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

Information and Communication

Part 2

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

Exercise 1 Download a Plug-In .................................................................................. 74
Example 1 – Grids for Learning.............................................................................................. 78
Example 2 – Professional Development ................................................................................ 80
Exercise 2 Browse Sites ............................................................................................ 80
Exercise 3 Professional Development ....................................................................... 81
Example 3 - Internet Safety .................................................................................................... 82
Exercise 4 Internet Safety .......................................................................................... 82
Example 4 – Pedagogical use of the Internet......................................................................... 83
Example 5 – Teaching and Learning Resources ................................................................... 85
Exercise 5 Search for Teaching and Learning Resources ........................................ 89
Example 6 – Bookmarking Favourites.................................................................................... 90
Exercise 6 Bookmark favourites ................................................................................ 90
Exercise 7 Download software................................................................................... 92
Exercise 8 Download a sound file.............................................................................. 94
Exercise 9 Download an image file............................................................................ 95
Exercise 10 Download a video file ............................................................................... 97
Exercise 11 Using Web page History lists ................................................................... 99
Working with Outlook Express.............................................................................................. 103
Example 7 - Getting Started ................................................................................................. 103
Exercise 12 Open Outlook Express ........................................................................... 103
Exercise 13 Amend Layout of screen ........................................................................ 104
Example 8 – Working with Outlook Express ........................................................................ 105
Exercise 14 Work Offline............................................................................................ 105
Exercise 15 Mark messages as read or unread ........................................................ 107
Exercise 16 Attach a file to an e-mail......................................................................... 108
Exercise 17 Work with file attachments ..................................................................... 110
Exercise 18 Work with Contacts and the Address Book............................................ 116
Exercise 19 Use Help Functions ................................................................................ 127
Exercise 20 Close Outlook Express........................................................................... 130

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

Working with the Internet

Exercise 1 Download a Plug-In

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

program. If you do not have this permission level you will need to
contact your IT administrator.

Many documents that can be downloaded from the Internet are stored in a
format called PDf. In order to read these documents on yourcomputer, you
will need an extra, free piece of software called Adobe Acrobat Reader.

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

system, as follows:
• From the Taskbar, select [Start] [All Programs]
• Look for [Adobe Acrobat] and/or [Acrobat Reader] in the list

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

If not:
• In your Internet browser, go to the web page
http://www.adobe.com/products/acrobat/readstep2.html
• Select the Language, Platform and Connection speed that relate to your
computer

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• Use the scroll bar to move down the web page as required
• Click on the [Download] button
The File Download window will open

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

To open the Save As dialog box

The [File Name:] field will already be completed with the default file
name and it is advisable to leave it unchanged

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Either
• Click the [My Documents] button down the left of the Save As dialog box
To select the [My Documents] folder in the [Save in:] field
Or
• Click on the drop down arrow to the right of the [Save in:] field
To view the available drives and folders
• Select the drive, folder (and subfolder) in which you wish to store the
download

• Click on the [Save] button

To save the download in the selected folder
To open the download progress window

Tip
This will download the Adobe Download Manager, a small program which will
manage the download and installation of the main program.
Adobe Acrobat Reader is a large file, in excess of 8MB. If you are using a
dial up connection through a modem, this download will take a considerable
amount of time.

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

button
To run Adobe Download Manager
To start downloading and installing the main program

• When the download is complete follow the instructions given

To install the program

Example: Adobe Acrobat will enable you to read the OFSTED Reports
Database in PDF format found at: www.ofsted.gov.uk

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

Example 1 – Grids for Learning

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

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

content is always intended to share best practice between users.

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

Grid for Learning.

• Go to www.ngfl.gov.uk
• Select the link to [What are you looking for?]
• Select the link to [Museums and Galleries]
• Browse this resource of Art Galleries, Museums and Related
Organisations
To follow a link that interests you

• Go to www.ngfl.gov.uk
• Select the link to [Libraries and Archives]
• Browse this resource of Archives, Libraries, Literacy Projects and Related
Organisations
To follow a link that interests you

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Access Grids for Learning

• Go to your preferred search engine
• Search for: [Grid for Learning]
To find applicable web sites
The initial capitals indicate a proper noun
• Search for: [community grid]
To find applicable web sites
Searching for “grid” singular, will produce both singular and plural
results

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

Tip:
For more information on Community Grids for Learning go to:
www.becta.org.uk/technology/infosheets/pdf/cgfl.pdf

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

Example 2 – Professional Development

Exercise 2 Browse Sites

There are many web sites with activities that:

- help educators to manage change

- improve the performance of individuals and institutions as a whole
- increase staff morale and sense of purpose
- lead to the personal as well as the professional development of educators
- promote a sense of job satisfaction
- pull together the school’s vision for itself

The following sites are localised to the UK. However, they are worth
browsing to know what to look for when searching for resources in your own
area.

• Go to www.teachernet.gov.uk
• Select the [Professional Development] link
To find applicable hyperlinks

International Professional Development

Either
• Go to www.teachernet.gov.uk/tipd
Or
• Go to http://vtc.ngfl.gov.uk
To select that web site
• Select the [Professional Development] link
To find applicable hyperlinks
• Select [International Professional Development]
To select that web site

General careers advice

• Go to http://careers.ngfl.gov.uk

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Exercise 3 Professional Development

• Go to your preferred search engine

• Search for: ["professional development", teacher]
To find applicable web sites
The quotation marks indicate those words to be searched for as a
phrase
The [comma and space] indicates a category
Therefore, [“professional development”] is searched for within the
[teacher] category

• Use different search techniques to find localised professional development

for educators in your area.

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Example 3 - Internet Safety

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

Grid for Learning.

• Go to http://safety.ngfl.gov.uk/schools
• Select the link to [Schools]
• Browse this resource of Internet safety advice
To follow a link that interests you

Tip:
• Follow the [Index] link
To see a comprehensive list of available hyperlinks

Exercise 4 Internet Safety

• Go to your preferred search engine

• Search for: [Internet safety]
To find applicable web sites
• Follow a suitable hyperlink
• Bookmark that site (see Example 6 – Bookmarking Favourites below)

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Example 4 – Pedagogical use of the Internet

Pedagogical use of the Internet

For an overview of the pedagogical use of the Internet in the classroom, read
the following extract from the Virtual Teacher Centre.

“In its widest sense the Internet now provides a potentially vast database,
which pupils can use when designing and researching topics, but it is worth
understanding that there is a skill to using and acquiring information from the
Internet. The most important thing to remember is that the information
provided by a database or the Internet is the information that you asked for.
We need to make sure that we ask the right questions and that we are sure
that we know how to identify the criteria by which we want to do our search.

If you want to use the Internet with pupils there are a number of strategies
that can be adopted to make it easier for pupils to access the information and
to refine their information handling skills. The table below shows a number of
different ways that the Internet can be used with pupils when designing and
making. There is almost a hierarchy to the table in that the first example is
probably the easiest from a teacher's point of view as it offers the most
control. The last example offers more freedom to the pupil but carries the
most risk as it relies on the pupil's ability to search the Internet with a degree
of freedom.”
Source: The Virtual Teacher Centre

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Example
1. Find the information
yourself, print it off,
photocopy it and give it
to the pupils.
2. Find the information
yourself. Download it
onto your computer
manipulate it to meet
your requirements or
those of the pupils.
Give the pupils the
edited version of your
information.
3. Download a WWW site
onto your network or
the computers hard
disc (don’t forget to ask
permission from the
site) ask your ICT co-
ordinator about it.
4. Create a limited list of
book-marked or
favourite sites around a
specific topic or context
and ensure that pupils
only use these sites.
5. Create a large list of
bookmarks from which
pupils can choose the
most appropriate sites
from which to do their
research.
6. Teach pupils how to use
search engines and
how to refine questions
and searches so that
they get the information
they need.
Source: The Virtual Teacher Centre
84
Advantages
You decide what the
pupils get. Pupils do not
need to access the
internet therefore no log
jam at the computer and
no additional cost.
You can bespoke the
materials to suit the needs
of your pupils and the
teaching groups in your
class. You have access to
a wide range of
information and resources
from which you can create
new teaching materials.
You can begin to show
pupils how to access
information on the internet
for themselves. There are
no on-line costs as the site
is on your hard disc.
The site acts as though it
is live.
You limit the number of
sites that pupils can
access. You can teach the
first steps in defining a
search. The sites are live
and therefore offer a
realistic experience for the
pupils.
The scope of the research
is limited by the list of sites
that you provide, but offers
greater freedom and
requires more decision
making by the pupil.
There are no limits to the
range and type of
information that a pupil
can access.
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Module 7 Part 2
Disadvantages
The material is not as
tailored to the pupils
needs as it might be. Your
information handling skills
are developed not the
pupils.
Your information handling
skills are developed not
the pupils.
The materials will tend to
be paper based and lack
the excitement and
motivational force of using
a computer.
The pupils are limited to
the site or sites that you
have downloaded and will
not be able to make links
to other sites shown on
your downloaded site.
The scope of the research
is still limited by the list of
sites that you provide.
There may be cost
implications of using the
Internet. There may be
hardware implications.
With freedom comes
responsibility and pupils
will need to understand
the need for efficient and
cost effective use of the
internet in class.
There are no limits to the
range and type of
information that a pupil
can access.
ICDL for Educators Courseware – Information and Communication Module 7 Part 2

Example 5 – Teaching and Learning Resources

The Internet is potentially the most extensive online library of content written
by educators, for educators. It is a wonderful opportunity for teaching
professionals to share resources.

The following sites are localised to the UK, however, they are worth browsing
to know what to look for when searching for resources in your own area.

• Go to www.teachernet.gov.uk
• Click the link to [Teaching and Learning]
• Click the link to [Resource Materials]
• Click the link to [Resources]
This takes you to:
www.teachernet.gov.uk/Teaching_and_Learning/Resource_Materials/Resources

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• Select a [Subject] from the list

• Select a [Keystage] from the list
• Click [Go to TeacherNet Reviews]
To see a list of lesson plans

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

The number in brackets indicates how many documents there are in
that category
• Click the [Find Results] button
To see a list of results from your search

• Click your Browser [Back] button as necessary

To return to TeacherNet

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• Click the [National Curriculum online] link

To open the [National Curriculum online] pages
• Follow any links that interest you
• Click your Browser [Back] button as necessary
To return to TeacherNet

• Click the [Schemes of Work] link

To open [The Standards Site] pages
• Follow any links that interest you
• Click your Browser [Back] button as necessary
To return to TeacherNet

Tip:
For more UK resource sites
• Go to http://vtc.ngfl.gov.uk
To open the Virtual Teacher Centre
To locate resources by subject and age range

• Go to http://tre.ngfl.gov.uk
To open the Teacher resource Exchange
To locate resources by subject and age range

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Exercise 5 Search for Teaching and Learning Resources

• Go to your preferred search engine

• Search for: [“teaching using ICT”]
To find applicable web sites
• Follow a suitable hyperlink

• Go to your preferred search engine

• Search for: [“best practice”, ICT]
To find applicable web sites
• Follow a suitable hyperlink

• Go to your preferred search engine

• Search for: [“ICT in education”]
To find applicable web sites
• Follow a suitable hyperlink

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Example 6 – Bookmarking Favourites

Exercise 6 Bookmark favourites

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

reference.

We will open a site containing many useful resources for creating your own
teaching and learning projects using ICT

• Open www.bl.uk
To open the British Library web site
• Bookmark it (see below)

Internet Explorer:
• Click the [Favorites] button on the [Standard Buttons] toolbar
The [Favorites] window opens

• Click the [Add] button

The [Add Favorites] window opens

• Type the name of your web page entry, if necessary, and click [OK]
• Click the [Close] cross in the top right of the [Favorites] pane
To close that window

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Netscape Navigator:
• Click the [Bookmarks] button on your Browser toolbar
The bookmark menu opens

• Select [Bookmark This Page] from the menu

To add the Web page to the bookmark list

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

Exercise 7 Download software

As you become more comfortable and confident with the technology, so you
will hopefully want to create your own teaching resources.

This exercise shows you how to download software, images, sound files and
video files. Always be aware of the copyright and individual property rights
attached to items published to the Internet, and look for their Terms of Use.

Download software:
This will begin the process of downloading a piece of software called Real
Audio Player

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

To open up the National Sound Archive
• Select [Collections] from the menu across the top of the page
• Select [Sound Archive] from the drop down menu
• Select [Listen] from the on screen menu
• Select [Wildlife Sounds] from the menu
This takes you to British Library Sound Archive

Display a Web page in a new window

This web site requires Real Audio Player to be installed on to your computer
in order for you to hear the sounds.

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

To open a quick menu of options
• Select [Open in New Window]
To display the Real Audio Player page in a new window
To open the link to www.real.com/player
• Follow the links to download the [Free RealOne Player]
It is not necessary to purchase the premium edition

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• Select a location to download your software from

e.g. London
• Select [Save] to a destination on your machine
Quite often the default (or suggested) destination folder is the best.
• Close the extra window and return to the National Sound Archive when
the download is complete

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Exercise 8 Download a sound file

Work in the Wildlife Sounds library web page you opened on page 92
• Sample some of the delightful wildlife sounds by clicking on the blue arrow
• When you have found a sound file you wish to download, right mouse
click over the blue arrow
A quick menu opens

Internet Explorer
• Select [Save Target As] from the quick menu
The [Save As] window opens

Netscape
• Select [Save Link Target As] from the quick menu
The [Save As] window opens

Complete the save

• Accept or change the [File Name]
• Select the appropriate folders from the [Save In] list and [OK]
To save the sound file to that destination

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Exercise 9 Download an image file

To work with two open Internet Browser windows:

Internet Explorer
• From the menu bar select [File] [New] [Window]
To open a second window with the same content

Netscape
• From the menu bar select [File] [New] [Navigator Window]
To open a second window with the same content

• Go to www.freefoto.com
• Browse the list and select a category
To open a list of available photographs

Internet Explorer
• Right mouse click the photograph that you wish to download
To open a quick menu
• Select [Save Picture As…] from the list
The Save Picture dialog box will open

Netscape
• Right mouse click the photograph that you wish to download
To open a quick menu
• Select [Save Image As…] from the list
The Save Image dialog box will open

Complete the save

• Accept or change the [File Name]
• Select the appropriate folders from the [Save In] list and [OK]
To save the picture file to that destination

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Tip:
Downloading an image is an excellent way of permanently saving that file.
Sometimes, however, it is quicker to copy the image directly from the Web
site and paste it into your document:

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

• Select [Copy] from the quick menu

• Click into your document

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

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Exercise 10 Download a video file

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

www.seabird.org/wildlife/video.html
www.estuarylive.org
www.artbeats.com (Requires registration)

Internet Explorer
• Browse the available files to find a video file you wish to download
• Right mouse click on the blue arrow or link for this file
A quick menu opens
• Select [Save Target As…] from the quick menu
The Save As dialog box opens
• Accept or change the [File Name]
• Select the appropriate folders from the [Save In] list and click on [OK]
To open the download progress window
To save the video file to that destination
• When the download has finished the Download complete window opens
Either
• Click on the [Open] button
To run the downloaded video clip
Or
• Click on the [Open Folder] button
To view the contents of the folder containing the video clip
Or
• Click on the [Close] button.
To close the Download complete window

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Netscape
• Browse the available files to find a video file you wish to download
• Click the left mouse button on the blue arrow or link for this file
The Save As dialog box opens
• Accept or change the [File Name]
• Select the appropriate folders from the [Save In] list and click on [Save]
To open the Download Manager window
To save the video file to the selected destination
• When the download is completed
Either
• Click on the [Launch File] button
To run the downloaded video clip
Or
• Click on the [Show File Location] button
To open the folder containing the downloaded video clip
Or
• Click on the [Remove from List] button
To remove this file name from the Download Manager list
Or
• Click on the [Close] button
To close the Download Manager window

Tip:
Downloading a text file
Exactly the same procedure as detailed above can be used for downloading
text files, although, smaller files may be more easily copied and pasted in the
normal way.

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Exercise 11 Using Web page History lists

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

Your Browser automatically logs the Web pages you have visited in a
“History” list. This list can be very useful for displaying previously visited sites
– it can also be erased.

Internet Explorer
Either
• Click the small drop down arrow to the right of the address bar
To see a list of recently visited sites
To read the URLs or Web addresses of recently visited sites
Or
• Click the [History] button on the Browser toolbar
To open the History window
To see a list of recently visited Web sites
• Click on an appropriate date
To see sites visited on that date
• Click on a yellow Web address folder from the list
To open that folder
To see the pages visited within that site
• Click on a Web page address
To open that page
• Click on the [X] button
To close the History window

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Netscape Navigator
Either
• Click the small drop down arrow to the right of the address bar
To see a list of recently visited sites
To read the URLs or Web addresses of recently visited sites
Or
• From the menu bar, select [Go] [History]
To open the History window
To see a list of recently visited Web sites

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Erase the History list

Internet Explorer
• From the menu bar select [Tools] [Internet Options]
The Internet Options window opens

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

To display a warning message
• Click [Yes]
To confirm the action
To erase the URLs from the History list

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Netscape
• From the menu bar select [Edit] [Preferences]
To open the Preferences dialog box
• In the [Category] section select [Navigator] [History]
To open the [History] page
• Click on the [Clear History] button
To erase the URLs from the History list

• [Close] your Internet browser

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Working with Outlook Express

This section will explore some of the features available within Outlook
Express

Example 7 - Getting Started

Exercise 12 Open Outlook Express

• From the Task Bar at the bottom of the screen, click the [Start] button
• Select [All Programs] [Outlook Express]
Either
Outlook Express will open
Or
The Identity Login dialog box will open
Select your login name from the list
Enter your Password
Click [OK] to log on to Outlook Express

Once Outlook Express has opened

Outlook Express will attempt to send and receive messages
If you are not logged onto the Internet, the logon procedure will be
carried out

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Exercise 13 Amend Layout of screen

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

The Window Layout Properties dialog box will open
• Click in the boxes as shown below
To select which parts of Outlook Express you wish to see on screen
• In the Preview Pane section, choose whether to view the preview pane on
screen
To quickly view messages without opening a separate window
• Click [OK]

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Example 8 – Working with Outlook Express

Exercise 14 Work Offline

When you use Outlook Express, you can choose whether to work “online”
(attached to the Internet), or work “offline” and connect each time you wish to
send and receive messages. Working offline prevents Outlook attempting to
connect to the Internet whilst you are working. This can obviously save the
expense and inconvenience of being permanently connected via your phone
line

To ensure you always disconnect after sending and receiving messages

• From the menu bar, select [Tools] [Options]
The Options dialog box will open
• Click the [Connection] tab across the top of the dialog box
• Click the [Hang up after sending and receiving] option
• Click [OK]

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Work offline
• From the menu bar, select [File] [Work Offline]
[Working Offline] will appear in the status bar at the bottom of the
Outlook window
Outlook Express will not try to connect to the Internet whilst you are
working

Send and receive messages whilst working offline

• Click the [Send/Recv] button on the toolbar
A message will appear, reminding you that you are currently working
offline, and asking if you wish to go online now
• Click [Yes]
To go online
To reconnect to the Internet

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Exercise 15 Mark messages as read or unread

The icon showing the status of messages can be amended, so that a read
message appears to be unread, and vice versa.

Mark a message as unread

• In the Inbox, click once on the message you wish to amend
To select that message
• From the menu bar, select [Edit] [Mark as Unread]
To change the icon to a closed envelope

If you have replied to or forwarded the message, the arrow indicating this will
still be shown on the icon

Mark a message as read

• In the Inbox, click once on the message you wish to amend
To select that message
• From the menu bar, select [Edit] [Mark as Read]
To change the icon to an open envelope

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

Exercise 16 Attach a file to an e-mail

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

In order for recipients of attachments to be able to view them, they must have
appropriate software on their PCs (for example, if you send a spreadsheet,
recipients must have access to a spreadsheet program on their PCs)

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

attachment, which is stored on your CD

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

To begin a new mail message
• Type your e-mail address in the [To] field
• Fill in the [Subject] field
• Click in the message window
• Type the text of your message
• Click the [Attach] button on the toolbar
To open the Insert Attachment window
• Insert your Exercise CD into the CD drive of your PC
• In the Insert Attachment window, click the drop down arrow to the right of
the [Look in:] field
To view your filing system
• Select your CD drive
To view the contents of the CD
• From the list of folders on the CD, double click on [Module 7], followed by
[Part 2] in the sub-folder list
To view the list of files in the [Part 2] folder
• From the file list, select the file named [Minutes of Meeting]
• Click on [Attach]
To add this file to the e-mail
To add an [Attach] field under the [Subject] field in the e-mail
To show this file in the [Attach] field

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If you wish to attach further files to this e-mail, follow the above process for
each attachment. The attachments to be sent will all be shown in the [Attach]
field

• Click the [Send] button on the toolbar

To send the e-mail to yourself if you are working online
To store the e-mail in your Outbox if you are working offline

Tip:
To remove the attachment from the e-mail before sending it:
• Click on the attachment in the [Attach:] field
Either:
• Press the [Delete] key on the keyboard
Or
• Press the right mouse button over the attachment
• Select [Remove] from the quick menu
The attachment will be removed from the [Attach:] field

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Exercise 17 Work with file attachments

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

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

Be aware that attachments you receive can contain viruses. Ensure that
your virus protection software is kept up-to-date, so that it can deal with
the latest viruses. It is not advisable to open attachments from
unrecognised recipients

• In the folder list, click on the Inbox

To view the Inbox in the right hand window
• Check whether the e-mail you sent yourself containing the attachment is
shown in the Inbox
• If the e-mail is not there, click the [Send/Receive] button on
the Toolbar
To send any messages in your Outbox
To receive any incoming messages

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

provider; therefore it may be necessary to press [Send/Recv] several times
before the message arrives in your Inbox

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

Attachment column to the left of the message details

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• Double click on your message with the attachment

To open that message
To see the [Attach:] field in the header, giving details of the attachment

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Open the attachment

Either
• Double click on the attachment name in the [Attach:] field
To open the attachment in its original format on screen
Or
• Click the right mouse button over the attachment name
To open the quick menu of options available for this attachment
• Select [Open] from the quick menu
To open the attachment in its original format on screen

Once the attachment has been opened, the full functionality of the software
program, in which you are editing it, is available to you. Consequently, you
can make any changes you require here. There is no link between your
document and the original, held by the person who sent it to you.

Tip:
If you are sent an attachment in a format that is not recognised on your PC, a
dialog box will open asking you to select the program with which to open this
attachment. If you have appropriate software, select this. If not, you will not
be able to open this attachment at this time.

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Save the attachment

The file can be saved from within the Outlook Express message or, once you
have opened the file, on screen

Save – from within the Outlook Express message

• Click the right mouse button over the attachment name
To open the quick menu of options available for this attachment
• Select [Save As…] from the quick menu
To open the Save Attachment As dialog box

• Type in an appropriate name for the document

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

Either

• Click the [My Documents] button down the left of the Save Attachment As
dialog box
To select the [My Documents] folder in the [Save in:] field

Or

• Click on the drop down arrow to the right of the [Save in:] field
To view the available drives and folders
• Select the drive, folder (and subfolder) in which you wish to store the
document

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• Click on the [Save] button

• To save the file in the selected folder
To save a new copy of the document in the selected folder
To save the document with no link to the attachment you were sent
with your e-mail

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Save – once the document has been opened on screen

• Use the normal Save functions available within the program you are using
To save a new copy of the document within your filing system
To save the document with no link to the attachment you were sent
with your e-mail

Delete the attachment

Once an attachment has been saved into your filing system, the message
and attachment can be deleted – as it will be taking up unnecessary space on
your PC

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

• Click on the [Delete] button on the keyboard
To move the selected e-mail, including its attachment, to
the Deleted Items folder

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Exercise 18 Work with Contacts and the Address Book

The Outlook Express address book contains details about all your individual
contacts, as well as any distribution groups you have created.

For each contact you can save e-mail addresses, as well as a lot of business
and personal information about each individual.

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

mails. This avoids the need to individually select each member of the group
each time you are sending an e-mail to this group of contacts.

The Contacts list within the main Outlook Express screen shows all the
contacts and groups that you have saved within your address book.

Viewing the Address Book

• From the Toolbar, click the [Addresses] button
To open the address book
To view the folders containing contacts and groups
To view your contacts and groups

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Adding a contact to the list

Contacts can be added from within the address book, from the Contacts list,
or from incoming e-mails; or can be automatically added to the list when you
reply to an e-mail.

Adding a contact from within the Address Book

• Click the [Addresses:] button on the Toolbar
To open the address book

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

• Select [New Contact…] from the drop down list
To open the Properties dialog box for a new contact

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

• [Tab] to the other name fields you wish to complete
• Type in an [E-mail Address:] for this contact
• Click the [Add] button to the right of the [E-Mail Addresses:] field
To add this e-mail address to the field below
• Click the [Set as Default] button to the right of the e-mail field
To set this as the default e-mail address for this contact
• Click [OK]
To add this contact to your address book

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

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Adding a contact from within the Contacts list

• In the Contacts list, displayed at the lower left of the Outlook Express
screen, click the[Contacts] button
To open a quick menu of options
• From the quick menu, select [New Contact…]
To open the Properties dialog box for a new contact

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

• Press [Tab] on the keyboard to move to the other name fields you wish to
complete
• Type in the first [E-mail Address:] for this contact
• Click the [Add] button to the right of the [E-Mail Addresses:] field
To add this e-mail address to the field below
• Click the [Set as Default] button to the right of the e-mail field
To set this as the default e-mail address for this contact
• Click [OK]
To add this Contact to your Contacts list
To add this Contact to your address book

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Adding a contact from an incoming e-mail

• Click on a message in the Inbox
• From the menu bar, select [Tools] [Add Sender to Address Book]
To add the sender of the message to your address book

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

Outlook Express can be set up so that when you reply to any e-mails, the
names of the people you reply to are automatically added to your address
book.

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

The Options dialog box will open
• Select the [Send] tab across the top of the dialog box
• Ensure that [Automatically put people I reply to in my Address Book] is
ticked
• Click [OK]
To finish

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Delete a contact from the list

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

Delete a contact from the Address Book

• Click the [Addresses:] button on the Toolbar
To open the address book
• Click on the contact you wish to delete
To select it
• Click the [Delete:] button on the Toolbar
To view a message asking if you wish to permanently delete
this item
• Click [Yes]
To permanently delete this contact from the address book

Delete a contact from within the Contacts list

• Click on the contact you wish to delete
To select it
• Click the [Delete:] button on the Toolbar
To view a message asking if you wish to remove this contact from your
Address Book
• Click [Yes]
To permanently delete this contact from the address book

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Creating a distribution group

Click the [Addresses:] button on the Toolbar
To open the address book
• Click the [New] button on the address book Toolbar
• Select [New Group…] from the drop down list
To open the group Properties dialog box
• In the [Group Name:] field, type a meaningful name for your group

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Adding Group members

Existing contacts can be added to a group from your address book; or a new
contact can be added to the address book and the group at the same time; or
a member can be added to the group but not to the address book.

Add an existing contact from your address book

• Click the [Select Members] button
To view your list of contacts
Either
• Double click in turn on each contact you wish to add to the group
Or
• Click on each contact in turn
• Click [Select->]
To add the required contacts to the Members list
• Click [OK] at the bottom of the Select Group Members dialog box
To complete adding the members to the group

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Add a new contact to your address book and your group

• In the group Properties dialog box, click the [New Contact] button
To open the Properties dialog box for a new Contact
• Fill in the details for this Contact
• Click [OK]
To add this Contact to your address book
To add this Contact to your group

Add a new Contact to your group but not your address book
• In the group Properties dialog box, type the name of your Contact in the
[Name:] field
• Type the e-mail address for this Contact in the [E-Mail:] field
• Click the [Add] button to the right of the [E-Mail:] field
To add this Contact to your group

Completing the Group

• Click [OK] at the bottom of the group Properties dialog box
To add this new group to your address book
To add this new group to your Contacts list

Tip:
When you send an e-mail to a distribution group, the name of the group will
appear in your [To:] field, but the individual contacts’ names, as stored in your
address book, will appear when the mail is received by the recipients.

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Send a message using a distribution group

• Click the [Create Mail] button on the toolbar
To begin a new mail message
• Click the [To:] button to the left of the [To:] field
To open the Select Recipients dialog box
• Type in the first couple of letters of your group’s name
To move to that group in the list of your contacts
Either
• Double click on the group name in the list
Or
• Click on the group name
• Click the [To:->] button to the right of the list of contacts
To add this group to the list of message recipients

• Click [OK]
To add the group to the [To:] field in your new message
• Fill in the [Subject:]
• Type in the text of the message
• Click the [Send] button on the toolbar
To send a copy of the message to each contact in the group

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Automatically complete e-mail addresses when composing

If you type in e-mail addresses when creating a new mail message, these can
be automatically completed by Outlook Express for all contacts contained in
your address book.

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

To open the Options dialog box
• Select the [Send] tab across the top of the dialog box
• Ensure that [Automatically complete e-mail addresses when composing] is
ticked
• Click [OK]
To finish selecting this option
To set this up for when you are creating future e-mails

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Exercise 19 Use Help Functions

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

from the [Help] menu.

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

The Help dialog box opens
• Select the [Index] tab towards the top left of the dialog box
• Type in a keyword relating to the help you require
To view the help topics associated with this keyword
• Click on the help topic you require
• Click the [Display] button at the bottom of the keyword list
To display the help topic you have selected

The [Contents] tab lists the table of contents for help, with main and sub
headings to find the help topic you require.
The [Search] tab allows you to choose from a list of keywords, narrowing your
search until you find topics relevant to your requirements.

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Once your help topic is displayed, use the toolbar buttons at the top of the
Help dialog box as follows:

• Click the [Show/Hide] button

To expand or collapse the Help screen

• Click the [Back] button

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

• Click the [Forward] button

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

• Click the [Options] button

To select different Help functions, or to print the topic

• Click the [Web Help] button

To get additional help from the Internet

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• Right mouse click anywhere on the Outlook Express screen

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

Context sensitive Help

• Click the [Help] button in the top right corner of a Window
The cursor becomes a Question mark
• Take the cursor and click onto a function in the Window
To see Context Sensitive Help

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Exercise 20 Close Outlook Express

• From the menu bar, select [File] [Exit and Log Off Identity]
To close Outlook Express
To log off from the current identity
To ensure that when Outlook Express is next opened you will be asked
which identity you wish to use, rather than automatically opening with
the current identity

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