorer:
1. Click on the File Explorer app icon on the taskbar. This will launch the
application.
Alternatively:
1. Click the Start button.
2. Scroll to Windows System and click on the down pointing arrow.
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3. Select File Explorer. This will launch the application.
To pin File Explorer to the taskbar, if it is not already on the taskbar:
1. Right click on the File Explorer icon on the taskbar.
2. Select Pin to Taskbar from the menu. File Explorer will be added to the
taskbar.
To navigate File Explorer to view and open files, folders and drives:
1. If not already open, click the File Explorer icon on the taskbar.
2. In the left-hand pane, click the arrow beside a drive, folder or subfolder to
display its contents in the left-hand pane.
3. In the left-hand pane, click a drive, folder or subfolder to display its contents in
the right-hand pane. For example, choose This PC along the left-hand side of
the File Explorer window. Drives and folders will be displayed in the righthand pane.
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4. To open a folder in the right-hand pane, double click it or right-click it and click
Open. Its contents display.
5. To open a file in the right-hand pane, double click it or right-click it and click
Open. The file opens.
6. To open a drive in the right-hand pane, double click it or right-click it and click
Open. Its contents display.
7. Click the Back button
and the Forward button
locations you have already visited.
to navigate through
8. Click the Up arrow button to navigate up a level in the hierarchy.
9. The address bar at the top of the File Explorer window displays your current
location as a series of links separated by arrows. Click one of the links to go to
that location.
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Note that a file typically opens in the program used to create or edit it. For
example, a text file will open in your word processing program. Depending on your
set-up, you may be able to change this when opening a file in File Explorer.
To change the default program with which to open a file:
1. Right-click the file.
2. Click Open with.
3. Click the name of the program that you want to use.
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4.5 COMMON ICONS AND FILE TYPES
Concepts
Operating systems, such as Windows 10, typically use icons - symbols or images
- to represent files, folders, applications, shortcuts, or devices.
In Windows 10 common icons include:
Item
Examples
Files
Folders
Applications
Drives
Shortcuts
Printers
Available Printer
Current Printer
Recycle Bin
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File Types
In Windows, each file is represented by a small icon. Windows file names have
two parts: the name and the extension (suffix), separated by a period. The
extension is a three or four letter abbreviation that comes after the period.
File Type
File Extension
Word Processing
.docx
Spreadsheet
.xlsx
Presentation
.pptx
Portable Document
Format
.pdf
Image
.gif, .jpeg, .bmp
Audio
.mp3
Video
.avi
Compressed
.zip
Executable
.exe
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4.6 CHANGING THE VIEW MODE
Concepts
When you open a folder or a drive, you can change how the files and folders
appear in the window.
For example, you might prefer to view the contents of a folder as larger (or smaller
or medium) icons, as tiles or as a list. If you want to see different kinds of
information about each file, you should choose the Details view.
To change the appearance of files and folders, you use the View tab and select
from the layout options.
The View tab with Large icons selected in the Layout group
Steps
To change the way files and folders display in File Explorer:
1. In File Explorer, click the View tab.
2. Click the preferred option in the Layout group in the View tab. For example,
click List.
The List view is displayed.
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The View tab with List selected in the Layout group
4.7 SEARCHING FOR FILES
Concepts
If you have many files and folders, it may be difficult to find the one that you need.
You can use the search box in File Explorer, to help you find a file or folder.
The search function tries to match the text you enter against text in the file name
and contents, as well as in file properties. The search includes all folders and
subfolders in the location where you are searching. The location searched is
determined by what is displayed in the address bar.
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You can also use special characters called wild cards in a search. For example,
you can use a question mark (?) instead of a single character and an asterisk (*)
instead of any number of characters.
When you click into the search box you can also select the Search Tools
contextual tab that displays to quickly narrow down a search. This is a very useful
tool for speeding up searches and finding accurate results. You can use it to
search for a file based on one or more if its properties, such as the date the file
was last modified.
For example, if you remember that you created a file last month, but you cannot
remember what you named this file you can search by date modified. Or if you
remember part of the information typed into a document, you can perform a
search by content.
Search Tools contextual window
Steps
To search for a file or folder by using the file name or part of the file name.
1. Open File Explorer and navigate to the location to search.
2. Type a word or part of a word in the search box.
3. When the file that you want is displayed, stop typing and select the file.
4. Click Close Search in the Search tab to close the search results window and
the Search tab.
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To search for a file using wild cards:
1. In File Explorer navigate to the location to search.
2. Type the search word or phrase using wild cards in the search box. For
example:
• To search for all files whose names start with b, type: b*
• To find all files with the extension .txt, type *.txt
• To search for all files whose names start with za and contain 5
characters, type: za???
• To search for all Microsoft Excel files whose names start with za
and contain 5 characters, type: za???.xlsx
3. When the file that you want is displayed, stop typing and select the file.
4. Click Close Search in the Search tab to close the search results window and
the Search tab.
To search for a file by properties: content
1. In File Explorer navigate to the relevant location to search.
2. Click in the search box and select Advanced Options in the Options group
in the Search tab.
3. Ensure File Contents is selected to include file contents in the search.
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4. In the search box enter the text to search for in the file content. The results will
be displayed.
5. Select the relevant file.
6. Click Close Search in the Search tab to close the search results window and
the Search tab.
To search for a file by properties: date modified
1. In File Explorer navigate to the relevant location to search.
2. Click in the search box, enter the text to search for if appropriate, and select
Date modified in the Refine group in the Search tab.
3. Select a relevant time period from the menu. The results will be displayed.
4. Select the relevant file.
5. Click Close Search in the Search tab to close the search results window and
the Search tab.
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4.8 REVIEW EXERCISE
1. Identify the following icons:
2. Where do you store your files on the computer to keep them organised?
a. Box.
b. Placeholder.
c. Folder.
d. Desk.
3. Set the view of a folder to display as large icons.
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LESSON 5 ORGANISING FILES AND FOLDERS
In this section, you will learn how to:
•
Create folders
•
Recognise good practice in naming files and folders
•
Rename files and folders
•
Select, copy and move files and folders
•
Delete and restore files and folders
•
Sort files
Lesson 5 – Organising Files and Folders
ICDL Computer & Online Essentials
5.1 CREATING FOLDERS AND RENAMING FILES AND
FOLDERS
Concepts
How you organise and name your folders and files will have a big impact on your
ability to find those files later and to understand what they contain. You should be
consistent and descriptive in naming and organising files so that it is obvious
where to find specific data and what the files contain.
Some basic guidelines for structuring folders and naming files are:
•
Keep file and folder names short, but meaningful.
•
Avoid unnecessary repetition and redundant words in file names and file
paths.
•
Use capital letters or underscore to delimit words, not spaces.
•
Avoid special characters such as
~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ' " and |.
Steps
To create a folder:
1. Navigate to where the folder is to be created, for example in another folder in
File Explorer or on the Desktop.
2. Right-click a blank area in the window in File Explorer, for example in the
other folder window, or on the Desktop and click New.
3. Select Folder.
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4. Enter a folder name, and then press Return.
The new folder will appear in the location you specified.
To rename a file or folder:
1. Right-click the file or folder that you want to rename.
2. Click Rename.
3. Enter the new name.
4. Press the Return key.
Tip: Remember to use meaningful names for folders and files to help with
searching and organisation.
5.2 SELECTING FILE AND FOLDERS
Concepts
You may want to select:
•
A single file or folder
•
Files and folders that are grouped together
•
Files and folders that are not grouped together
Files and folders that are grouped together are sometimes referred to as
consecutive or adjacent files and folders. Files and folders that are not grouped
together are sometimes referred to as non-consecutive or non-adjacent files and
folders.
Steps
To select files and folders:
1. To select a single file or folder, simply click on it.
2. To select a consecutive group of files or folders, click the first item, press and
hold down the Shift key, and then click the last item.
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3. To select non-consecutive files or folders, press and hold down the Ctrl key,
and then click each item that you want to select.
4. To clear a selection, click a blank area of the window.
5.3 COPYING AND MOVING FILE AND FOLDERS
Concepts
You can copy or move files and folders by using the copy or cut functions. The
copy function will create a copy of the file or folder and will temporarily store it in
memory, until it is pasted into a new location. The cut function will remove the file
or folder from its current location and temporarily store it in memory, until it is
pasted into a new location.
You can also copy or move files and folders using the drag-and-drop method.
When using the drag-and-drop method across two folders on the same hard disk,
the item is moved; however, if the destination is a different location such as a USB
drive, the item is copied.
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Steps
To copy or move files and folders using the copy and cut functions:
1. Right-click on the file or folder you wish to copy or move.
2. Click Copy to copy the file or folder, or click Cut to move the file or folder.
3. Click on the new location where you want to copy or move the file or folder to.
4. Right-click a blank space and click Paste.
To copy or move files and folders using the drag and drop method:
1. Open a File Explorer window and go to the location, for example the folder,
containing the file or folder that you want to move or copy (the source).
2. Open another File Explorer window and go to the location, for example the
folder, where you want to move or copy the file or folder to (the destination).
3. Arrange the two windows side by side on the desktop.
4. To move a file or folder, drag the file or folder from the first folder (source) to
the second folder (destination).
5. To copy a file or folder, press Ctrl while dragging the file or folder from the first
folder (source) to the second folder (destination).
5.4 DELETING AND RESTORING FILE AND FOLDERS
Concepts
When you delete a file or folder, it is not deleted right away. Instead, it is stored in
the Recycle Bin until the Recycle Bin is emptied. You can also restore a file or
folder from the Recycle Bin.
The Recycle Bin on the Desktop
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Steps
To delete files and folders:
1. Select the items to delete.
2. Press the Delete key on the keyboard.
Alternatively, you can also delete a file or folder by dragging it to the Recycle Bin.
Alternative steps:
1. In File Explorer, select the items to delete.
2. Click Delete in the Organize group in the Home tab to delete the items.
3. Or choose the Delete drop down arrow and select Recycle or Permanently
delete.
To restore a deleted file or folder:
1. Open the Recycle Bin by double-clicking the Recycle Bin on the desktop.
2. Select the deleted item or items.
3. Click Restore the selected items in the Restore group in the Manage tab. Or
right-click the item and click Restore.
The item is moved to the location it originated from.
5.5 SORTING FILE AND FOLDERS
Concepts
When you are working with files and folders, you may want to sort them in
ascending or descending order by different criteria, such as:
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•
Size
•
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•
Type
Generally, files are listed in alphabetical (ascending) order by name.
Steps
To sort files by name in ascending / descending order:
1. In File Explorer, open the folder containing the files to sort.
2. Click the View tab.
3. To sort files in ascending order by name, select the Sort By button in the
Current View group. If necessary, select Name and Ascending. The folder
contents will be sorted by name in ascending order. Note that by default,
typically files are listed in ascending order by name.
4. To sort files in descending order by name, select the Sort by button in the
View tab, in the Current View group. If necessary, select Name and click
Descending to sort in descending order. The folder contents will be sorted by
name in descending order. Note that if the files are listed in ascending order by
name, you only need to click Name to sort the files in descending order by
name.
To sort files by size in ascending / descending order:
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1. In File Explorer, open the folder containing the files to sort.
2. Click the View tab.
3. Select the Sort By button in the Current View group
4. Click Size and click the Ascending or Descending option, as required.
The folder contents will be sorted by size in ascending / descending order.
You can sort files by the Date modified or by Type following the same steps as
above.
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5.6 REVIEW EXERCISE
1. What key do you press on the keyboard when selecting several files that are listed
next to each other?
a. Shift.
b. Ctrl.
c. Alt Gr.
d. Spacebar.
2. Where do deleted files go?
a. Dump.
b. Recycle bin.
c. Clipboard.
d. Documents folder
3. Create a folder on the desktop and name it Testing.
4. Open the Testing folder and create 3 subfolders with the following names:
a. Reports
b. Photos
c. Emails
5. Set the sort order of the Testing folder in descending order by name.
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LESSON 6 STORAGE
In this section, you will learn how to:
•
Identify the main types of storage media
•
Identify file and folder size and storage capacity measurements
•
Display file, folder and drive properties
Lesson 6 – Storage
ICDL Computer & Online Essentials
6.1 STORAGE MEDIA
Concepts
The main types of storage media are:
Internal hard drive
This internal storage component is a nonvolatile, random access storage device for
digital data. Non-volatile means that the data
remains on the hard drive when the computer is
powered off. A computer’s internal hard drive is
its primary storage device for digital data. This
is where the operating system, such as
Windows 10, as well as your own files are
stored. When you install new applications, they
are copied to your internal hard drive. In File
Explorer the C: drive represents the internal
hard drive.
External hard drive
A hard drive located outside of the computer.
This device has the same properties as an
internal hard drive, but it is portable. External
hard drives may be wireless or connect via a
USB cable. These types of drives are
frequently used for backing up internal hard
drives, for storing videos and photographs, or
for simply adding extra storage. They are
available in a range of speeds and storage
capacities.
Network drive
A drive shared by multiple users or devices. In
an office, it is normal that the computers are
connected together on a network. This allows
network users to store data centrally, on a
network drive or server. This network drive
should be backed up by IT support staff
regularly.
USB flash drive
A portable digital storage device. These small
devices are a popular way to store data in a
small, mobile format. These are also known as
USB keys, memory sticks or pen drives. USB
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flash drives are small external memory devices
that plug into a USB port. In Windows Explorer,
they appear just like any other drive. They are
supplied in a range of sizes and are a cheap
and portable storage device.
Memory card
A small digital storage device used in cameras
or other devices. A memory card, or a flash
memory card, is a form of storage often used in
devices such as digital cameras, mobile
phones, music players, video game consoles.
There are different types of memory cards – for
example, Secure Digital (SD) cards or Memory
Sticks - with different storage capacities. Many
PCs, laptops, and devices have built-in slots for
different types of memory cards.
Online/Cloud file storage
Online/Cloud file storage is a type of file
storage service available over the Internet.
Users can upload files and can then access
them over the Internet from a different
computer, tablet, smart phone or other Internetconnected device.
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6.2 STORAGE CAPACITY
Concepts
Storage capacities and file and folder sizes are measured from lowest to highest
in bits, bytes, kilobytes (KB), megabytes (MB), gigabytes (GB), terabytes (TB),
petabytes (PB).
The relationship between storage capacity measurements is:
Unit Bit
Kilobyte (KB)
Size
Comparable To
1,024 Bytes ½ page of plain text
700 pages of plain text or one picture/graphic
Megabyte (MB) 1,024 KB
Gigabyte (GB)
1, 024 MB
A set of encyclopedias
Terabyte (TB)
1,024 GB
A bookstore full of books
Petabyte (PB)
1,000 TB
500 billion pages of plain text
A file’s size is influenced by several factors but ultimately the more information a
file stores, the larger it will be.
6.3 VIEWING PROPERTIES
Concepts
If you want to know the size of a file, folder or drive, you can view its properties.
Properties are not part of the actual file content but are pieces of information
about the file. Other properties of a file, folder or drive may include name, date
created, date modified, and location.
For a storage device, such as a local drive or an external USB drive flash drive,
you can view how much space is used on it and how much space it has left by
viewing its properties.
There are a few different ways to view properties.
Steps
To display file, folder or drive properties:
1. In File Explorer, right-click the file, folder or drive.
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2. Click Properties.
If you selected a folder, common properties such as name, size and location are
displayed in the Properties dialog box.
Example of a folder’s properties
If you selected a drive, such as the local drive or a USB flash drive, the properties
including the total size, space used, and available free space are displayed.
A local drive’s properties
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Alternatively, to view available space on a drive / storage device:
1. In File Explorer, click This PC in the left-hand pane. The total size and
available free space on any devices and drives appear below the names in the
right-hand pane.
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6.4 REVIEW EXERCISE
1. Name three types of portable storage devices.
___________________________________________________________
___________________________________________________________
___________________________________________________________
2. Give another term for online file storage.
___________________________________________________________
3. List the storage capacity measurement units from highest to lowest.
___________________________________________________________
___________________________________________________________
4. What type of device is the C: drive on your computer?
___________________________________________________________
5. Launch File Explorer and go to this PC, how much space is left on your PC?
___________________________________________________________
6. View the properties of your C: drive.
7. You want to see how much space is left on a USB flash drive. List the steps you
should take to view the properties of the drive?
___________________________________________________________
___________________________________________________________
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LESSON 7 USB AND BLUETOOTH CONNECTIONS
In this section you will learn how to:
•
Connect a device, equipment to a computer using a USB connection
•
Disconnect a USB device, equipment from a computer using an
appropriate routine
•
Connect and disconnect computers, devices and equipment using a
Bluetooth connection
Lesson 7 – USB and Bluetooth Connections
ICDL Computer & Online Essentials
7.1 USING A USB CONNECTION
Concepts
You can physically connect devices (for example, storage devices, printers,
scanners, digital cameras, and mobile phones) to your computer using a USB
port.
When you connect a device, such as a digital camera, to your computer using a
USB port, a driver – a small programme – may be needed to allow the device to
interact with the computer. Windows usually does this automatically when you
connect a new device.
However, some devices require that you install the drivers manually. In some
cases, the device manufacturer will include a software disc and instructions on
installing the driver before plugging in the device. If the device is not recognised
by Windows and you do not have the driver disc, you may be able to find the
device driver online. The best place to look is the website of the manufacturer of
the device.
Before unplugging storage devices, such as USB flash drives, you need to ensure
that the computer has finished saving any information to the device.
Steps
To connect a USB flash drive:
1. Insert the USB flash drive into the USB port.
2. The computer will signal that the device is ready to use.
3. Save or view files and folders as needed.
Note that when you are connecting a device through a USB port, you may receive
a prompt asking for permission to allow the device to connect to the computer.
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To disconnect a USB flash drive:
1. Click the Safely Remove Hardware and Eject Media icon in the notification
area on the right side of the taskbar.
2. In the list of devices that appears, click the device that you want to remove.
3. Remove the device when the Safe to Remove Hardware message appears.
Note that you should only remove the device if a notification appears telling you
that it is safe to do so.
To connect to a digital camera:
1. Attach the appropriate end of cable to the camera (or video camera as in the
image below) and the other end to the USB port.
Connecting a video camera to a computer
Note that most cameras, once plugged in, will automatically be recognised by your
computer. If this does not occur, you will need to install the software included with
the camera.
To connect to a media player:
1. Attach the appropriate end of cable to the media player and the other end to
the USB port.
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Connecting a media player to a computer
7.2 USING A BLUETOOTH CONNECTION
Concepts
You can connect computers, devices and equipment to each other wirelessly
using Bluetooth. Bluetooth is especially useful for connecting devices such as
wireless headsets, earphones and mobile phones. For example, you may want to
connect a wireless headset to your computer in the office, so you can comfortably
video call with customers. Bluetooth allows devices to be paired to each other at
short ranges of about 33 feet (approximately 10 meters).
Bluetooth symbol
Ensure that the device that you are trying to connect to has Bluetooth enabled
before you try to connect/pair it to your Windows 10 computer. You may also need
to check that your computer supports Bluetooth.
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Steps
To connect a device using Bluetooth:
1. Click the Start button.
2. Click the Settings icon.
3. Click Devices.
4. In Bluetooth & other devices set Bluetooth to On.
5. To connect a device, click Add Bluetooth or other device.
6. Click Bluetooth.
7. Select the relevant device. The connecting process will begin, and a Pin
number will display.
8. On the device you are connecting to the computer, ensure Bluetooth is
enabled. And if not already paired with the computer, click Pair and check that
the PINs match.
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9. Click Connect on the computer.
10. Click Done.
11. The connected device appears under Other devices as Paired.
To disconnect a Bluetooth device:
1. Click the Start button.
2. Click the Settings icon.
3. Click Devices.
4. Select the paired device in Bluetooth & other devices.
5. Click Remove Device.
6. Click Yes.
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7.3 REVIEW EXERCISE
1. You want to connect a device to your Windows 10 laptop using Bluetooth. Which one
of the following options should you choose in the settings menu?
a. Ease of access
b. System
c. Network and Internet
d. Devices
2. You are having difficulty connecting a new USB device to your computer. Windows
10 is not recognising the device. What might you do next?
___________________________________________________________
3. You want to disconnect an external hard drive from your computer. The device is
connected via a USB port. What steps should you take before you physically
disconnect the hard drive?
___________________________________________________________
4. You are having difficulty connecting your mobile phone wirelessly to your laptop.
What setting should you check on your mobile phone?
___________________________________________________________
5. List three devices that can be connected using Bluetooth?
___________________________________________________________
___________________________________________________________
___________________________________________________________
6. Which one of the following terms can be used to describe the process of connecting
two devices using Bluetooth?
a. Combining
b. Pairing
c. Coupling
d. Bluetoothing
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7. Identify each of the following:
A. _________________
B. _________________
C. _________________
D. _________________
E. _________________
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LESSON 8 MANAGING APPLICATIONS
In this section, you will learn how to:
•
Install an application
•
Uninstall an application
•
Shut down a non-responding application
•
Take a screen capture
Lesson 8 – Managing Applications
ICDL Computer & Online Essentials
8.1 INSTALLING AN APPLICATION
Concepts
Applications are typically installed from:
•
A CD or DVD
•
The Internet
•
An online application store
The installation method varies depending on where the application is installed
from.
You may want to install a free application, or you may need to purchase the
application. When installing from the Internet, you may need to purchase the
software using a secure payment method before you can install the application
using a link on the web page. When installing from an online store, such as the
Microsoft store, you will need to create an account and sign in before you can
purchase items.
Microsoft Store
It is important that you trust the application publisher and the website when
downloading and installing programs from the Internet.
Steps
To install an application from a CD or DVD:
1. Insert the disc into your computer.
2. Many installation CDs or DVDs automatically open an installation wizard for
the program. In these cases, the AutoPlay dialog box appears, and you can
choose to run the wizard.
3. Follow the steps displayed on the screen.
4. Type the administrator password or provide confirmation if prompted. The
application will install.
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To install an application from the Internet:
1. Click the appropriate link on the web page to install or download the
application.
You can install the application directly from the website or you can download
and install it later:
2. To install the application immediately:
a) Click Open or Run.
b) Follow the steps displayed on the screen.
c) Type the administrator password or provide confirmation if prompted.
3. To install the application later:
a) Click Save.
b) The installation file will download to the computer.
c) Double-click the installation file to install.
d) Follow the steps displayed on the screen.
e) Type the administrator password or provide confirmation if
prompted.
Note that installing the software later is safer because you can scan the
installation file for viruses before installing. When downloading and installing
programs from the Internet you should trust the application publisher and the
website.
To install an application from an online application store:
1. Click the Start button.
2. If necessary, scroll to the Microsoft Store tile and click the Microsoft Store
tile.
3. Find and select the required app and click Get.
4. Or if the app is not free, click Buy and enter payment details as required. To
purchase items from the Microsoft Store, you will need to have a Microsoft
account and sign in to your account.
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8.2 UNINSTALLING AN APPLICATION
Concepts
You may want to remove an application from your computer if, for example, you
do not use it anymore, you need to clear up storage space or you experience
problems when it runs.
Steps
To uninstall an application:
1. Click the Start button.
2. Click the Settings icon.
3. Select Apps.
4. Select the application that you want to uninstall from the list of applications and
click the Uninstall button.
5. Click the Uninstall button again.
6. If necessary, click Yes to confirm the uninstall or type in the administrator
password.
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8.3 SHUTTING DOWN A NON-RESPONDING
APPLICATION
Concepts
Sometimes an application fails to respond, or it ‘hangs’. Usually, non-responsive
applications, also known as non-responding, cannot be closed in the normal way.
When this happens, you may need to shut down (close) the program. Note that
you may lose any unsaved work when following this procedure.
Steps
To shut down a non-responding application:
1. Press Ctrl, Alt and Delete at the same time on your keyboard.
2. In the list of options, click on Task Manager.
3. In the Task Manager dialog box in the Processes tab, select the program that
is not responding from the list of programs in the Apps list.
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4. Click the End Task button. The application will close.
8.4 TAKING A SCREEN CAPTURE
Concepts
If you need to take a picture of what is shown on your computer screen, you can
use the print screen key (often designated PrtScrn, PrtScn or PrtScr). Pressing
this key will copy an image of your screen to the Clipboard. This is called a screen
capture, or screenshot. You can capture the entire screen, or you can capture an
individual (active) window.
Print Screen key
Taking a screen capture allows you to, for example, print out the screen capture
or include it in an email or document. First, you must save the screen capture by
pasting it into an application such as Microsoft Word or Paint. Or you can paste it
directly into an email message.
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Steps
To take a screen capture of the full screen:
1. Press the Print Screen (PrtScn) key, on the keyboard.
2. Open or switch to the application where you wish to paste the print screen,
such as, Microsoft Word or Paint, or open a new email.
3. Right-click and select Paste.
To take a screen capture of an individual (active) window:
1. Click the window that you wish to capture to ensure that it is the active window.
2. Press both the Alt and the Print Screen (PrtScn) keys on the keyboard.
3. Open or switch to the application where you wish to paste the print screen,
such as, Microsoft Word or Paint, or open a new email.
4. Right-click and select Paste.
Note that if you are using a laptop, you may need to press another key such as
the FN key in combination with the print screen key. Refer to the manufacturer for
guidelines.
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8.5 REVIEW EXERCISE
1. Launch Microsoft Store and view the Top Apps.
2. List the steps for uninstalling an application.
___________________________________________________________
___________________________________________________________
3. Launch the Task Manager to view applications that are currently running.
4. Follow the steps below to take a screenshot of the properties of your C: drive:
a. Open the properties window.
b. Click the properties window.
c. Press the Alt and Print Screen keys on your keyboard.
d. Open the Paint App or an equivalent.
e. Right click on the white page.
f. Select Paste from the pop up menu.
g. Click the Save icon if you wish to save the print screen, otherwise exit the
Paint app without saving.
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LESSON 9 NETWORKS AND THE INTERNET
In this section, you will learn how to:
•
Define the term network and outline its purpose
•
Understand the concepts of downloading from and uploading to a network
•
Understand the term Internet
•
Identify options for connecting to the Internet
•
Recognise the status of a wireless network
•
Connect to and disconnect from a wireless network
Lesson 9 – Networks and the Internet
ICDL Computer & Online Essentials
9.1 NETWORKS
Concepts
More than one computer or device connected together for the purpose of sharing
information, applications and devices securely is known as a computer network.
Using a network for sharing information and resources may include:
• Sharing data and information using shared storage devices
•
Sharing hardware devices such as printers
•
Sharing applications by accessing applications running on remote
computers
•
Communicating using tools such as email
•
Sharing an Internet connection
Computers and devices are connected in networks through physical and/or
wireless connections.
•
Physical connections use physical wires and cables to connect and
transfer data between computers and devices. Networks using physical
connections are called wired networks.
•
Wireless connections use infrared or radio frequency signals to share
information and resources between computers and devices. Networks
using wireless connections are called wireless networks.
Networks can include a combination of wired and wireless connections.
Computer networks can range from small local networks with as little as two
connected computers and devices to large networks with thousands of connected
computers and devices around the world.
A small local network can be referred to as a Local Area Network (LAN). This is a
network made up of more than one computer and hardware devices connected
together. This type of network is usually in a relatively small geographic area such
as an office block or school.
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9.2 DOWNLOADING AND UPLOADING
Concepts
Downloading means copying a file containing data from a remote system to a
local computer or device. A remote system simply means a system that you
cannot access physically but you can connect to using a network. A common
example of this is downloading a file from a web site. Another example of
downloading would be copying a file from another computer on your network at
work to the hard disk on your computer.
Uploading refers to copying a file or data from a local computer or device to a
remote computer. For example, you could upload information about new products
to your company website. Or you might upload a new internal company document
such as Health and Safety policy guidelines, to a computer on your network at
work so it can be accessed by all employees, connected to the company network.
9.3 THE INTERNET
Concepts
The Internet is an example of an extremely large and extremely complex network.
It is a world-wide system of interlinked computer networks connecting billions of
computers and devices. It consists of millions of private, public, academic,
business, and government networks, connected by a wide range of physical and
wireless networking technologies.
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The Internet provides many services, including the inter-linked hypertext
documents and applications of the World Wide Web, as well as communication
services such as email, instant messaging, and telephony.
9.4 CONNECTING TO THE INTERNET
Concepts
All modern computers and laptops, as well as many other devices, such as tablets
and smart phones, are capable of connecting to the Internet.
A connection with the Internet is typically made using an Internet Service Provider
(ISP). Comparison sites are a good starting point to quickly identify which ISPs
have the best combination of speeds and price. You'll also need to visit the
individual ISPs' websites to get the fine details on their packages, so you can
make a thorough comparison for yourself, based on your needs.
There are a range of different ways to connect to the Internet. A common way of
connecting to the Internet is through a telephone line, which can carry normal
phone calls and Internet data at the same time. Alternatively, you can connect to
the Internet by using a service from a mobile network providers. This can be used
anywhere there is a mobile signal but can be slower and more expensive than
connecting through a landline. Or you can connect to the Internet using a wireless
connection.
The options can be identified as follows:
1. Wired Network
Wired networks connect computers to the Internet using fixed cables, such as
fibre optic, DSL, or cable television lines.
Fibre optic connections are considered among the fastest and most reliable
type of wired Internet connection and are often favoured by businesses. DSL
uses existing phone lines to provide Internet access. And if offered by the
provider, the same cable that supplies TV channels can also supply an
Internet connection. This type of connection can often provide high-speed
Internet access.
2. Mobile Phone Network
Mobile phone networks connect Internet-compatible mobile devices to the
Internet using mobile technology, such as mobile broadband.
Internet compatible mobile devices, such as smart phones and tablets, can
establish an Internet connection through the mobile phone network. This is
generally used when a Wi-Fi connection is not available. This method of
connection may be relatively expensive.
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3. Wireless Network
Wireless networks connect wireless-enabled computers and devices to the
Internet using wireless technology, such as Wi-Fi and satellite. Wireless
networks are now common in workplaces and homes. You may need a
password to connect to a Wi-Fi network. Public places, such as airports, local
councils, shopping malls etc. may offer wireless access to the Internet using
Wi-Fi. Many businesses also offer free Wi-Fi access to their customers.
Customers may need a username and password to use the service.
In very remote areas, the only way to connect to the Internet may be via a link
using satellites orbiting the Earth. This may require large satellite dishes and
expensive specialised equipment. The cost of the Internet connection may
also be high.
9.5 CONNECTING TO A WIRELESS NETWORK
Concepts
Particularly if you use mobile devices such as tablets, laptops and smart phones,
your network connections are wireless.
Wireless networks are either secured / protected or unsecured / open. When you
join a secured / protected network you are asked to enter a password – if you do
not have this, you will not be able to join. Open wireless networks, also known as
public, allow anyone to join.
You can review the network status of available networks before joining:
1. Click the network icon
in the notification area of the task bar.
Available wireless networks are displayed.
2. Secured or Open appears below the name of each available network
indicating whether the network is a security-enabled network or an open
network.
Whenever possible, you should connect to security-enabled wireless networks. If
you connect to a network that is not secure, be aware that an eavesdropper may
be able to monitor everything that you do, including the websites you visit and the
user names and passwords that you use.
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Steps
To connect to a wireless network:
1. Click the network icon
in the notification area of the task bar. Available
wireless networks are displayed.
2. In the list of available wireless networks, click a network.
3. If required, check the Connect automatically option.
4. Click the Connect button.
5. If the network is a secure network, enter the network security key (password),
which can be obtained from a network administrator or ISP.
6. Click Next. You will be connected to the network using a wireless connection.
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To disconnect from a wireless network.
1. Click the network icon
in the notification area of the task bar. The
network that you are connecting to will appear highlighted in blue.
2. Click the Disconnect button.
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9.6 REVIEW EXERCISE
1. A computer network is:
__________________________________________________________
2. What is the name given to copying files from a website on the Internet?
a. Making an attachment.
b. Downloading.
c. Browsing.
d. Uploading.
3. The network that links computers around the world is the
a. Internet.
b. Browser.
c. Webpage.
d. Homepage.
.
4. Name three types of wired Internet connection.
___________________________________________________________
___________________________________________________________
5. You have travelled to a convention away from the office. You need to connect your
laptop to the internet. What steps do you need to follow, to connect to a secured
wireless network?
___________________________________________________________
___________________________________________________________
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LESSON 10 ONLINE ACTIVITIES
In this section, you will learn how to:
•
Outline the terms World Wide Web, URL and hyperlink
•
Identify some of the main uses of the Internet
•
Describe the function of search engines
•
Identify common examples of search engines
•
Carry out a search using a keyword, phrase, exact phrase and image
•
Refine a search using advanced search features
Lesson 10 – Online Activities
ICDL Computer & Online Essentials
10.1 THE WEB
Concepts
The terms the Internet and World Wide Web (or just Web) are often used
interchangeably. However, the World Wide Web (WWW) is a collection of linked
documents (web pages) and other resources, which are stored on Internet servers
around the world and accessed using the Internet.
A collection of web pages and resources grouped together and connected in
various ways is a website. To access web pages and resources, you use a web
browser. A web browser is a software program that allows you to browse the Web
by simple point and click navigation. Examples of web browsers include Google
Chrome, Microsoft Internet Explorer, Mozilla Firefox, Apple Safari and Microsoft
Edge.
Uniform Resource Locator (URL)
URL stands for Uniform Resource Locator. This is a unique address for each web
page on the Web. When you want to visit a specific web page you can enter its
URL into the address field in a web browser.
The URL consists of the name of the protocol (usually HTTP) and is usually
followed by www and the name of the website that you want to connect to - for
example, http://www.icdl.com.
Hyperlinks
The Web uses hypertext, a method of instant cross-referencing, to link documents
and resources. On most websites, certain words or phrases appear in text of a
different colour than the rest; often this text is also underlined. When you select
one of these words or phrases, you will be transferred to the site or page that is
relevant to this word or phrase. These links are known as hyperlinks.
If you move the mouse pointer over a spot on a website and the pointer changes
into the shape of a hand, this indicates that it is a hyperlink and you can click it.
Sometimes buttons, images, or portions of images are "clickable" hyperlinks.
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Clicking on a hyperlink text or picture may automatically do one of the following:
1. Take you to a different part on the same page.
2. Take you to a different page within the website.
3. Take you to a page in a different website.
4. Enable you to download a file.
5. Launch an application, video or sound.
10.2 ONLINE ACTIVITIES OVERVIEW
Concepts
There are a huge range of online activities enabled by the Internet and related
technologies such as the Web. These include:
Information Searching – People browse the Web for information, often using
search engines to identify specific topics that are of interest to them.
Communication – People connect via each other through various Instant
Messaging (IM) services like Skype, Viber and WhatsApp, and can use Internet
telephony and video services to interact with people irrespective of their location –
often for free.
Purchasing – Increasingly businesses and individual consumers are purchasing
directly from websites, such as AliExpress.com, Amazon.com and Ebay.com.
Most Web-based shopping sites use a virtual “shopping cart” system. As you
browse the site you can add any products you want to purchase to your cart.
Once you have placed items in the cart you can then move to the checkout stage.
At the checkout you enter your name and address, select the type of delivery you
want and enter your payment details.
Selling – Online sales are becoming an increasingly vital part of conducting dayto-day business in the global economy. Both consumers and businesses are
increasingly looking online to purchase goods and services. Selling online has
many advantages, your business can sell 24 hours a day, reach more customers
and decrease overheads. E-commerce is a term commonly used to describe the
business of purchasing and selling online.
Learning – E-learning refers to learning on a computer or device, often over the
Internet. One trainer can train many students in different locations. Students may
be able to work at their own pace and repeat parts of a course which they do not
understand. Also, the teaching can be at any time, 24 hours a day, and 7 days a
week. Furthermore, there are many free online courses available for non-certified,
self-directed learning.
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Publishing – The Web provides a range of often low-cost opportunities to publish
different types of content. For example, you can publish information on web pages
or even a book that can be made available through online book stores.
Banking – More and more financial institutions give their personal and business
customers access to a range of services online, such as paying a bill or
transferring funds between accounts. This gives much more flexibility because
customers are not restricted by the opening hours of a bank branch.
Government services – E-government (short for electronic government) refers to
the use of technology to provide and improve government services, transactions
and interactions with citizens and businesses, and within the government.
Entertainment – The Internet provides many opportunities to access
entertainment. You can stream videos, play games with people on the other side
of the world, or listen to music. Increasingly, all forms of entertainment are
available online.
Software Access – Increasingly, software is becoming available online, enabling
users to access and use software through a web browser interface. This
dispenses with the need to install applications on individual computers. It also
enhances collaboration between colleagues, as users may create and share files
more easily using online applications. Examples of online software include
Microsoft 365, G Suite Business and Apple iWork.
File Storage – Online file storage is also known as cloud storage; this hosts user
files on the Internet. Users can upload files and can then access them over the
Internet from a different computer, tablet, smart phone or other Internet-connected
device. Examples of cloud-based file storage services for business users include
Apple iCloud, Microsoft OneDrive for Business, Dropbox Business, Google Drive
Enterprise.
10.3 SEARCH ENGINES
Concepts
A search engine is a website used to search for information on the World Wide
Web, based on the search criteria entered into a search field. You can search the
web using a single word or a phrase such as “ICDL Computer & Online
Essentials”. The search results are usually presented as a list and are often called
hits. An online search can generate millions of results on hundreds or even
thousands of web pages.
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Examples of Search engines are:
www.google.com
www.bing.com
www.yahoo.com
www.duckduckgo.com
Address bar
Search box
Google search engine in Google Chrome
Many people think that when you use a search engine such as Google, it will
search the entire Web and find information that you require. However, a search
engine like Google will only search through a list of maintained sites that have
been registered with that particular search engine.
This in part explains the differing results you sometimes get when you search
using different search engines. Also, each search engine has different criteria for
ranking search results. A number of search results per page are presented with a
brief description about each site that it has found matching your requirements.
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Google search results page
Note that we will use the Google Chrome web browser in this lesson. If you need
to install the Google Chrome app refer to the lesson Installing an Application for
instructions. For ease of access we will open Google Chrome from the taskbar. If
you need to add (pin) the Google Chrome app to the taskbar follow the steps
below.
Steps
To add the Google Chrome app to the taskbar:
1. Click on the search icon
in the taskbar.
2. Type: Google Chrome.
3. Click on the Google Chrome app icon. This will launch the web browser.
4. Right click on the Google Chrome icon on the taskbar.
5. Select Pin to Taskbar from the menu.
6. Click the Google Chrome icon on the taskbar to open the web browser.
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Lesson 10 – Online Activities
ICDL Computer & Online Essentials
10.4 SEARCHING USING A KEYWORD, PHRASE, OR
EXACT PHRASE
Concepts
The search results that a given search will generate is largely dependent on the
search word or phrase used. The more exact you can be in your choice of word(s)
the more accurate the search results.
Some tips to keep in mind when using a search engine to carry out a search
include:
• Use two or more words, or a short phrase when searching for information.
•
Try to use unique words that directly relate to what you are searching for.
For instance, if you are searching for information about ICDL training then
search for ICDL training, not just training, which would include all sorts of
training.
•
Often, you would be better enclosing your search phrase with quotation
marks (“”). This will then mean that the search engine will look for the
exact phrase that you have entered. If you search for “ICDL training” you
will only get results that use that exact term, and not results containing just
“ICDL” or just “training”.
Steps
To carry out a search using a keyword or phrase:
1. If not already open, click the Google Chrome icon
open the web browser.
on the taskbar to
2. Click in the search box in the Google search engine window or in the
Google Chrome address bar.
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3. Enter the keyword or phrase and press the Return/Enter key. For example,
type: ICDL Asia and press Enter.
4. To view one of the returned results, mouse over the blue hyperlink of the result
that you wish to view and click when the hand icon appears. The webpage is
displayed.
To carry out a search using an exact phrase:
1. If not already open, click the Google Chrome icon on the taskbar, to open the
web browser.
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2. Click in the search box in the Google Search engine window or in the
Google Chrome address field.
3. Enter the exact phrase in quotes and press the Return/Enter key. For
example, type: “ICDL Computer & Online Essentials” and press Enter.
4. To view one of the returned results, mouse over the blue hyperlink of the result
that you wish to view and click when the hand icon appears.
10.5 SEARCHING USING AN IMAGE
Concepts
It is possible to search using an image. You can search using a saved image file
or by using an image URL. An image URL is an Internet address that links directly
to an image.
Steps
To carry out a search using an image:
1. If not already open, click the Google Chrome icon on the taskbar, to open the
web browser.
2. To go to the Google Images search engine, click Images in the top right of
the Google Search page in the Google Chrome window.
3. In the search box in the Google Images search engine, select the camera
icon.
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4. Enter an image URL in the search field, or drag an image into the search field.
For example type
https://icdl.org/media/banner/for_employers.jpg?v=MTQzMg
5. Click the Search by image button or press Enter.
The results are displayed.
Alternatively, click the Upload an image tab, click Choose file and browse to an
image on your computer or device, select the desired file and click Open.
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10.6 USING ADVANCED SEARCH FEATURES
Concepts
When you have carried out a search using the Google search engine, it is
possible to refine your results using advanced search features like:
•
Date
•
Media types
•
Language
•
Usage rights
These features can help pinpoint a closer match to what you are searching for.
For example, you may only want to find information from the last month, so you
may refine your search by date.
Or you may only want to find videos or images that have a creative commons
licence. In this case you may refine your search by media type and usage rights.
Or you may want to find results only in a specific language. In this case you may
refine your search by language. By default, results are returned in the default
language set for Google Chrome.
There are various ways to access advanced search features in Google Search.
One option is the Advanced Search page where you can specify search terms
and narrow results by a variety of criteria such as language, date, file type (media
type) and usage rights.
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Google Advanced Search page
Steps
To refine your search results by date:
1. After carrying out an initial search, click the Tools button below the Google
search box field.
2. Click Any time in the search options displayed below the search box.
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3. Select the desired time period or range from the drop-down options.
Your search results will be refined using the time period selected.
To refine your search results by media type:
1. After carrying out an initial search, click Images or Videos below the search
field.
2. To further refine the search if necessary, click the Tools button.
3. If required, select from the contextual options displayed to refine your search
results further. For example, if you selected Videos, you can select the
duration of the video by selecting Any duration and selecting one of the
options.
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Your search results will be refined using the option selected.
To refine your search results by language:
1. After carrying out an initial search, click the Settings button below the Google
search box.
2. Click Advanced search from the drop-down list.
Note that you should NOT select Languages from this list as this will change the
default language for your browser.
3. Click the any language drop down list in the Then narrow your results by
section.
4. Select the desired language from the available options. For example, scroll
down and select Spanish.
5. Click Advanced Search.
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Your search results will be refined using the language option selected.
To refine your Google search results by usage rights:
1. After carrying out an initial search, click the Settings button below the Google
search box.
2. Click Advanced search from the drop-down list.
3. Click the usage rights: drop down list in the Then narrow your results by
section.
4. Select the desired option from the list. For example, click free to use or share.
5. Click Advanced Search.
Your google search results will be refined to only include images with the usage
rights selected.
Note that the options that appear in the Advanced Search page will vary
depending on whether you have selected All, Images or Videos before selecting
Settings.
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10.7 REVIEW EXERCISE
1. URL stands for:
a. Universal Real Location.
b. Uniform Resource Locator.
c. Universal Repeating Layout.
d. Unified Resource Layout.
2. List five online activities.
____________________________________________________________
____________________________________________________________
3. What is a hyperlink?
a. A page containing information found on the Web.
b. An application for browsing the Web.
c. An image or text on a web page that connects to another location.
d. An address of a specific location on the Web.
4. Which of the following is a search engine?
a. Google Chrome.
b. Internet Explorer.
c. Microsoft Bing.
d. Mozilla Firefox.
5. You wish to refine your search, to only include results in Arabic. You have clicked on
the Setting option. Which of the following options should you click next?
a. Advanced search.
b. Languages.
c. Search Settings.
d. Search activity.
6. Open Google search and find four other examples of search engines.
___________________________________________________________
___________________________________________________________
7. Name three types of criteria that you can use to refine a Google search.
___________________________________________________________
8. What are the three ways that you can search using an image?
___________________________________________________________
9. Search Google Images for an image of a desktop scanner. Refine your search to
only include the usage rights Labeled for reuse.
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LESSON 11 MANAGING INFORMATION ONLINE
In this section, you will learn how to:
•
Create and delete a bookmarks folder
•
Add webpages to a bookmarks folder
•
Download and save files
•
Preview and print web pages and selections from web pages
•
Define the terms copyright and intellectual property
•
Recognise the need to acknowledge sources and seek permissions as
appropriate
Lesson 11 – Managing Information Online
ICDL Computer & Online Essentials
11.1 ORGANISING BOOKMARKS
Concepts
Bookmarks allow you to easily revisit webpages, without the need to search for or
memorise URLs. This is a way of saving webpages, so next time you want to visit
the webpage you just have to choose it from a menu.
You can use folders so that you can group related bookmarks, or bookmarks with
a common theme. Organising bookmarks will make it easier for you to quickly find
a webpage you want to revisit.
Note that in some web browsers, such as Microsoft Edge bookmarks are referred
to as Favourites.
Steps
To add a new bookmark to a Bookmarks folder:
1. Click the Google Chrome icon
browser.
on the taskbar to open the web
2. Go to the webpage that you want to add to Bookmarks. For example, go to
https://icdl.org/
3. Click the star icon in the address bar.
4. Enter a new name if required, in the Name box.
5. Select the desired folder from the Folder drop-down list.
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6. Click Done.
Note that if you have the Bookmarks bar displayed in your browser, you can add
the current webpage to the Bookmarks bar by right clicking the Bookmarks bar,
selecting Add page and selecting Save.
To create a new bookmark folder:
1. If not already open, click the Google Chrome icon
open the web browser.
on the taskbar to
2. Click the More button.
3. Select Bookmarks.
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4. Select Bookmark manager.
5. Click the Organise icon.
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6. Select Add New Folder.
7. Enter the folder name into the Name box. For example, add Computer &
Online Essentials.
8. Click Save. The folder is added to your list of folders.
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To delete a bookmark folder:
1. In Google Chrome, click on the More button.
2. Select Bookmarks.
3. Select Bookmarks Manager.
4. Right click the folder that you want to delete and select Delete.
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11.2 DOWNLOADING FILES
Concepts
There are two ways to download a file from a web page. You can download the
file
• directly (from a hyperlink), without first opening the file.
•
by opening it in the web browser and then saving the open file to a location.
Steps
To download files to a location directly from a hyperlink to the file:
1. Right click on the hyperlink to the file in the browser window.
2. Select Save link as.
3. In the Save As dialog box, select a location and if desired, enter a filename.
4. Click Save.
To save open files to a location:
1. Right click on the file in the browser window.
2. Select Save As.
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3. In the Save As dialog box, select a location and if desired, enter a filename.
4. Click Save.
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11.3 WEB PAGE PRINTING OPTIONS
Concepts
When you select print in Google Chrome the print preview window will open. You
can use this window to change several settings including:
•
Selecting the printer that you want to use.
•
Printing all the pages in a specific webpage.
•
Printing a range of pages.
•
Setting the number of copies to print.
Tip: You can open the print feature by pressing Ctrl+P.
Steps
To preview and print a webpage using available printing options:
1. Click the More button.
2. Choose Print.
3. In the print preview window, select the desired printer and settings and click
Print.
To preview and print a selection from a web page using available printing
options:
1. Make the selection and right click on the web page.
2. Select Print.
3. Select the desired printer and settings and click Print. Only the selected items
will print.
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11.4 COPYRIGHT AND INTELLECTUAL PROPERTY
Concepts
Copyright is a legal right that gives the creator of an original work, such as text or
an image, exclusive rights for its use and distribution, for a specified period of
time. For example, most software programmes that you buy are copyrighted and
you are generally not permitted to copy and share them.
Intellectual property refers to creative ideas or inventions, that have been
created and can be protected by the owner using laws such as copyright. For
example, a design for a new machine, a company logo, artwork or a piece of
music are all considered to be intellectual property.
Copyright and intellectual property does not just apply to software. You should
assume that copyright applies to all information that you find on the Web. For
example, if you are researching a topic for a study paper or a blog and you find
some interesting material online, you cannot just copy this and present it as your
own. You may, however, be able to cite or quote from other sources as long as
you give a reference to that source. In addition, permission should be sought to
quote someone.
Some websites have copyright information in their footers or on the home page.
These may set out the terms under which you can copy information from the
website.
Passing someone else’s work off as your own is known as plagiarism. To avoid
plagiarism any content referenced or quoted should be properly acknowledged. If
you are in any doubt about whether you can reuse specific content, you should
always get the permission of the copyright owner. If you are found guilty of
copyright infringement or plagiarism, you could face legal punishment.
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11.5 REVIEW EXERCISE
1. Label the following icons:
A. ____________________________
B. ____________________________
C. ____________________________
2. You have opened a PDF file in a web browser. You want to download the file to a
location on your computer. What should you do next?
______________________________________
3. You want to print out a specific paragraph of information from a website. Which
printing option will allow you do this?
_______________________________________________________________
4. Which of the following may be protected by copyright law?
a. Web pages.
b. Books.
c. Software.
d. All of the above.
5. You have written a report for your employer, much of the content was sourced on the
web. What should you do to avoid plagiarism?
a. Check each website for copyright information.
b. Ask permission to use the content.
c. Reference websites used.
d. All of the above.
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LESSON 12 WEB BROWSER SETTINGS
In this section, you will learn how to:
•
Set the web browser home page
•
Understand and manage pop-ups
•
Understand and manage cookies
•
Delete browsing data
Lesson 12 – Web Browser Settings
ICDL Computer & Online Essentials
12.1 SETTING THE HOME PAGE
Concepts
The website that appears every time you open your web browser is known as the
home page. If you use Google Chrome, the google search engine is the default
home page. You can set the home page to any website you wish. In addition,
Google Chrome allows you to set multiple tabs (pages) to open on start-up.
Steps
To change the home page:
1. Click the More button.
2. Select Settings.
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3. Scroll to the On start-up section of the Settings page. If necessary, click the
Open a specific page or set of pages radio button.
4. To change a current home page, click the More button to the right of the page.
5. Click Edit.
6. In the Edit Page dialog box displayed, enter the new URL in the Site URL box.
7. Click the Save button.
8. Click the X on the settings tab to exit the settings window.
The next time you open Google Chrome the new home page(s) will display.
Note that in the Settings page under On startup, you can also
• add a new home page to an existing list by clicking Add a new page,
entering the desired URL and clicking Add.
•
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set the page(s) currently opened in the browser as the home page(s) by
clicking Use current pages.
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12.2 MANAGING POP-UPS
Concepts
Pop-ups are new unrequested browser windows that open automatically over the
current web page, they usually contain advertisements. Such pop-ups may relate
to gaming or explicit content and are generally both unnecessary and unwanted.
Some pop-ups may be dangerous to your computer; others are not harmful at all.
What is a pop-up blocker?
Pop-up Blocker is a feature that lets you limit or block most pop-ups. Blocking
pop-ups is recommended. In the Google Chrome browser, pop-ups are blocked
by default. You may, however, add and remove specific web pages to a list of
allowed or blocked websites.
Steps
To block / allow pop-ups:
1. If not already open, click the Google Chrome icon
open the web browser.
on the taskbar to
2. Click the More button.
3. Select Settings.
4. Scroll to the end of the Settings page and click Advanced.
5. Under Privacy and Security, click Site Settings.
6. In the Site Settings window, under Permissions, click Pop-ups and
redirects.
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7. To block Pop-ups, turn the Blocked slider to Off in the Pop-ups and
redirects options.
8. To allow Pop-ups, turn the Blocked slider to On.
9. Click X
to close the Settings tab.
12.3 MANAGING COOKIES
Concepts
A cookie is a text file stored on a user’s computer that monitors their web habits.
Cookies are small pieces of data that are sent by websites to your browser when
you are browsing. They have different functions, including recording of browsing
activity. Their use raises privacy concerns, but they can also make navigating the
Web easier.
Note that allowing sites to save and read cookie data is the recommended setting
in Google Chrome and is the default setting.
Cookies blocked alert
Steps
To allow / block cookies:
1. If not already open, click the Google Chrome icon
open the web browser.
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on the taskbar to
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2. Click the More button.
3. Select Settings.
4. Scroll to the end of the Settings page and click Advanced.
5. Under Privacy and Security, click Site Settings.
6. Click Cookies in the Site Settings window.
7. To block Cookies, turn the Allow sites to save and read cookie data
(recommended) slider to Off.
8. To allow cookies, turn the Blocked slider to On. Allow sites to save and read
cookie data (recommended) is displayed.
9. Click X
to close the Settings tab.
12.4 MANAGING BROWSING DATA
Concepts
Most web browsers automatically remember visited websites. The list of visited
websites is stored in your browser history. To view your history in Google Chrome,
open the more icon and mouse over History, a list of the website visited by the
browser will display in a sub menu.
In addition to history, your web browser also automatically saves temporary
Internet files. This data may help your browser to load previously visited
webpages more quickly. However, if there is a lot of saved data this may slow
down the performance of your browser.
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Google Chrome Clear browsing data dialog box
Web browsers can remember passwords and personal information such as email
addresses, phone numbers etc. This can be very useful as it can speed up the
process of completing forms and signing in to online accounts. Google Chrome
asks if you want to save passwords, however by default, it remembers data when
you fill out forms. You may not want your web browser to remember your personal
information, especially on a shared computer.
Google Chrome Save password box
Steps
To delete your browser history, temporary Internet files, saved form data and
saved passwords:
1. Click the More button.
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2. Select Settings.
3. Scroll to the end of the Settings page and click Advanced.
4. Under Privacy and Security, click Clear Browsing Data.
5. To delete browsing history; if necessary, check the Browsing History
checkbox in the Clear browsing data dialog box.
6. To delete temporary Internet files, if necessary, check the Cached images
and files checkbox.
7. Select the time range from the Time range drop-down list. For example, select
All Time.
8. To delete saved form data and saved passwords, click the Advanced tab,
near the top of the dialog box.
9. To delete saved form data, check the Auto-fill form data checkbox.
10. To delete saved passwords, check the Passwords and other sign in data
checkbox.
11. Select the time range from the Time range drop-down list. For example, select
All Time to fully clear passwords and data.
12. Click the Clear data button.
The browsing history, temporary internet files, all saved passwords and form data
history are cleared for the time range set.
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13. Click X
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to close the Settings tab.
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12.5 REVIEW EXERCISE
1. You want to set a new home page. You have clicked on the More button in Google
Chrome. Which option should you select next?
a. Edit
b. Settings
c. More Tools
d. Find
2. Some pop-ups are harmful to your computer while others are not.
a. True
b. False
3. You have accidently saved a password in Google Chrome on a shared computer.
You have clicked on the More button in Google Chrome and selected Settings.
Which option should you select next in order to delete the saved password?
a. Passwords
b. Themes
c. Manage Search Engines
d. Advanced
4. A small piece of data that is sent by a website to your browser when you are
browsing is called a:
a. Cookie
b. Pop-up
c. Web cache
d. Add-on
5. List three items that you can delete from the clear browsing data window:
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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LESSON 13 COMMUNICATING ONLINE
In this section, you will learn how to:
•
Understand the function and features of email and identify some common
examples
•
Understand the structure of an email address
•
Understand the function and features of messaging, audio call and video
call tools and identify some common examples
•
Understand the function and features of social networking sites and
identify some common examples
•
Understand the function and features of forums and identify some
common examples
•
Recognise good practice when using communication tools
Lesson 13 – Communicating Online
ICDL Computer & Online Essentials
13.1 EMAIL
Concepts
Electronic mail, generally known as email, is used to send and receive electronic
message and attachments over the Internet. Messages and attached files, can be
exchanged between a sender and one or many recipients. Most email tools also
provide calendar, address book and task management functionality.
Email is generally acknowledged to have revolutionised business correspondence
and has become the main medium of electronic communication for many
organisations. Email is easy to use and is more practical and efficient than postal
mail.
Microsoft Outlook, Gmail and Yahoo are commonly used email providers.
An email address contains information about the email account to which email
messages are delivered. For example, an email address such as jdoe@icdl.org is
comprised of four parts:
•
Username – A unique name identifying the user’s email name
•
an @ (at) symbol, used to separate the user name from the domain
•
Domain Name – The location/company of the email address
•
Extension – Typically identifies the type of organisation or the country the
email address is associated with.
13.2 MESSAGING, AUDIO AND VIDEO CALLS
Concepts
One of the main advantages of technology in the workplace is the opportunity it
provides to communicate with colleagues, partners, and customers. There are
many tools that allow you to communicate in real-time over the Internet using:
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•
messages (text, images, audio and video recordings)
•
voice calls
•
face-to-face video calls
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And many tools combine messaging, audio call and face-to-face video call
functionality. Many of these tools allow you to communicate with one or more
contacts at the same time.
Common examples include Skype, WhatsApp and Facebook Messenger.
13.3 SOCIAL NETWORKS AND FORUMS
Concepts
An online community (also referred to as virtual community) is a network of
individuals that primarily interact via online communication methods, as opposed
to face-to-face interaction, for social, professional, educational and other
purposes. This is often done through social networks and forums. As the
mechanism is a computer network, it is called an online community. Virtual and
online communities have also become a supplemental form of communication
between people who know each other primarily in real life.
Social Networking Websites
Websites that allow users to create profiles,
connect with other users, and share content
and comments, typically for the purpose of
building online communities.
Common examples include Facebook,
YouTube, WhatsApp, Instagram, Twitter, and
LinkedIn.
There are a lot of social networking sites through which virtual communities are
created. Social networking websites offer you the possibility to find old and new
friends, join groups, communicate through posting messages, photos, videos and
links. They also allow you to comment on photos, videos etc. posted by other
platform users.
Internet Forums
An Internet forum is an online discussion site that allows users, typically with
shared interests, to have conversations by posting messages.
Common examples include Reddit and Quora.
Members can post discussions as well as read and respond to posts created by
other forum members. An Internet forum can be focused on a specific subject or
host a range of subsections that can contain hundreds of threads and topics.
An Internet forum is also called a message board, discussion group, bulletin board
or web forum. What makes a forum different to social networking sites is that it is
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usually focussed on a particular topic and contains in-depth replies, allowed to be
posted by any member.
13.4 GOOD ONLINE COMMUNICATION PRACTICE
Concepts
It is important to maintain good practice when communicating online for the safety
and enjoyment of you and fellow users of an online communication service. Some
guidelines that can be followed for most forms of electronic communication,
including emails are:
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•
Use an appropriate communication tool and tone for the audience and
content. For example, in the workplace you may send a formal report to
your management team by email, whereas you may use a messaging or
video call tool to work collaboratively with a colleague to create the report.
•
Be accurate, brief, clear. Try not to send messages that are overly long and
complex and choose your words carefully. In emails use clear subject
headings and keep the email short and to the point and when messaging
•
Do not inappropriately disclose private or sensitive information. Be careful
to whom and how you disclose company or personal details as they may
be misused. For example, do not forward emails with confidential or
sensitive information to a wider distribution group or post sensitive
information on a company’s social media page.
•
Do not circulate inappropriate content. It is important to remember who you
are communication with and to consider what tone and content is
professional and appropriate. Also remember that messages can easily be
distributed more broadly by the recipient.
•
Use in accordance with usage policies. Providers of online communication
services issue terms of service outlining the terms and conditions that apply
to the use of their service, which you need to comply with. Also, in the
workplace comply with your company’s usage policies.
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13.5 REVIEW EXERCISE
1. Label the parts of the following email address
a. Test _____________
b. @ _____________
c. icdl _____________
d. .org _____________
2. Which of the following does not provide an online audio calling service?
a. Skype.
b. Twitter.
c. Facebook Messenger.
d. WhatsApp.
3. Give three examples of social networking websites.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
4. An online discussion site where members can read, respond to posts written by
other authors, and start their own discussions is called _________.
a. An Internet forum.
b. A web conference.
c. A chat room.
d. A blog.
5. List three of the guidelines for good online communication practice:
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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LESSON 14 SENDING EMAIL
In this section, you will learn how to:
•
Create an email message
•
Enter content and email addresses into an email message
•
Identify when to use the To, Copy and Blind Copy fields
•
Send an email message
•
Add and remove a file attachment
Lesson 14 – Sending Email
ICDL Computer & Online Essentials
14.1 STARTING MICROSOFT OUTLOOK
Concepts
Email is commonly accessed through browser software using an online service,
such as Gmail or Yahoo. Email may also be accessed through an email
application that is installed on your PC or laptop.
Microsoft Outlook 2016 is a popular email application, which can be accessed
using both a web browser or as an application. In this section we will use the
Microsoft Outlook 2016 application installed on a Windows 10 computer.
Outlook 2016 Message Tab
Steps
To open Outlook 2016:
1. Select the Start button
on the Taskbar.
2. Scroll and select Outlook 2016 from the Start menu.
3. If prompted, enter the required log in information and select OK.
Outlook opens.
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14.2 THE OUTLOOK INTERFACE
Concepts
Outlook has a customisable interface, so the interface may vary depending on
your setup.
Outlook 2016 interface
The elements of the interface are:
1. Quick Access Toolbar. The Quick Access Toolbar is in the upper-left corner
of Outlook, containing commonly used commands for Outlook.
2. Ribbon. The Ribbon contains frequently used commands and is organised for
easy access to tabs in Outlook. To hide/minimise the ribbon, click on the
following button.
.
3. Folder Pane. The Folder Pane allows easy navigation of Outlook items, and
changes depending on what view you are in. For example, when in your Mail,
you will see a different Folder Pane than when you are in the Calendar view.
The default Mail folders include
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•
Inbox - folder in which emails received by an individual are stored.
•
Sent Items – Items/messages that have been sent will be saved in the
Sent Items folder.
•
Outbox – Sometimes, your sent mail may move to your Outbox folder but
not move to your Sent Items folder when you are working offline or do not
have a network connection.
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•
Drafts - If you do not have the time to finish a message, or you need to
add something to a message before sending it, you can save a draft
version of it and send the final version later. When you save a message, it
is automatically saved in the Drafts folder and is not sent.
•
Deleted Items - Items that you delete are moved to the Deleted Items
folder but are not permanently deleted until that folder is emptied. These
contents take up part of your mail account storage quota.
•
Junk Email - Depending on your configuration, Outlook contains a Junk
Email folder. Any message that is caught by the junk email filter is moved
to a special Junk Email folder.
4. Message list. The message list lists your email messages depending on
which folder you are looking in, for example the inbox or sent items.
5. Reading Pane. The Reading Pane shows a preview of each selected
message.
6. Peek. (Navigation bar). Peek allows you to quickly preview the various
Outlook elements by hovering your mouse over each one. You can use the
Navigation bar to switch panes:
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•
Selecting the Mail button
•
Selecting the Calendar button
•
Selecting the People button
displays the Contacts pane.
•
Selecting the Tasks button
displays the Tasks pane.
•
Selecting the . . . button
displays the Mail pane.
displays the Calendar pane.
displays the Folders or Notes pane
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14.3 CREATING AND SENDING AN EMAIL
Concepts
An email message comprises of two areas, the message header and the
message body.
The header is organised into fields, for example, From, To, CC, Subject, Date,
and other data about the email.
The body contains the message and sometimes a signature towards the end.
Messages are sent to the addresses you enter in the To, Cc (carbon copy) and
Bcc (blind carbon copy) fields. You can type a recipient’s name or address in
these fields or use the field buttons to access the names and email addresses of
contacts in your Address Book.
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•
To: Use this field for the main recipients of the email and those who need
to act on the email.
•
Cc: Carbon copy. Use this field for optional recipients who are not the
primary intended recipient – for example those who are included for
informational purposes only.
•
Bcc: Blind carbon copy. These recipients’ addresses are not visible to the
other recipients, so use this field when you want to keep the recipient
private from the other recipients. Blind carbon copy; addresses are not
recorded in the message information, so that they cannot be read by other
recipients.
•
Subject: Enter a brief synopsis of the topic of the message in this field.
Abbreviations are usually utilised as a part of the subject, including "RE:"
for reply and "FW:" for forward.
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Steps
To create a new email:
1. In the Mail pane, click New Email in the New group on the Home tab.
2. A new blank email opens in a new window with the insertion point in the To…
box. Type the name of the person, contact group or email address (e.g. a
fellow student). If there is more than one main recipient, separate each entry
with a semi-colon “;”.
3. If required, select the Cc… box. Enter the name of the person, contact group
or email address. If there is more than one cc recipient, separate each entry
with a semi-colon “;”.The name or address of the recipient to whom the carbon
copy will be delivered appears in the Cc box.
4. To use the Bcc field for the first time, you need to enable it. If required, enable
the Bcc (blind carbon copy) field by selecting the Options tab in the new email
window to.
5. Click the Bcc icon in the Show Fields group in the Options tab.
6. Select the Bcc… box. Enter the name of the person, contact group or email
address. If there is more than one Bcc recipient, separate each entry with a
semi-colon “;”.
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7. Select the Message tab in the new email window.
8. Select the Subject box.
9. Type the subject of the message. For example, type Communicating through
Outlook
10. Click in the body of the email.
11. Type the body of the message. For example, type Outlook allows you to
send messages and schedule meetings.
12. To copy content such as text from somewhere else into the email select the
content to copy, right-click and select Copy.
13. In the email message click the location where you want to paste the content.
14. On the Message tab, in the Clipboard group, click the Paste button.
15. Select the Send button.
The message is sent to the appropriate recipients or stored temporarily in the
Outbox folder.
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14.4 ATTACHING AND REMOVING FILE ATTACHMENTS
Concepts
An email attachment is a computer file, such as a document, image, or
audio clip, that is sent together with an email message. One or more
files can be attached to an email message and is a common method of
sharing files between people. An email client typically uses a paper clip
symbol to indicate that a file is attached to an email.
It is important to note that different email service providers may have different file
size restrictions. Some Webmail providers will allow you to send a large email
message, but there is no guarantee that the recipient who uses a different email
service provider will receive the email. Because of this the attachment size limit of
the recipient does matter, as your email will be rejected if your file is over the limit.
Do not attach executable files to your email messages, as they might be blocked
by email providers or the antivirus software installed on your recipients’ computer.
For example, Gmail will not allow you to send or receive executable files (for
example, files ending in .exe). In addition, Gmail does not allow these types of
files even if they are sent in a zipped format.
Insert File dialog box
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Steps
To attach a file to a new message:
1. Create a new email, add an email recipient, type a subject and if desired, add
a message for your recipient.
2. Select the Attach File button in the Include group on the Message tab.
3. If available, select the desired file from the Recent items list.
4. If the required file is not in the recent items list, select Browse this PC.
5. In the Insert File dialog box, browse to the file location and select the file.
6. Select the Insert button.
7. The Insert File dialog box closes and an icon representing the file and the file
name appears in the Attached box. Select the Send button.
The message window closes, and the message and the attached file is sent to the
recipient.
To remove an attachment from an email:
1. Select the attachment in the Attached field.
2. Press the Delete key.
Alternatively, click the arrow to the right of the attachment in the Attached file.
Select Remove Attachment from the list.
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14.5 REVIEW EXERCISE
1. You want to add a Bcc field to a new email. Which of the following tabs do you need
to open?
a. Insert
b. Options
c. Message
d. Review
2. Match the following description to the correct email field: “Addresses added to the list
but not recorded in the message information, so that they cannot be read by other
recipients.”
a. To
b. Cc
c. Bcc
d. Subject
3. Create a new email.
4. Enter an email address in the To field.
5. Enter an email address in the Cc field.
6. Enter an email address in the Bcc field.
7. Enter a subject line and message.
8. Insert an attachment.
9. Send the message.
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LESSON 15 RECEIVING EMAIL
In this section, you will learn how to:
•
Open and close an email message
•
Reply to a message
•
Forward a message
•
Open, save and delete a file attachment
•
Change the read status of a message
•
Flag and unflag a message
Lesson 15 – Receiving Email
ICDL Computer & Online Essentials
15.1 OPENING AND CLOSING AN EMAIL
Concepts
Opening an email will display the message in a new window.
Steps
To open and close a message:
1. If necessary, display the Inbox folder and the Reading Pane. Select a
message from the message list.
2. Double-click the selected email.
3. The message opens in a separate window. Click on the X button
top right of the window.
at the
The message will close, and you return to the main Outlook view.
15.2 REPLYING TO A MESSAGE
Concepts
You can choose to reply to the sender of the message or to
the sender and all other message recipients. When you reply
to a message, the sender’s email address is automatically
entered in the To… field.
•
Use Reply to send the message to the Sender only.
•
Use Reply All to send the message to the Sender and all of those in the
To and Cc fields in the original message.
Replies automatically display the text RE: and the original message subject in the
Subject field.
Steps
To reply to a message:
1. If necessary, display the Inbox folder. Select or open the message to which
you want to reply.
2. Click Reply or Reply All, in the Respond group.
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3. The RE: Message window opens with the address and subject boxes
completed and the insertion point in the message box. Type your reply in the
message box.
4. Click Send.
The message is sent to the appropriate recipients or stored temporarily in the
Outbox folder. When you have replied to an email the following symbol appears
beside the email in your Inbox.
15.3 FORWARDING A MESSAGE
Concepts
You can share received emails with other recipients by forwarding messages.
Forwarded messages include the original message and all the header information.
The header information includes details of the original message such as the from,
sent, subject and importance fields. If the original message contains an attached
file this will also be included when the email is forwarded.
You can also add your own message to an email before you forward it, which
appears at the top of the original message. You can forward messages to other
recipients directly from the Reading Pane or the Message window.
Steps
To forward a message to another recipient.
1. If necessary, open the Inbox. Select or open the message you want to
forward.
2. Select the Forward button in the Respond group.
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3. The FW: Message window opens with the subject completed and the insertion
point in the To box. Enter the email addresses of the desired recipient(s) in the
To… and the Cc… fields as required.
4. Select the message box.
5. Enter any text required into the message box.
6. Select the Send button.
The FW: Message window closes, and the message is forwarded to the recipient.
When you have forwarded an email, the following symbol appears beside the
email in your Inbox.
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15.4 OPENING, SAVING, DELETING A FILE
ATTACHMENT
Concepts
If someone sends you an attachment, its presence is indicated with a paperclip
icon displaying beside the email.
You can preview, open, save or remove an attached file.
Steps
To open an attachment:
1. Double click the email with the attachment to open the email.
2. Right-click the attachment icon.
3. Select Open from the dropdown menu.
4. The file will open in a separate window. Click on the X icon to close the open
file.
To save a file attachment:
1. Double click the email with the attachment to open the email.
2. Right-click the attachment icon.
3. Select Save As from the dropdown menu.
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4. If required, rename the file in the File name box in the Save Attachment
dialog box.
5. Select the location where you want to save the file.
6. Select Save.
The Save Attachment dialog box closes, and the file is saved in the selected
location.
To delete an attachment from an email:
1. Double click the email with the attachment to open the email.
2. Right click the attachment icon in the email.
3. Select Remove Attachment from the dropdown menu.
15.5 CHANGING THE READ STATUS OF A MESSAGE
Concepts
In your Inbox, when a message is unread, the sender’s name displays in a bold
font, the subject of the email is bold and displays in a blue font colour. After you
click on a message, and then click on something else, the message is no longer
bold and the subject font colour changes to automatic, indicating that it has been
read.
However, you may want to change the status of read message back to unread, if
for example you haven’t had time to properly deal with the message and need to
return to it.
Steps
To change the read status of a message:
1. In the Inbox folder select the message with the read status you want to
change.
2. Click the Unread/Read button in the Tags group on the Home tab.
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The message is marked as Unread or Read.
Notice that the number next to the Inbox folder increases by 1. This number
indicates the number of unread messages in the Inbox.
Emails may also display some of the following symbols.
Email Status
Icon
Unread message
Replied to message
High Importance Message
Has Attachment
Flagged by Sender
Flagged message
15.6 FLAGGING A MESSAGE
Concepts
You can insert a follow-up flag next to a message as a reminder or to call attention
to the item. You can also send a message with a flag as a reminder for the
message recipient.
When a message is flagged, a colour is applied to the flag and the flag
background in the Flag Status column in the message list, making it easier to
spot flagged messages.
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Follow Up Flags
Steps
To flag a message:
1. In the Mail pane in the Inbox folder select the message.
2. Click the Follow Up button, on the Home tab in the Tags group.
3. Select the desired flag option from the Follow Up dropdown menu. For
example, click Today
4. A flag appears in the message’s Flag Status. To clear or remove a flag, select
Clear Flag.
A flag is removed from the message’s Flag Status.
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15.7 REVIEW EXERCISE
1. You have received an email containing important information from a colleague. You
want to share this information with another colleague. Which of the following options
provides the easiest way to share the information?
a. Forward the message
b. Copy and paste the message into a new email
c. Reply to All.
d. Flag the message.
2. You want to add an attachment to a new email. Which one of the following icons
should you select?
a.
b.
c.
d.
3. Identify what each of these symbols stand for:
a.
-------------------------------
b.
-------------------------------
c.
-------------------------------
d.
-------------------------------
4. What formatting can help you to identify an unread email in your inbox?
a. Italics with blue font colour.
b. Bold with purple font colour.
c. Bold with blue font colour.
d. Underlined and bold with blue font colour.
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LESSON 16 MANAGING CONTACTS
In this section, you will learn how to:
•
Create a contact
•
Create a contact group
•
Send a message to a contact group
•
Update a contact and a contact group
•
Delete a contact and a contact group
Lesson 16 – Managing Contacts
ICDL Computer & Online Essentials
16.1 CREATING A CONTACT
Concepts
When you create a contact, the contact is added to your list of Outlook Contacts.
Creating a contact can help you to record details about a person, which you can
easily retrieve again from your contacts list. There are a number of fields available
to record contact details including Full Name, job title, Phone numbers, Address
and Notes.
New Contact dialog box
Steps
To create a contact:
1. Select People from the navigation bar.
2. Select New Contact from the New group on the Home tab.
3. Enter the contact details in the required fields. For example, type
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Full name… John Smith
Email… j.smith@test.com
4. .Click the Save & Close button in the Actions group on the Contact tab.
The Contact dialog box closes, and a new contact is created.
16.2 UPDATING A CONTACT
Concepts
Once a contact has been created you can add more details and make changes to
their contact details. For example, if the contact changes their business address
this can be updated.
Steps
To update a contact:
1. If necessary, select People from the navigation bar.
2. In the contact list, double-click the contact to be updated. For example, doubleclick John Smith
3. Update the fields as required. For example, update the email address to:
johnsmith@test.com
4. Click Save to save the changes made to the contact fields.
5. Click the X button.
The Contact closes and the contacts list displays.
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16.3 CREATING A CONTACT GROUP
Concepts
You can use a contact group (formerly called a “distribution list” in Outlook and
sometimes called a mailing list) to easily send emails to multiple people such as a
project team — or even just a group of friends — without having to add multiple
recipients to an email.
Steps
To create a contact group (distribution list / mailing list):
1. Select People from the navigation bar.
2. Select New Contact Group from the New group on the Home tab.
3. Enter the name of the contact group in the Name field. For example, type
Expo team.
4. Select the Add Members button in the Members group on the Contact group
tab.
5. Select the desired address book or contact list.
6. Select the desired contact from the list in the Select Members dialog box.
7. Select the Members button or double-click the selected name.
8. Continue to add names to the distribution list as desired.
9. Select the OK button.
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10. The Select Members dialog box closes, and the names appear in the Contact
Group window. Select the Save & Close button.
The Contact Group window closes, and the new group is saved and appears in
the Contacts folder.
16.4 SENDING AN EMAIL TO A CONTACT GROUP
Concepts
You can send an email to a contact group to avoid entering multiple email
addresses.
Steps
To send a new message to a contact group:
1. If necessary, create an Expo team contact group with three names from one
of your address books.
2. If necessary, select Mail from the navigation bar.
3. Create a new message and enter the contact group list name in the desired
recipient field. For example, type Expo team.
4. Select the contact group name when it appears.
5. If required, expand the list, click the plus sign for the distribution list. For
example, click
Expo team.
6. An Expand List message box opens warning that once you expand the
names, you will not be able to collapse them. Select the OK button.
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7. The Expand List message box closes, and the distribution list expands to
display the email address of each member. Compose the message and click
Send.
The email is sent.
16.5 UPDATING A CONTACT GROUP
Steps
To update a contact group:
1. If necessary, select People from the navigation bar.
2. Double-click the contact group you want to update. For example, double-click
Expo team.
3. Update the contact group details and members as required. For example, add
a new member to the group.
4. Click the Save & Close button in the Actions group on the Contact Group
tab.
The Contact group closes, and any changes made are saved.
16.6 DELETING A CONTACT OR CONTACT GROUP
Steps
To delete a contact:
1. If necessary, select People from the navigation bar.
2. Select the contact you want to delete.
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3. Click the Delete button in the Delete group.
The contact is deleted.
To delete a contact group:
1. Select the contact group you want to delete. For example, click the Expo team
contact group.
2. Click the Delete button in the Delete group.
The contact group is deleted.
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16.7 REVIEW EXERCISE
1. A contact group is a list of people that you can email in one go without having to add
an address each time you wish to message them:
a. True
b. False
2. You want to create an email list, of your colleagues on the Sales team, so you can
quickly email everyone on the team, without having to add each team member
individually to an email. What term is used to refer to such a list in Microsoft Outlook?
a. Distribution List
b. Contact Group
c. Mailing List
d. Mail Merge Group
3. You want to add two new members to a contact group in Outlook. You will have to
delete the original group and recreate the group in order to achieve this outcome in
Outlook.
a. True
b. False
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LESSON 17 MANAGING EMAILS
In this section, you will learn how to:
•
Sort messages
•
Use search
•
Create a new folder
•
Move a message to a different folder
•
Delete a folder
•
Delete a message
•
Recover deleted items
•
Use the junk email folder
•
Use the out of office feature
Lesson 17 - Managing Emails
ICDL Computer & Online Essentials
17.1 SORTING MESSAGES
Concepts
By default, Microsoft Outlook displays emails with the most recently received
email, appearing first on the list. You may want to change the order in which
emails display in a folder, such as the Inbox. Messages can be sorted by criteria
including by name (sender), date or by size, in ascending or descending order.
Advanced View Setting dialog box
Steps
To sort messages by name (sender), date and size:
1. If necessary, display the Inbox folder with the Reading Pane on the right. You
should have at least two messages that are arranged by Date. If necessary,
click the Reset View button in the Current View group on the View tab. This
button will return the view settings to the default options.
2. Select the View tab.
3. Click the View Settings button, in the Current View group.
4. Click the Sort button in the Advanced View Settings: Compact dialog box.
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Lesson 17 - Managing Emails
5. To sort by name (sender), select From in the Sort items by drop down list
box in the Sort dialog box. Select the Ascending or Descending radio button
as required.
6. To sort by date, click Received in the Sort items by drop down list box in the
Sort dialog box. Select the Ascending or Descending radio button as
required.
7. To sort by size, click Size in the Sort items by drop down list box in the Sort
dialog box. Select the Ascending or Descending radio button as required.
8. Click the OK button to close the Sort dialog box. Any changes made to the
sort order settings are saved.
9. Click the OK button to close the Advanced View Settings: Compact dialog
box. The sort order is changed.
Note that the sort order is now changed. If necessary, click the Reset View button
in the Current View group on the View tab to return the view settings to the
default options.
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17.2 SEARCHING FOR EMAILS
Concepts
If you need to locate an email quickly but don’t wish to scroll through an entire
folder, you can use the search bar found at the top of the Mail pane.
You can search for an email by specifying the sender of the email or the subject
text. You can also search for text that appears in the body of the message.
Use the search tools on the Search tab on the ribbon to help search by a variety
of criteria, for example by sender, subject line, or body.
Steps
To search by content to find emails:
1. If necessary, select the Mail pane and the Inbox.
2. Click in the Search box, below the ribbon.
3. On the Search tab, in the Refine group, click the More button.
4. Select Body.
5. Enter the text that you wish to search by in the Instant Search box. For
example, type: course.
6. Select the required email from the emails highlighted in the search results.
7. The selected email is displayed in the Reading pane.
To search by sender, subject to find emails:
1. If necessary, select the Mail pane and the Inbox.
2. Click in the Search box, below the ribbon.
3. On the Search tab, in the Refine group, click the From or Subject button.
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Lesson 17 - Managing Emails
4. Enter the search criteria that you wish to search by into the relevant quotation
marks. For example, type: sender’s name or subject text inside the
appropriate quotation marks.
5. Select the required email from the search results.
The selected email is displayed in the Reading pane.
17.3 CREATING A NEW FOLDER
Concepts
You can create new folders to help you organise Outlook items. For example, you
can create a folder for a specific customer and keep all the messages relating to
that customer in the folder. Folders can contain only one type of Outlook item.
New folders can be created as a folder directly under your personal folder or as a
subfolder under one of the existing folders, such as the Inbox folder.
Create New Folder dialog box
Steps
To create a new folder:
1. If necessary, select the Mail pane and the Inbox.
2. On the Folder tab, in the New group, click the New Folder icon.
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3. In the Create New Folder dialog box, enter a name for the new folder in the
Name: field. For example, type Expo Agenda.
4. Select the folder location in Select where to place the Folder: list. For
example, ensure Inbox is highlighted.
5. Select OK.
The Create New Folder dialog closes and the folder is added to the selected
location.
17.4 MOVING A MESSAGE TO A DIFFERENT FOLDER
Concepts
You can move messages between folders at any time. You can select several
messages to move at the same time by holding the Ctrl key and clicking the
desired messages.
Steps
To move a message to a different folder:
1. If necessary, open the Inbox folder. The Inbox should contain a subfolder
called Expo Agenda.
2. If necessary, select the Home tab.
3. Select the message that you want to move.
4. Select the Move button, from the Move group on the Home tab.
5. Click Other Folder from the drop down list of available folders is displayed.
6. Select the desired folder that you want to move the message to. For example,
click Expo Agenda.
7. Click OK.
The submenu closes, and the message is moved to the selected folder.
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Lesson 17 - Managing Emails
17.5 DELETING A FOLDER
Concepts
You can delete a folder you have created when you no longer need it. You can
delete an empty folder or a folder that still contains items. You cannot, however,
delete the default Outlook folders. Deleted folders are moved to subfolders in the
Deleted Items folder, where they remain until you empty the Deleted Items folder.
Delete folder message box
Steps
To delete a folder:
1. If necessary, select the Mail pane and the Inbox.
2. Select the folder you want to delete. For example, click Expo Agenda.
3. Select the Delete Folder button, in the Actions group on the Folder tab.
4. A Microsoft Office Outlook warning box opens, prompting you to confirm the
deletion. Select Yes to confirm the deletion.
The Microsoft Office Outlook warning box closes, and the current folder and its
contents are moved to the deleted items folder.
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17.6 DELETING AN EMAIL
Concepts
You can delete emails from any folder. You should periodically delete messages
from your mail folders to keep them manageable. When you delete an item from a
folder, it is sent to the Deleted Items folder.
Steps
To delete an email:
1. If necessary, select the Mail pane and the Inbox.
2. Select the message you want to delete. For example, click the first message in
the message list
3. On the Home tab, in the Delete group, click the Delete button.
The email is removed from the folder and moved to the Deleted Items folder.
17.7 RESTORING A DELETED EMAIL
Concepts
Depending on your email settings you may be able to restore deleted email from
your Deleted Items folder. Deleted items are listed by the date they were deleted
in ascending order, with deleted folders displayed first.
Steps
To restore a deleted email:
1. If necessary, select two messages from the Inbox folder and delete them.
2. Select the Deleted Items folder.
3. Select the message that you want to restore.
4. Select the Move button, from the Move group on the Home tab.
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Lesson 17 - Managing Emails
5. Click Other Folder from the drop down list of available folders is displayed.
6. In the Move items dialog box, select the destination folder, where you want to
move the message to. For example, click Inbox.
7. Click OK. The submenu closes, and the message is moved to the selected
folder.
8. Click the Inbox folder and view the restored items.
17.8 USING THE JUNK FOLDER
Concepts
The Junk Email Filter evaluates each incoming message based on several
factors, including the content of the message. Emails evaluated by the filter as
Junk emails are automatically placed in the Junk Email folder. Emails may also
be manually moved into the Junk Email folder. Emails wrongly designated as junk,
may be moved out of the Junk folder.
Junk Mail
Steps
To move an email into the Junk Email folder:
1. If necessary, select the Mail pane and the Inbox.
2. Select the message that you want to move to Junk Emails.
3. Select the Move button, from the Move group on the Home tab.
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4. Click Other Folder from the drop down list of available folders is displayed.
5. In the Move items dialog box select Junk Emails from the list of folders.
6. Click OK.
The submenu closes, and the message is moved to the Junk Emails folder.
To move an email out of the Junk Email folder:
1. Click the … button on the Navigation bar.
2. Select Folders from the menu.
3. Select Junk Email and select the required message.
4. On the Home tab, in the Move group, click Move.
5. Click Other Folder.
6. In the Move items dialog box, select the desired folder that you want to move
the message to. For example, click Inbox.
7. Click the OK button.
The submenu closes, and the message is moved to the selected folder.
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Lesson 17 - Managing Emails
17.9 USING THE OUT OF OFFICE
Concepts
You can use Automatic Replies (Out of Office) to create a message that is
automatically sent to anyone who sends you an email while you are unavailable to
respond to business emails. You can create your own custom message, for
example informing people who email you that you are out of the office on a
business trip.
When you turn on the Automatic Replies feature, Outlook replies automatically to
emails received from other people.
Automatic Replies Dialog Box
Steps
To turn on Automatic Replies:
1. If necessary, open the Inbox and select the File tab.
2. Click Automatic Replies, on the Info page.
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3. Select the Send automatic replies radio button in the Automatic Replies
dialog box.
4. Enter the message text for recipients on the Inside My Organization tab. For
example, type I shall be out of the office until next Friday. Please call Jane
Doe for assistance.
5. If required select the Outside My Organization tab and select the Auto-reply
to people outside my organization checkbox and enter the message text for
recipients.
6. If required, enable the Only send during this time range: checkbox and set a
start and end time.
7. Select OK.
The Automatic Replies are turned on and the dialog box closes.
To turn off Automatic Replies (Out of Office):
1. If necessary, open the Inbox and select the File tab.
2. On the Info tab click the Turn Off button under Automatic Replies.
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17.10 REVIEW EXERCISE
1. You can delete all folders in Outlook:
a. True
b. False
2. Emails that end up in the Junk Email folder are always junk / spam:
a. True
b. False
3. Create a new message with the subject called Test and the body of the message
Test.
a. Send the email to yourself.
b. After you receive the email, delete both emails from the Inbox and Sent
folder.
c. Restore the emails from the Deleted Items folder.
4. Move the Test email from your Inbox into the Junk Emails folder.
5. Display the Junk Emails folder and remove the Test email from the Junk Emails
folder and back into the Inbox.
6. Create a new folder with the name called Practice and move the email with the
subject heading Test into the Practice folder.
7. If necessary, display the Inbox folder. Sort the contents of your Inbox by sender
(From) field.
8. Click the Reset View button in the Current View group on the View tab, to restore
your Inbox to the default view settings.
9. An email sent automatically to anyone who emails you while unavailable is called
_______________.
a. A signature
b. An Out of Office reply
c. A Draft
d. An IM
10. You want to create an automatic reply, so colleagues will be notified about who to
contact while you are away. Which one of the following Outlook tabs should you
select?
a. Options
b. File
c. Message
d. Send / Receive
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LESSON 18 USING CALENDAR
In this section, you will learn how to:
•
Open and navigate the calendar pane
•
Schedule a new meeting
•
Schedule a resource for a meeting
•
Accept and decline meeting requests
•
Update a meeting
•
Cancel a meeting
Lesson 18 – Using Calendar
ICDL Computer & Online Essentials
18.1 USING THE CALENDAR PANE
Concepts
You can enter and track appointments, meetings, and tasks using the Microsoft
Outlook Calendar. You can use the Calendar in conjunction with other
components of Outlook to help manage all of your information. You can open the
Calendar pane from the Navigation bar.
The Calendar pane
The default calendar view is the Month view. Other view options available from
the buttons in the Arrange group on the Home tab include Day, Work Week,
Week, Month or Schedule View. You can use the Today button in the Go To
group to return to the current date.
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Date Navigator
Steps
To open and navigate the Calendar:
1. Click the Calendar button on the Navigation bar to open the Calendar pane.
2. To view the appointments for a specific date, click the date in the Date
Navigator. For example, click tomorrow’s date in the Date Navigator. The
date changes at the top of the scheduling area and the appointments for the
date appear.
3. To view the appointments for a consecutive range of dates, drag the range of
dates in the Date Navigator. For example, drag from Monday to Friday of
this week in the Date Navigator. The appointments for the selected range of
dates appear in the scheduling area.
4. To view the appointments for a non-consecutive range of dates, select the first
date you want to display in the Date Navigator. For example, click the first
Wednesday of the current month. The first date is selected in the Date
Navigator and the appointments for that date appear in the scheduling area.
5. Hold [Ctrl] and click the additional dates you want to display. For example,
hold [Ctrl] and click the second Wednesday of the current month. The
appointments for all the selected dates appear in the scheduling area.
6. To return the display to show only the appointments for one date, click the
desired date in the Date Navigator. For example, click today’s date. The
appointments for the one date appear in the scheduling area.
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7. To scroll to another month, click the left or right scroll arrows at the top of the
Date Navigator. For example, click the right scroll arrow next to the month
name in the Date Navigator. The selected month appears in the Date
Navigator.
8. To change the way appointments appear in the scheduling area, select the
Day, Work Week, Week, or Month button on the Standard toolbar. For
example, click Work Week. The appointment display in the scheduling area
changes accordingly.
9. Drag the vertical border between the Folder Pane and the scheduling area
as far to the right as possible to display several columns of months in the Date
Navigator.
10. Return the width of the Folder Pane to display only one column of months in
the Date Navigator.
11. Click the Day button to return the Calendar to the day format.
18.2 SCHEDULING A MEETING
Concepts
You can use the Calendar to schedule meetings and appointments. When you
create a new meeting an email invitation is sent out to the invitees and the
meeting appears as tentative in their calendar. Appointments do not involve
notifying other people or scheduling resources.
Steps
To schedule a new meeting:
1. Click the Calendar button in the navigation bar.
2. Click the New Meeting button, in the New group on the Home tab.
3. In the Meeting window, add meeting invitees from your address book /
contacts list, in the To… field. For example, add two names from your address
book.
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4. Click the Subject field and enter subject for the Meeting. For example, type
Quarterly Review.
5. Click the Location field and enter a location for the Meeting. For example,
type Conference Room.
6. Enter details in the Start time and the End time fields. For example, select 9
to 10 a.m. this day next week
7. Click the Send button.
A meeting invitation is sent to invitees by email and the meeting is added to the
calendar.
Having successfully set up a meeting, you will notice the meeting on your
Calendar when you close the Meeting dialog box.
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18.3 SCHEDULING A RESOURCE FOR A MEETING
Concepts
You can schedule a resource for a meeting just as you would schedule a person.
Resources include conference rooms and equipment, such as a projector. In
order to schedule a resource, it must be set up with its own mailbox, usually by
the system administrator.
The same scheduling rules that apply to a person apply to a resource. When
scheduling a meeting, you invite the resource and, if the resource is free, it will
accept the meeting. If the resource is not free, it will automatically reject the
invitation.
Steps
To schedule a resource for a meeting:
1. If necessary, click the Calendar button in the navigation bar to open the
Calendar pane.
2. Click the New Meeting button, in the New group on the Home tab.
3. In the Meeting window, add the meeting resources from your address book /
contacts list, in the To… field. For example, enter Board Room.
4. Continue to add invitees - for example, add two names from your address
book.
5. Set a subject, location and a time for the meeting.
6. Click the Send button.
A request is sent for the required resource, along with a meeting invitation to the
invitees added to the To.. field.
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18.4 ACCEPTING AND DECLINING MEETING
REQUESTS
Concepts
As other users schedule meetings, you may receive meeting requests in your
Inbox. You have the option of accepting, declining, or submitting a tentative
response.
You can respond to a meeting request from the Reading Pane or the Message
window. When you select the Accept, Tentative, or Decline button, you have
options to edit the response before sending, send the response, or not send the
response at all.
Meeting requests are automatically added to your schedule as a tentative
appointment when Outlook updates your Calendar or after you read the meeting
request.
If you accept the meeting, the meeting time changes to busy. If you decline the
meeting, the meeting is removed from your schedule.
Respond Group in the Meeting Tab
Steps
To accept and decline meeting requests:
1. Open the email with the meeting request by double-clicking the meeting
request.
2. Click Accept or Decline button as desired, in the Respond group, on the
Meeting tab. For example, click Accept.
3. Select whether to Edit the Response before sending, Send the Response
Now or Do Not Send a Response. For example, click Edit the Response
before Sending.
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4. If required, enter a response to the meeting request. For example, type: Thank
you for the invitation. I will see you there.
5. If necessary, click the Send button, to send an edited response.
The response to the meeting request along with the typed message is sent. The
meeting will no longer be tentative in the calendar after you have accepted it.
Note that if Send the Response Now was selected the response is sent
immediately.
18.5 UPDATING A MEETING
Concepts
You can change and update details for any meeting that you have organised in
Outlook. You can, for example add or remove invitees, resources (meeting room
equipment) and change the time, subject or location for a meeting. You cannot
change information for meetings that you have not organised.
Steps
To update a meeting:
1. If necessary, open the Calendar pane.
2. Select the meeting.
3. On the Meetings tab in the Actions group, click Open.
4. In the Meeting window, enter the new details as required such as adding more
attendees, changing the location, time etc. For example, delete the location
and type: Meeting Suite 1.
5. Select the Send Update button.
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The update is sent.
Note that to remove invitees or resources from a meeting, select the meeting from
your calendar and use the backspace button to remove the appropriate invitees or
resources.
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18.6 CANCELLING A MEETING
Concepts
You can cancel a scheduled meeting. When you cancel a meeting that you have
already created, and to which you have sent invitations, you should always send
cancellation notices to the meeting attendees.
Actions Group
Steps
To cancel a meeting:
1. If necessary, open the Calendar pane.
2. Select the meeting you want to cancel.
3. Click Cancel Meeting, in the Actions group on the Meeting tab.
4. A Microsoft Outlook warning box opens, asking if you want to send a
notification for the cancelled meeting. If required, type in a message to the
meeting attendees, explaining the cancellation. For example, enter text:
Apologies for the short notice but due to circumstances beyond my
control this meeting has been cancelled.
5. Click Send Cancellation.
The cancellation along with the message is sent to all attendees.
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18.7 REVIEW EXERCISE
1. Complete the definition: “____________ are activities that do not involve notifying
other people or scheduling resources.”
a. Meeting
b. Appointments
c. Email
d. Tasks
2. Having accepted a meeting invitation, Outlook automatically adds it to your schedule.
a. True
b. False
3. You can schedule a resource for a meeting just as you would schedule a person.
a. True
b. False
4. List four items you can change when you are updating a meeting:
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
5. You need to cancel a meeting, that you have set up, as it clashes with an important
industry conference. What must you do, if you cancel a meeting in which you have
invited other people to?
_____________________________________________________________
6. You have received a meeting invitation from a colleague. List three options that you
have to respond to a meeting request:
___________________________________________________________________
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LESSON 19 SAFETY AND SECURITY
In this section, you will learn how to:
•
Identify potential threats to computers, devices and data
•
Recognise some ways to protect computers, devices and data
•
Recognise some ways to protect personal and organisational data online
•
Use anti-virus software
Lesson 19 – Safety and Security
ICDL Computer & Online Essentials
19.1 THREATS TO COMPUTERS, DEVICES AND DATA
Concepts
There are many potential threats to computers, devices and data, including
malware, the risk of unauthorised access, theft, and accidental damage. It is
important to understand these threats so that you can plan appropriately to reduce
the likelihood of them affecting you.
Malware
This is malicious software typically designed to install itself on a computer or
device without consent in order to damage files or steal information. Malware is an
umbrella term used to refer to viruses, worms, Trojans, spyware, adware, and
other forms of malicious code. Installed without the user’s consent, malware is
designed to disrupt computer operation, collect sensitive information, or gain
unauthorised access to a computer, device, or network.
The main types of malware include:
•
Virus: An intrusive program that infects computer files and may cause
damage.
•
Worm: Self-replicating malware that uses a computer network to send
copies of itself to other computers.
•
Trojan: Destructive program that masquerades as an application.
•
Spyware: Malware that collects information on user browser habits without
their consent.
Unauthorised access
Accessing computers, devices or data without permission, whether the intention is
malicious or not, may have negative consequences such as the alteration, loss or
theft of data.
Theft
Computers, devices and data, in particular mobile devices and unprotected data,
are vulnerable to theft and may be used to carry out further crimes, such as
identity theft.
Accidental damage
Damage from accidents such as breakages, fires or floods may result in the
destruction, alteration or loss of computers, devices and data.
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19.2 PROTECTING COMPUTERS, DEVICES AND DATA
Concepts
There are many actions you can take to protect computers, devices and data from
threats:
Use anti-virus software
Install and use an anti-virus software to protect your computer from viruses. There
are numerous free and paid anti-virus software packages available. It is important
to research the available options. It is often possible to download a trial version of
paid anti-virus software before committing to purchasing the software.
•
Use anti-virus software to detect viruses and stop them from being
installed or removing them.
•
Regularly update anti-virus, application and operating system software to
detect new viruses, fix known problems and security risks.
•
You can use antivirus software to scan external drives and downloaded
software.
Regularly update Software
Software developers often release software updates to address problems or fix
security vulnerabilities in their products.
These updates help prevent or fix problems or enhance and improve how your
computer works. Therefore, it is important to regularly check for updates to your
software, such as your anti-virus, application and operating system software.
Issues associated with failing to keep your software up to date may include:
•
Vulnerability to viruses, spyware and other malware.
•
Software crashing, freezing, or performing poorly.
As well as resolving security issues, software updates not only improve security
but may also contain improvements and new features.
Minimise the threat of malware
Do not download programs, open attachments or links from unknown sources to
minimise the threat of malware being installed.
•
Do not download programs from unknown sources
If you download software from the Internet, make sure it is from a reliable
source. Scan downloads with antivirus software upon completion. During
the installation process, read all prompts about what the program is putting
on your computer. USB drives, or other drives, may be infected with a
virus. You can use antivirus software to scan external drives.
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•
ICDL Computer & Online Essentials
Do not open email attachments or links from unknown sources
Your computer can become infected if you open an email attachment, that
contains malicious code. Even if the message is from someone you know,
always use caution before opening a link or downloading an attachment. In
general, do not open email attachments you were not expecting to receive.
Use Encryption
Use encryption to encode data so it can be read by authorised people only.
Encryption is the conversion of data into a form that cannot be easily read and
understood by people.
Encryption is used to protect data as it’s passed over a network. It is often used to
prevent illegal access to or reproduction of information.
Decryption is the process of changing encrypted data back into its original form,
so that it can be read. Decryption uses a key, or algorithm, to “unlock” the
encrypted data. A common use of encryption is when data is sent through a
secure web connection.
Use Strong passwords
Use strong passwords to prevent unauthorised access. Passwords should be of
adequate length and character mix, kept private and changed regularly.
Password policies are guidelines or requirements on the creation and use of
passwords. These passwords can be required for access to computer systems,
applications, shared files, networks, online forums, online shopping accounts and
services, cloud storage, social media and email accounts etc.
The following are some guidelines for password policies:
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•
Create passwords with adequate length: While the word adequate may
seem quite vague in this context, it is important to generate a password
that is usually over 8 characters to reduce the chances of someone
figuring it out. Many websites have minimum password length
requirements.
•
Create passwords with adequate character mix: Passwords that use a
mix of caps characters and numbers are stronger than passwords that
only use lowercase letters. Like password length, having a password that
has character mix, like starting with a capital letter and including numbers,
can be a requirement put in place by certain websites. For example, a
password such as “fireworks” can be made stronger by varying the
character style. If you capitalise the first letter, and swap the i and o with
the numbers 1 and 0 you get “F1rew0rks” which is less likely to be solved.
•
Do not share passwords: This may seem an obvious point, but
disclosing your password to other people, even if they are trusted
colleagues, friends or family, is not recommended. If you need to share a
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password, make sure it is with someone who will not take advantage of
your trust or end up revealing it to a third party.
•
Change regularly: It is recommended that you change your passwords
from time-to-time. This can help prevent someone who has gained
knowledge of your password from monitoring your activities over an
extended period of time.
Regularly Back Up Data to Remote Location
Regularly back up data to a remote location to keep it safe in the event of
problems such as network, hardware or software problems, theft or accidental
damage.
It is important to make regular backups as your files can be lost or destroyed
accidentally; the hard disk may also develop problems. Thus, backups must be
made to an external device such as CDs, DVDs, external hard disks or USB
drives.
Another option is to back up data on the Internet, using a “cloud” storage solution.
By frequently backing up to a Web-based location, the risk of data loss because of
fire, theft, file corruption, or other disaster is virtually eliminated. Viewed through a
Web browser, remote files and folders appear as if they are saved on an external
local hard drive.
19.3 PROTECTING DATA WHEN ONLINE
Concepts
There is a range of measures that you can take to protect yourself and your
organisation when you are online.
Identify a secure website
When you use a website that handles private or financial information, you should
check that it is secure.
To see if a website is secure, make sure that a lock icon displays in the browser
window and that the website's address begins with "https" (instead of "http").
Hypertext Transfer Protocol Secure (“https”) is a combination of the Hypertext
Transfer Protocol and a security / encryption protocol. These connections are
often used for payment transactions on the Web and for sensitive transactions in
corporate IT systems.
Even if you do not plan to view or provide private or company information, it's best
to use a secure login whenever possible, to ensure that your login information is
encrypted.
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Try typing the following URL in your web browser:
www.facebook.com.
Note that the URL automatically changes to add https at the front of the web
address, and you will also see the padlock. This means that the connection to this
website is secure.
The same usually applies if you connect to a financial institution: for example,
www.citibank.com
Purchase from secure reputable websites
Purchase from secure reputable websites as they are more likely to have secure
connections that support secure payment and data protection.
When shopping online, take steps to check the security and reputation of a
website. For example, is the website linked to an established business that has a
physical presence? Are there independent reviews of the web site? If you cannot
answer yes to these questions, maybe you should reconsider using the website.
Avoid unnecessary disclosure of private, sensitive and financial information
Avoid unnecessary disclosure of private, sensitive and financial information to
help avoid fraudulent activities such as identity theft.
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Do not give any company or private, sensitive or financial information over the
Internet if the website is not secure. Even if the connection is secure, you should
only provide company/personal and financial information if it is necessary to make
a purchase. In addition, you should be very cautious about providing business,
personal and financial information in other contexts, for example when
communication via social media, email or instant messaging etc.
If you are chatting on a forum or via instant messaging with someone you do not
know personally, use a nickname instead of your real name. Be wary of strangers
who may be interested in getting you to reveal personal or business information
that they might seek to misuse.
Log off from websites
Log off from websites to prevent other users from using your personal details. It’s
important that you remember to log out from any website that you have logged in
to when you have finished browsing, especially if you are on a computer or device
to which other people have access. If you do not log out, other people may gain
access to business, personal or financial information, or may impersonate you.
Watch out for fraudulent and unsolicited communications
Be aware of the possibility of fraudulent and unsolicited communications coming
through email or social networking sites, for example, that aim to trick the recipient
into disclosing business, personal or financial details, known as phishing, or
transmit malware.
Social networking sites and email have proved to be convenient and powerful
communications tools. Unfortunately, they can also provide scammers and other
malicious individuals with an easy means for attracting potential victims. A
common scam is combining messages on social media accounts / emails, with a
link to a bogus web site to trick victims into revealing sensitive information.
Unsolicited commercial email, or “spam,” can be the starting point for many email
scams. Many scams that spam support have existed for a long time. A common
list includes:
•
“You have won the lottery!”
•
Easy money
•
“Free” goods
•
Diet and health pills.
Phishing messages on social media or emails are crafted to look as if they have
been sent from a legitimate organisation. These messages attempt to fool you into
visiting a bogus web site to either download malware (viruses and other software
intended to compromise your computer) or reveal sensitive personal information.
For instance, a message can be designed to look like it is from a major bank. It
might have an alarming subject line, such as “Issue with Your Account.” These
messages usually suggest that there has been an issue with your account details
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and that you must submit a form to resolve the problem. As some believe these
communications to be legitimate, they will click on the link and follow the
instructions, resulting in sensitive information being passed on to phishers.
You can protect yourself from phishing communications by being wary of
messages with dramatic subject lines, checking for spelling and grammar, and
carefully examining the URL you are being directed to. You should also be aware
that it is unusual for a legitimate institution, such as a bank, to ask for confidential
information in this way. If in doubt, contact the institution directly yourself to
validate the request.
19.4 USING ANTI-VIRUS SOFTWARE
Concepts
Anti-virus software is used to scan files to identify and eliminate malware. Antivirus software usually does this using two different methods:
•
By using a virus dictionary to search for known viruses.
•
By looking for suspicious behaviour in how software is functioning.
An example of anti-virus software is Windows Defender. Windows Defender
software is provided with Windows 10.
You can choose to perform different types of scans:
•
Quick scan – This searches for viruses in locations where they are most
likely to occur.
•
Full scan – This searches the entire computer for viruses but will be
slower and may affect your computer’s performance more when it is
running.
•
Custom Scan – This allows you to choose which files and location you
want to check.
•
Windows Defender Offline Scan – This helps to find difficult to remove
malicious software.
Windows Defender Security Center is a central location to view status and
manage security features, such as firewall and antivirus.
Steps
To perform a quick scan in Windows Defender Security Center:
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1. Open Windows Defender by clicking the search tool on the taskbar and
entering Windows Defender.
2. Select Windows Defender Security Center.
3. Select Virus & threat protection.
4. In the Virus & threat protection page, select Quick Scan to begin a quick
scan.
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5. Windows Defender runs the quick scan.
The results are displayed when the scan is finished.
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To perform a full scan in Windows Defender Security Center:
1. In the Virus & threat protection page in Windows Defender Security
Center, select Advanced Scan.
2. Select Full scan and select Scan now.
The results are displayed when the scan is finished.
To perform a custom scan in Windows Defender Security Center:
1. In the Virus & threat protection page in Windows Defender Security
Center, select Advanced Scan and then select Custom Scan.
2. Select Scan now.
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3. Locate the files or location to scan in the Select Folder dialog box.
4. Click Select Folder.
The results are displayed when the scan is finished.
Alternatively, to perform a scan in File Explorer:
1. Locate the location (for example a drive) or folder in File Explorer.
2. Right click on the location or folder.
3. Select Scan with Windows Defender from the menu options.
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19.5 REVIEW EXERCISE
1. Ideally, what characters should you use in a password to make it strong?
a. Letters and numbers only
b. Mixed case (upper and lower) characters
c. Special characters
d. All of the above
2.
software is created and distributed for malicious purposes.
a. Malware
b. Firewall
c. Anti-virus software
d. Database management
3. Match the malware type on the left with the description on the right.
4. Name 4 examples of common types of online scams.
__________________________________________________
__________________________________________________
__________________________________________________
5. Which of the following is not considered best practice when dealing with potential
phishing threats?
a. Check spelling & grammar
b. Remain wary of dramatic subject lines
c. Follow the link and check what the website looks like
d. Contact the institution directly to validate the request
6. Go to the following web page to test how secure your password is:
http://howsecureismypassword.net/
The following example tested the password “password”.
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LESSON 20 ACCESSIBILITY AND ENVIRONMENT
In this section, you will learn how to:
•
Recognise some ways to enhance accessibility
•
Recognise some ways to protect your well-being
•
Recognise some energy saving practices
•
Recognise some recycling practices
Lesson 20 – Accessibility and Environment
ICDL Computer & Online Essentials
20.1 ACCESSIBILITY
Concepts
There are a range of options to improve computer accessibility. These include
voice recognition software, screen readers, screen magnifiers, on-screen
keyboards, and high-contrast views.
Voice recognition software
This translates voice commands and is used in place of a mouse and keyboard.
Voice recognition software allows you to give verbal commands to the computer
or input information, such as text. MS Windows has built-in voice recognition
software.
Screen reader software
This reads information aloud from a computer display, for users with impaired
vision or people with dyslexia. Screen reader software assists visually impaired
users or people with dyslexia by interpreting the contents of the computer screen
and then communicating that information in different formats, such as speech
output.
Screen magnifier
This displays enlarged screen content. This tool makes an area of the screen
larger, making it easier to read. Microsoft Windows includes basic screen
magnifier software.
On-screen keyboard
This provides an alternative to a physical keyboard for inputting data. An onscreen keyboard is a virtual version of the physical keyboard. It is designed for
use by individuals who cannot use a physical keyboard. Microsoft Windows has
a basic on-screen keyboard option.
High contrast
This makes the screen easier to view. Microsoft Windows includes a basic high
contrast colour scheme.
Steps
To use voice recognition software:
1. Click the Start button.
2. Scroll and click Windows Ease of Access.
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3. Click Windows Speech Recognition.
4. Follow the instructions to set up the computer to recognise your voice.
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To use screen reader software:
1. Click the Start button.
2. Scroll and click Windows Ease of Access.
3. Click Narrator.
The Narrator tool is displayed.
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To use a screen magnifier:
1. Click the Start button.
2. Scroll and click Windows Ease of Access.
3. Click Magnifier.
The magnifier tool is displayed.
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To use an on-screen keyboard:
1. Click the Start button.
2. Click Windows Ease of Access.
3. Click On-Screen Keyboard.
The on-screen keyboard is displayed.
To use Microsoft Windows basic high contrast colour scheme:
1. Click the Start button.
2. Click Windows System and choose Control Panel.
3. Click Ease of Access Center.
4. Click Make the computer easier to see.
5. Select the required options under High Contrast and click OK.
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20.2 WELL-BEING
Concepts
It is important to adjust the environment in which you use your computer so that it
best supports your health and well-being.
Your environment should have adequate lighting to help minimise screen glare
and avoid eye strain.
It is also important to vary tasks and take regular short breaks away from the
computer to help avoid potential eye, neck, back and wrist strain. You can perform
gentle stretching and eye exercises to help.
Correct adjustment of furniture and equipment will aid you in maintaining correct
posture and body alignment. By positioning the computer or device, desk and seat
correctly you can help avoid neck, back and wrist strain. Correct posture will, in
turn, ensure an even distribution of workload on the body and will help minimise
fatigue. In a work environment everyone may have the same furniture and
equipment and there may be multiple people using the one set-up, but this set-up
can be adjustable to the individual user. Monitors, seats and desks come in
adjustable versions that can be lowered or raised to suit the individual.
You should also ensure that your headphone volume is appropriate and not too
loud. This can help to avoid noise-induced hearing damage.
20.3 ENVIRONMENT
Concepts
People are becoming increasingly concerned about the impact of our modern
lifestyle on the environment. When you are using technology, you can help to
reduce your impact on the environment by lowering your energy consumption and
recycling as much as possible.
Reducing Energy Consumption
The following can help to reduce energy consumption.
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•
Turn off devices when not in use.
•
Adjust display settings – For example, reduce the brightness of the
display or set the display to turn off after a specified period of inactivity.
Simply, reducing the brightness of your display will reduce the energy it
consumes.
•
Adjust power mode settings – Power mode options allow you to save
energy. For example, you can set your computer or device to run in lower
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power mode after a specified period of inactivity. If you run your computer
or device in low-power mode, you conserve energy, keep the temperature
of your equipment down, and extend its lifespan. To maximise your energy
savings, set your computer or device to go into sleep mode or to fully shut
down once it has been idle for a period. Of course, you should also
remember to turn off your computer when you are not using it.
Power options Accessed in the Control Panel
•
Disable services when not required – For example, on a Smartphone
disable Internet connections, mobile data, GPS, Wi-Fi, Bluetooth, and
automatic application updates when not using them.
Recycling
Many of the components or consumables that we use when working with
technology can be recycled.
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•
Computer and devices – Many of the components that make up
computers and devices can be effectively recycled. When you are ready to
get rid of your old computer or device, you have a variety of choices. You
can find your closest recycling centre that handles computers or devices.
Or you can explore options such as re-selling, trading in, or exchanging
your device.
•
Batteries – Laptops or mobile devices can be recharged many times, but
after a while consumers may want, or need, to buy a new battery. Old
batteries must be recycled properly, because they contain chemicals that
may harm the environment if they leak.
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•
Printer cartridges – It is a good idea to reuse your inkjet and toner
cartridges, as this reduces unnecessary demand for new plastic cartridges.
There are a variety of options available for refilling cartridges, and this may
also be cheaper than buying a new cartridge.
•
Paper – Do not print unless you absolutely need to. Read your documents
on the screen and share them with others electronically. If you must print,
consider printing on the back of old paper. If the paper can no longer be
used put it into a recycling bin.
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20.4 REVIEW EXERCISE
1. A colleague has recently had eye surgery and is suffering a temporary visual
impairment. Which Windows 10 accessibility tools could help your colleague?
_________________________________________________________
2. Which of the following does not help ensure your well-being when using a
computer?
a. Take regular breaks
b. Make sure lighting is adequate
c. Work in a dark room
d. Correctly position the computer
3. Indicate True or False for the following statements:
Power options are commonly available to reduce computer
power consumption.
Constantly shutting down and restarting your computer
consumes more energy than just leaving it running.
Double sided printing is not wasteful compared to single sided.
4. List three ways in which modern devices and consumables may be recycled.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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ICDL Computer and Online Essentials Syllabus
Ref
ICDL Task Item
Location
Ref
ICDL Task Item
Location
1.1.1 Define the term hardware.
Identify the main types of
computers like: desktops,
laptops. Identify the main
types of devices like:
tablets, smartphones.
1.1Types of
Computers and
Devices.
1.2.2 Identify common examples
of operating systems for
computers and devices.
2.1 Software
Concepts
1.1.2 Identify the main types of
integrated and external
equipment like: printer,
screen, scanner, keyboard,
mouse/trackpad,
touchscreen, camera,
speakers, microphone,
headset, docking station,
storage.
1.2 Integrated
and External
Equipment
1.2.3 Identify common examples
of applications like: office
productivity, web browser,
communications, social
networking, design.
2.1 Software
Concepts
2.1.1 Understand the function of
the operating system's file
management application,
desktop, and taskbar to
efficiently manage and
access files, folders,
applications.
4.1 The Desktop
2.1.2 Identify common icons like
those representing: files,
folders, applications,
printers, drives,
shortcuts/aliases, recycle
bin/wastebasket/trash.
Identify common file types
like: word processing,
spreadsheet, presentation,
portable document format
(pdf), image, audio, video,
compressed, executable
files.
4.5 Common
Icons and File
Types
2.1.3 Understand how an
operating system organises
drives, folders, files in a
hierarchical structure.
Navigate between drives,
folders, sub-folders, files.
4.3 File
Management
1.1.3 Identify common
1.3 Common
input/output ports like:
Input and Output
Universal Serial Bus (USB), Ports
High-Definition Multimedia
Interface (HDMI), Video
Graphics Array (VGA).
1.1.4 Log off, shut down, restart a 3.1 Logging Off
computer or device using
an appropriate routine. Log 3.2 Logging in to
a Different User
in to a different user
Account
account.
3.3 Restarting
3.4 Shutting
Down
1.1.5 Connect a device,
7.1 Using a USB
equipment to a computer
Connection
using a USB connection.
Disconnect a device,
equipment from a computer
using an appropriate
routine.
1.1.6 Connect, disconnect
computers, devices,
equipment using a
Bluetooth connection.
7.2 Using a
Bluetooth
Connection
2.3 Applications
4.2 The Taskbar
4.3 File
Management
4.4 Opening and
Navigating File
Explorer
2.1.4 Change view mode to
4.6 Changing the
display files and folders
View Mode
like: tiles, icons, list, details.
1.2.1 Define the term software
2.1 Software
and distinguish between the Concepts
main types of software like:
2.2 Operating
operating systems,
Systems
applications. Recognise
that software can be
2.3 Applications
installed locally or accessed
online.
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2.2 Operating
Systems
2.1.5 Search for files by
properties: all or part of file
name using wildcards if
necessary, content, date
modified.
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Files
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2.2.1 Create a folder. Recognise
good practice in folder, file
naming: use meaningful
names for folders and files
to help with searching and
organisation.
5.1 Creating
Folders and
Renaming Files
and Folders
2.2.2 Rename a file, folder.
5.1 Creating
Folders and
Renaming Files
and Folders
2.2.3 Select individual, adjacent,
non-adjacent files, folders.
5.2 Selecting
Files and Folders
2.2.4 Copy, move files, folders
between folders, drives.
5.3 Copying and
Moving Files and
Folders
2.2.5 Delete files, folders to the
recycle
bin/wastebasket/trash and
restore to original location.
5.4 Deleting and
Restoring Files
and Folders
2.2.6 Sort files in ascending,
5.5 Sorting Files
descending order by name, and Folders
size, type, date modified.
2.3.1 Identify the main types of
storage media like: internal
hard drive, external hard
drive, network drive,
online/cloud file storage,
USB flash drive, memory
card.
6.1 Storage
Media
2.3.2 Identify file size, folder size, 6.2 Storage
storage capacity
Capacity
measurements like: KB,
MB, GB, TB, PB.
ICDL Task Item
3.1.1 Define the term network.
Outline the purpose of a
network: to share, access
data, applications and
devices securely.
6.3 Viewing
Properties
2.4.1 Install, uninstall an
application.
8.1 Installing an
Application
9.1 Networks
3.1.2 Understand the concepts of 9.2 Downloading
downloading from,
and Uploading
uploading to a network.
3.1.3 Understand the term
Internet. Identify some of its
main uses like: information
searching, communication,
purchasing, selling,
learning, publishing,
banking, government
services, entertainment,
software access, file
storage.
9.3 The Internet
3.2.1 Identify options for
connecting to the Internet
like: wired network,
wireless network, mobile
phone network.
9.4 Connecting to
the Internet
3.2.2 Recognise the status of a
wireless network:
protected/secure, open.
Connect to, disconnect
from a wireless network.
9.5 Connecting to
a Wireless
Network
4.1.1 Understand the terms:
World Wide Web (WWW),
Uniform Resource Locator
(URL), hyperlink.
10.1 The Web
4.1.3 Carry out a search using a
keyword, phrase, exact
phrase, image.
8.2 Uninstalling
an Application
8.3 Shutting
Down a NonResponding
Application
2.4.3 Capture a full screen, active 8.4 Taking a
window.
Screen Capture
10.2 Online
Activities
Overview
10.4 Searching
Using a Keyword,
Phrase, or Exact
Phrase
10.5 Searching
Using an Image
4.1.4 Refine a search using
advanced search features
like: date, language, media
type, usage rights.
10.6 Using
Advanced Search
Features
4.2.1 Create, delete a bookmarks 11.1 Organising
/ favourites folder. Add web Bookmarks
pages to a bookmarks /
favourites folder.
4.2.2 Download, save files to a
location.
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4.1.2 Understand the function of 10.3 Search
search engines and identify Engines
some common examples.
2.3.3 Display file, folder, drive
properties like: name, size,
location.
2.4.2 Shut down a nonresponding application.
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11.2 Downloading
Files
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ICDL Task Item
Location
4.2.3 Preview, print a web page,
selection from a web page
using available printing
options.
11.3 Web Page
Printing Options
4.2.4 Define the terms copyright,
intellectual property.
Recognise the need to
acknowledge sources
and/or seek permission as
appropriate.
11.4 Copyright
and Intellectual
Property
4.3.1 Set the web browser home
page.
12.1 Setting the
Home Page
4.3.2 Understand the term popup. Allow, block pop-ups.
12.2 Managing
Pop-ups
4.3.3 Understand the term
cookie. Allow, block
cookies.
12.3 Managing
Cookies
4.3.4 Delete history, temporary
Internet files, saved form
data, saved passwords.
12.4 Managing
Browsing Data
5.1.1 Understand the function
and features of email, and
identify some common
examples. Understand the
structure of an email
address.
13.1 Email
5.1.2 Understand the function
and features of messaging,
audio call, video call tools,
and identify some common
examples.
13.2 Messaging,
Audio and Video
calls
5.1.3 Understand the function
and features of social
networking sites, forums,
and identify some common
examples.
13.3 Social
Networks and
Forums
ICDL Task Item
Location
5.2.1 Create an email. Enter an
appropriate title in the
subject field and enter,
paste content into the body
of an email.
14.3 Creating and
Sending an Email
5.2.2 Enter one or more email
addresses, distribution list
in the To, Copy (Cc), Blind
copy (Bcc) fields, and
identify when these should
be used.
14.3 Creating and
Sending an Email
5.2.3 Add, remove a file
attachment.
14.4 Attaching
and Removing
File Attachments
5.2.4 Send an email.
14.3 Creating and
Sending an Email
5.3.1 Open, close an email.
15.1 Opening and
Closing an Email
5.3.2 Use the reply, reply to all
function, and identify when
these should be used.
15.2 Replying to a
Message
5.3.3 Forward an email.
15.3 Forwarding a
Message
5.3.4 Open, save a file
attachment to a location.
15.4 Opening,
Saving, Deleting
a File Attachment
5.4.1 Recognise options for
setting an out of office
reply.
17.9 Using the
Out of Office
5.4.2 Mark an email as read,
unread. Flag, unflag an
email.
15.5 Changing
the Read Status
of a Message
16.4 Sending an
Email to a
Contact Group
15.6 Flagging a
message
5.1.4 Recognise good practice
13.4 Good Online
when using communication Communication
tools like: use an
Practice
appropriate communication
tool and tone for the
audience and content; be
accurate, brief, clear; do not
inappropriately disclose
private or sensitive
information; do not circulate
inappropriate content; use
in accordance with usage
policies.
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Ref
5.4.3 Create, delete, update a
contact, distribution list /
mailing list.
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16.1 Creating a
Contact
16.2 Updating a
Contact
16.3 Creating a
Contact Group
16.5 Updating a
Contact Group
16.6 Deleting a
Contact or
Contact Group
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ICDL Task Item
Location
5.5.1 Search for an email by
sender, subject, email
content.
17.2 Searching
for Emails
5.5.2 Sort emails by name, date,
size.
17.1 Sorting
Messages
5.5.3 Create, delete an email
17.3 Creating a
folder/label. Move emails to New Folder
an email folder/label.
17.4 Moving a
Message to a
Different Folder
17.5 Deleting a
Folder
5.5.4 Delete an email. Restore a
deleted email.
17.6 Deleting an
Email
17.7 Restoring a
Deleted Email
5.5.5 Move a message to,
remove a message from a
junk folder.
17.8 Using the
Junk Folder
5.6.1 Create, cancel, update a
meeting in a calendar.
18.2 Scheduling a
Meeting
18.5 Updating a
Meeting
18.6 Cancelling a
Meeting
5.6.2 Add invitees, resources
(meeting room, equipment)
to a meeting in a calendar.
Remove invitees, resources
from a meeting in a
calendar.
18.2 Scheduling a
Meeting
18.3 Scheduling a
Resource for a
Meeting
18.6 Cancelling a
Meeting
5.6.3 Accept, decline an
invitation.
18.4 Accepting
and Declining
Meeting Requests
6.1.1 Understand some potential
threats to computers,
devices and data like:
malware, unauthorised
access, theft, accidental
damage.
19.1 Threats to
Computers,
Devices, and
Data
Ref
ICDL Task Item
6.1.2 Recognise some ways to
19.2 Protecting
protect computers, devices Computers,
and data like: use anti-virus Devices and Data
software; regularly update
anti-virus, application and
operating system software;
do not download programs,
open attachments, links
from unknown sources; use
encryption; use strong
passwords; regularly back
up data to a remote
location.
6.1.3 Recognise some ways to
19.3 Protecting
protect personal and
Data when Online
organisational data when
online like: identify a secure
website; purchase from
secure reputable websites;
avoid unnecessary
disclosure of private,
sensitive and financial
information; log off from
websites; be aware of the
possibility of fraudulent and
unsolicited
communications.
6.1.4 Use anti-virus software to
scan a computer or device.
19.4 Using AntiVirus Software
6.2.1 Recognise ways to help
ensure a user’s well-being
while using a computer or
device like: take regular
breaks, ensure appropriate
lighting, posture and
headphone volume.
20.2 Well-Being
6.2.2 Identify some options
available for enhancing
accessibility like: voice
recognition software,
screen reader, screen
magnifier, on-screen
keyboard, high contrast.
20.1 Accessibility
6.3.1 Recognise computer and
20.3 Environment
device energy saving
practices like: turning off,
adjusting display and power
mode settings, disabling
services when not required.
6.3.2 Recognise that computers,
devices, equipment,
batteries, printer cartridges
and paper should be
recycled where possible.
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20.3 Environment
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Congratulations! You have reached the end of the ICDL Computer & Online Essentials
book.
You have learned about the key skills relating to computers, devices and the Internet,
including:
•
•
•
•
•
•
•
•
Understanding key concepts and carrying out key activities relating to hardware and
software.
Managing files and folders, storing data, and managing applications.
Understanding network concepts and connecting to a network.
Finding and managing online information effectively and managing browser settings.
Understanding considerations relating to the effective use of common
communication tools.
Sending, receiving, and managing emails, and use calendars.
Understanding potential threats and ways to protect computers, devices, and data.
Recognise considerations relating to safety, well-being, accessibility, and the
environment.
Having reached this stage of your learning, you should now be ready to undertake an ICDL
certification test. For further information on taking this test, please contact your ICDL test
centre.
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Kigali
Kigali
Rebero
Africa
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