ICDL Computer & Online Essentials Quick Reference PDF

Computer & Online Essentials Quick Reference This quick reference is for Microsoft Windows 10, Google Search, Chrome and Outlook 2016. Ke...

Computer & Online Essentials Quick Reference This quick reference is for Microsoft Windows 10, Google Search, Chrome and Outlook 2016. Keyboard Shortcuts & Commands Certification Test Goals 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. Successful candidates 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. Purpose Keyboard Keyboard Recognise considerations relating to safety, well-being, accessibility, Shortcut Shortcut and the environment. Open menu Undo CTRL+Z Help F1 Up one screen PAGE UP Cut Down one screen PAGE DOWN Beginning of a line HOME Copy End of line END Paste CTRL+V Video Graphics Array (VGA) – Typically used to 1 Computers and Devices Touch Integrated screens physically connect a monitor, projector or TV to Screen that enable interaction 1.1 Hardware with what is displayed transfer video data. 1.1.1 Define the term hardware. on screen by touching 1.1.4 Log off a computer or device using an the screen with a appropriate routine. Hardware – Physical, tangible items that form part stylus or one or more of a computer system, like the hard drive, monitor, Close any open files and applications. fingers. keyboard, and mouse. Click the Start button. 1.1.1 Identify the main types of computers like: Camera Integrated or external cameras used to Select the Profile icon. Desktops – Traditional computers designed to capture digital images stay in a single location connected to a power or videos. A web outlet. camera (webcam) Laptops – Portable computers designed for streams video in real mobile, flexible use. time to or through a computer to a 1.1.1 Identify the main types of devices like: computer network. Tablets – Hand-held mobile computers with a touchscreen interface that combine computing Speakers Integrated or external and Internet access. devices that produce sound waves audible Smartphones – Small hand-held, mobile devices to the human ear. Click Sign out. with a touchscreen interface that combine computing and Internet access with the functionality of a mobile phone. 1.1.2 Identify the main types of integrated and external Microphone Integrated or external equipment like: devices used to digitally capture Printer External devices that sound. print information on paper or other materials. 1.1.4 Shut down a computer or device using an Headset External devices that combine headphones appropriate routine. Screen Integrated or external devices that visually and a microphone to Close any open files and applications. provide the display output such as functionality of a Click the Start button. text and graphics. hands-free telephone. Click the Power icon. Scanner External devices that Docking External devices used Click Shut down. read images or text Station to connect laptops to and convert the data other devices such as into digital information. keyboards, monitors, speakers or printers. Keyboards Integrated or external typing devices used to issue commands and Storage Internal or external enter characters. devices that retain 1.1.4 Restart a computer or device using an saved data. appropriate routine. Mouse/Track External / Integrated Close any open files and applications. pad pointing devices used to select items and Click the Start button. issue commands. 1.1.3 Identify common input/output ports like: Select the Power icon. Universal Serial Bus (USB) – Typically used to Click Restart. physically connect storage and other devices. 1.1.4 Log in to a different user account. High-Definition Multimedia Interface (HDMI) – Typically used to physically connect media Close any open files and applications. devices to transfer video and audio data. © 1997-2019 ICDL Foundation. This Quick Reference may be used by candidates to assist in preparation for this ICDL module test. ICDL Foundation does not warrant that use of this guide will ensure passing of the test. Screen shots used with permission from Microsoft. Tool and application-specific details are correct as of March 2019. Please note that some tools and applications are subject to frequent update and change.  Click the Start button. OpenOffice (Writer, Calc, Impress), and 2.1.2 Identify common file types like: LibreOffice (Writer, Calc, Impress). Select the Profile icon. File type File File Icon Web Browser – Examples include Google Extension Select Switch account. Chrome, Mozilla Firefox, Apple Safari, Microsoft Word Processing.docx Select the relevant Profile icon and enter the Edge and Microsoft Internet Explorer. They are appropriate login information. used for accessing information on the World Wide Web. Spreadsheet.xlsx 1.1.5 Connect a device, equipment to a computer using a USB connection. Communications – Examples include email, messaging, voice call and video call applications, Insert the flash drive (or other device or equipment) Presentation.pptx which are used for communicating over the into the USB port on the computer. Internet. The computer will signal that a new device has Social networking – Examples include social Portable Document.pdf been detected. network websites and Internet forums used for Format Save or view files and folders as needed. interacting with like-minded people over the 1.1.5 Disconnect a device, equipment from a computer Internet. Image.gif,.jpg,.bmp using an appropriate routine. Design – Examples include photo-editing Click the Safely Remove Hardware and Eject Media applications used for editing digital images icon in the notification section of the taskbar. (Photoshop, GIMP) and desktop publishing Audio.mp3,.wav applications used for creating professional page layouts (Adobe InDesign, Microsoft Publisher). Video.avi 2 Managing Files and Applications Click the device to remove. 2.1 Introducing File Management Compressed.zip When a Safe to Remove Hardware message 2.1.1 Understand the function of the operating appears, remove the device. system's file management application, desktop, and taskbar to efficiently manage and access 1.1.6 Connect computers, devices, equipment using a Executable.exe files, folders, applications. Bluetooth connection. File Management Application – A graphical user Click the Start button. interface used to access and manage files and 2.1.3 Understand how an operating system organises Click the Settings icon. folders stored on a computer or drive. drives, folders, files in a hierarchical structure. Click Devices. File Explorer displays the hierarchical structure of files, folders, and drives on a computer. 2.1.3 Navigate between drives, folders, sub-folders, files. Click the File Explorer icon on the taskbar. In Bluetooth & other devices set Bluetooth to On. To connect a device, click Add Bluetooth or other device. In the left-hand pane, click the arrow beside a drive, folder or subfolder to display its contents in the left- Click Bluetooth. hand pane or click on it to display its contents in the Select the relevant device. right-hand pane. On the device ensure Bluetooth is enabled and if In the right-hand pane, double-click a drive, folder, not already paired, click Pair and check that the sub-folder or file to open it. PINs match. Click the Back arrow button or the Forward arrow Click Connect on the computer. Desktop – A customisable screen that appears button to navigate back and forwards through when you log in, which uses icons to provide previously visited locations quick access to files, folders, applications and the Recycle Bin. Click the Up arrow button to navigate up a level in the hierarchy. Taskbar – A customisable bar containing the Start button, which provides quick access to 2.1.4 Change view to display files and folders like: tiles, applications and settings, the Cortana search icons, list, details. box, pinned and open applications, and the In File Explorer, click the View tab. notification area. Click the preferred option in the Layout group. Click Done. 1.1.6 Disconnect computers, devices, equipment using a Bluetooth connection. Select the device in Bluetooth & other devices. Click Remove Device. Click Yes. 1.2 Software 1.2.1 Define the term software. Applications or programs designed to tell a computer and related devices to perform specific tasks. 1.2.1 Distinguish between the main types of software 2.1.5 Search for files by properties: all or part of file like: 2.1.2 Identify common icons like those representing: name. Operating systems – Designed to control the Files In File Explorer navigate to the relevant location to computer, schedule tasks, manage storage, and search. handle communication with other devices. In the search field enter a full file name or part of a Applications – Designed to perform specific tasks file name. Folders such as creating documents, sending messages or searching online. 1.2.1 Recognise that software can be installed locally or accessed online. Applications 2.1.5 Search for files by properties: using wildcards if necessary Software can be installed locally on a specific computer or device, on a network or accessed In File Explorer navigate to the relevant location to online (in the cloud). Printers search. 1.2.2 Identify common examples of operating systems In the search box enter a file name using the for: relevant wildcard. Computers – Examples include Microsoft Windows, Drives The question mark (?) is typically used to substitute Apple macOS; and Linux. one character and the asterisk (*) is typically used to substitute many characters. Devices – Examples include Google Android OS, Apple iOS, Microsoft Windows. For example, in the search box enter *.txt to find all Shortcuts/aliases files with the extension.txt or enter b*.* to find all 1.2.3 Identify common examples of applications like: files that begin with the letter b. Office productivity –These applications, typically 2.1.5 Search for files by properties: content. combined in suites, are designed for producing Recycle outputs, such as, documents, spreadsheets, bin/wastebasket/ In File Explorer navigate to the relevant location to presentations and databases. Examples include trash search. Microsoft Office (Word, Excel and PowerPoint), G Click in the search box and select Advanced Suite (Docs, Sheets and Slides), Apple iWork Options in the Options group in the Search tab. (Pages, Numbers and Keynote), Apache Ref: ICDL Computer & Online Essentials – QRG – Outlook2016 – V1.0  Double-click the Recycle Bin icon. cases, the AutoPlay dialog box appears, and you can choose to run the wizard. Select the items to restore. Follow the steps displayed on screen. Right-click and click Restore. Type the administrator password or provide 2.2.6 Sort files in ascending order by name. confirmation if prompted. Double-click the folder containing the files to sort. Select File Contents. The application will install. Click the View tab. In the search box enter the text to search for in the 2.4.1 Install an application from the Internet. files content. Select Sort by. Click the appropriate link on the web page to install 2.1.5 Search for files by properties: date modified. or download the application. In File Explorer navigate to the relevant location to To install the application immediately: click Open or search. Run and follow the steps on screen. Type the administrator password or provide confirmation if Click in the search box, enter the text to search for if prompted. appropriate, and select Date modified in the Refine Click Name. group in the Search tab. To install the application later: click Save. The 2.2.6 Sort files in descending order by name. installation file will download. Double-click the installation file to install and follow the steps on Click the View tab. screen. Type the administrator password or provide Select Sort by, click Name, select Sort by and click confirmation if prompted. Descending. 2.4.1 Install an application from an online application 2.2.6 Sort files in ascending order by size. store. Select a relevant time period from the menu. Click the View tab. Click the Start button. 2.2 Organising Files and Folders Select Sort by, click Size, select Sort by and click If necessary, scroll to the Microsoft Store tile and Ascending. click the Microsoft Store tile. 2.2.1 Create a folder. 2.2.6 Sort files in descending order by size. In File Explorer navigate to where the folder will be created. Double-click the folder containing the files to sort. Right-click and click New. Click the View tab. Find and select the required app and click Get. Click Folder. Select Sort by and click Size. Or if the app is not free, click Buy and enter Enter a folder name and press the Return key. 2.2.6 Sort files in ascending order by type. payment details as required. 2.2.1 Recognise good practice in folder, file naming: Double-click the folder containing the files to sort. 2.4.1 Uninstall an application. Use meaningful names for folders and files to help Click the View tab. Click the Start button. with searching and organisation. Select Sort by and click Type. Click the Settings icon and click Apps. 2.2.2 Rename a file, folder. 2.2.6 Sort files in descending order by type. Select the application to uninstall and click Uninstall. Right-click on the file or folder to re-name. Click the View tab. Click Rename. Select Sort by, click Type, select Sort by and click Enter a new name. Descending. Press the Return key. 2.2.6 Sort files in ascending order by date modified. 2.2.3 Select individual files, folders. Double-click the folder containing the files to sort. Click a file or folder. Click the View tab. Click Uninstall again. 2.2.3 Select adjacent files, folders. Select Sort by, click Date Modified, click Sort by, Type the administrator password or provide and click Ascending. confirmation if prompted. Click the first file or folder, hold down the Shift key, and then click the last file or folder. 2.2.6 Sort files in descending order by date modified. 2.4.2 Shut down a non-responding application. Click the View tab. Press the Ctrl+Alt+Delete keys. Select Sort by and click Date Modified. Click Task Manager. 2.3 Storage 2.3.1 Identify the main types of storage media like: Internal hard drive – A non-volatile, random access storage device for digital data. External hard drive – A hard disk located outside the computer. Network drive – A drive shared by multiple users or devices. Online/Cloud file storage – A file storage service Release the Shift key. available over the Internet. 2.2.3 Select non-adjacent files, folders. Select the application. USB flash drive – A portable digital storage device. Hold down the Ctrl key, and then click each file or Click End task. Memory card – A digital storage device used in folder to select. cameras and other devices. 2.4.3 Capture a full screen. 2.3.2 Identify file size, folder size, storage capacity Press the Print Screen key (PrtScn). measurements like: Right-click and click Paste as required. Unit Bit Size Comparable To 2.4.3 Capture an active window. Open a window on the desktop. Kilobyte (KB) 1,024 ½ page of plain Bytes text Press the Alt key + Print Screen key. Right-click and click Paste as required. Megabyte (MB) 1,024 KB 700 pages of plain text or one 3 Networks picture/graphic 3.1 Network Concepts Gigabyte (GB) 1, 024 MB A set of 3.1.1 Define the term network. 2.2.4 Copy files, folders between folders, drives. encyclopaedias More than one computer or device connected Right-click the file or folder to copy. 1,024 GB through physical (wired) and/or wireless Terabyte (TB) A bookstore full connections. Click Copy. of books 3.1.1 Outline the purpose of a network: Navigate to the new location. Petabyte (PB) 1,000 TB 500 billion To enable computers and devices to share data, Right-click and click Paste. pages of applications and devices securely. 2.2.4 Move files, folders between folders, drives. plain text 3.1.2 Understand the concepts of downloading from, 2.3.3 Display file, folder, drive properties like: name, uploading to a network. Right-click the file or folder to move. size, location. Click Cut. Downloading from a network – Copying a file from a In File Explorer, right-click the file, folder or drive. computer on a remote system to a local computer or Navigate to the new location. device. Select Properties. Right-click and click Paste. Uploading to a network – Copying a file from a local Click OK to close. 2.2.5 Delete files, folders to the recycle bin/ computer or device to a computer on a remote 2.4 Managing Applications system. wastebasket/trash. 2.4.1 Install an application from a CD or DVD. 3.1.3 Understand the term Internet. Right-click the file or folder to delete. Insert the disc into your computer. A world-wide system of linked computer networks, Click Delete. Many installation CDs or DVDs automatically open connecting billions of computers and devices. 2.2.5 Restore files, folders to original location. an installation wizard for the program. In these 3.1.3 Identify some of the Internet’s main uses like: Ref: ICDL Computer & Online Essentials – QRG – Outlook2016 – V1.0  Information searching Enter the exact phrase in quotes in the search box 4.2.2 Save files to a location. in the search engine window, and press the Return Communication Right-click the open file in the browser window and key. click Save As. Purchasing 4.1.3 Carry out a search using an image. Select a location and enter a file name. Selling Click Images in the top-right of the Google Search Click Save. Learning page in the Google Chrome window. 4.2.3 Preview, print a web page using available printing Publishing In the search box in the Google images search options. engine, select the camera icon. Banking Click the More button in the web browser. Government services Click Print. Entertainment Select the desired printer and settings and click Software access Print. File storage 4.2.3 Preview, print a selection from a web page using available printing options. 3.2 Network Access Make the selection and right-click. 3.2.1 Identify options for connecting to the Internet Enter an image URL in the search field, or drag an like: image into the search field. Select Print. Wired network – Connects computers to the Or click the Upload an image tab, click Choose file Select the desired printer and settings and click Internet using fixed cables, such as fibre optic, and browse to an image on your computer or Print. DSL, or cable television lines. device, select the desired file and click Open. 4.2.4 Define the terms copyright, intellectual property. Wireless network – Connects wireless-enabled 4.1.4 Refine a search using advanced search features Copyright – Exclusive rights to a work for a computers and devices to the Internet using like: date. specified period of time. wireless technology, such as Wi-Fi and satellite. After the initial search, click Tools. Intellectual property – Creative ideas or inventions Mobile phone network – Connects Internet- compatible mobile devices to the Internet using Click Any time. that can be protected by the owner. mobile technology, such as mobile broadband. Select the desired time period or range. 4.2.4 Recognise the need to acknowledge sources and/or seek permission as appropriate. 3.2.2 Recognise the status of a wireless network: 4.1.4 Refine a search using advanced search features like: language. To avoid plagiarism, any content referenced or Protected/secure – The network is protected to quoted should be properly acknowledged and prevent unauthorised access. After the initial search, click Settings. permission should be sought to reuse content as Open – The network is accessible to all. necessary. 3.2.2 Connect to a wireless network. 4.3 Web Browser Settings Click the wireless connection icon in the notification 4.3.1 Set the web browser home page. area on the taskbar. Click the More button in the web browser. Click Settings. Select Advanced Search. If necessary, click the Open a specific page or set of Select the language drop down list in the Then pages radio button under On start-up. narrow your results by section. Select the desired network and click Connect. Select the desired language. If required, enter a password and click Next. Click Advanced Search. 3.2.2 Disconnect from a wireless network. 4.1.4 Refine a search using advanced search features Click the wireless connection icon on the taskbar. like: media type. Select the desired network and click Disconnect. After the initial search, click Images or Videos. Click Tools. Select the desired options. To edit a home page, click the More button to the 4.1.4 Refine a search using advanced search features right of the page, click Edit, enter the desired URL like: usage rights. and click Save. After the initial search, click Settings. To add a new home page to an existing list, click Select Advanced Search. Add a new page, enter the desired URL and click Add. Select the usage rights drop down list in the Then 4 Online Information narrow your results by section. To set the page(s) currently opened in the browser as the home page(s), click Use current pages. 4.1 Finding Information Select the desired license type. Click X to close the Settings tab. 4.1.1 Understand the terms: Click Advanced Search. World Wide Web (WWW) – A collection of linked 4.3.2 Understand the term pop-up. 4.2 Managing Information documents (web pages), residing on Internet 4.2.1 Create a bookmarks / favourites folder. A new unrequested browser window that opens servers around the world, which can be accessed over the current web page, which usually contains using a web browser. Click the Google Chrome icon on the taskbar to advertisements. Uniform Resource Locator (URL) – A unique open the web browser. 4.3.2 Allow, block pop-ups. address for each web page on the World Wide Click the More button. Web. Click the More button in the web browser. Hyperlink – A link that transfers the user from one Click Settings. web page to another web page by clicking on a Scroll to the end of the Settings page and click highlighted word or icon. Advanced. 4.1.2 Understand the function of search engines. Click Site Settings under Privacy and Security. A website used to search for information on the Click Pop-ups and redirects under Permissions. World Wide Web, based on the search criteria Select Bookmarks. entered in the search field. To allow pop-ups, turn the Blocked slider to On. Select Bookmarks manager. To block pop-ups, turn the Allowed slider to Off. 4.1.2 Identify some common search engines. Click the Organise icon. Click X to close the Settings tab. www.google.com, www.yahoo.com, www.bing.com. Select Add new folder. 4.3.3 Understand the term cookie. 4.1.3 Carry out a search using a keyword, phrase. Enter a name and click Save. A text file stored on a user’s computer that monitors Click the Google Chrome icon on the taskbar to open the web browser. 4.2.1 Delete a bookmarks / favourites folder. their web habits. Right-click the desired folder in Bookmarks 4.3.3 Allow, block cookies. manager, and click Delete. Click the More button in the web browser. 4.2.1 Add web pages to a bookmarks / favourites folder. Click Settings. Click in the search box in the Google search engine Go to the webpage that you want to add to Scroll to the end of the Settings page and click window or in the Google Chrome address bar. bookmarks and click the star icon in the address Advanced. bar. Click Site Settings under Privacy and Security. Enter a new name if required. Click Cookies under Permissions. Select the desired folder from the Folder drop-down list. To block cookies, turn the Allow sites to save and read cookie data (recommended) slider to Off. Click Done. To allow cookies, turn the Blocked slider to On. 4.2.2 Download files to a location. Allow sites to save and read cookie data Right-click on the hyperlink to the file in the browser (recommended) is displayed. window. Click X to close the Settings tab. Enter the keyword or phrase and press the Return Select Save link as. 4.3.4 Delete history, temporary Internet files, saved form key. Select a location and enter a filename. data, saved passwords. 4.1.3 Carry out a search using an exact phrase. Click Save. Click the More button in the web browser. Ref: ICDL Computer & Online Essentials – QRG – Outlook2016 – V1.0  Click Settings. Do not circulate inappropriate content. Enter any text required in the message box. Scroll to the end of the Settings page and click Use in accordance with usage policies. Click Send. Advanced. 5.2 Sending Email 5.3.4 Open a file attachment. Under Privacy and Security, click Clear browsing 5.2.1 Create an email. Open the message and right-click the attachment. data. Click the Start button on the taskbar, select Outlook Select Open. To delete browsing history, if necessary, check the 2016, entering a password if required. Browsing history checkbox. 5.3.4 Save a file attachment to a location. On the Home tab, in the New group, click the New To delete temporary Internet files, if necessary, Open the message and right-click the attachment. Email button. check the Cached images and files checkbox. Select Save As. If required, rename the file in the File name box and select a location to save the file. Click Save. 5.4 Email Tools and Settings 5.4.1 Recognise options for setting an out of office 5.2.1 Enter an appropriate title in the subject field. reply. Click in the Subject field. If necessary open the Inbox and select the File tab. Enter the subject of the email. On the File tab, in Info, click the Automatic Replies button. 5.2.1 Enter content into the body of an email. To set an automatic out of office reply, select the Click in the body of the email and enter the content Send automatic replies radio button. required. If required, set specific start and end date and times 5.2.1 Paste content into the body of an email. for the automatic reply. To delete saved form data, select the Advanced tab Select the content to copy, right-click and select Enter the message text for recipients inside your and check the Auto-fill form data checkbox. Copy. organisation, and outside your organisation if To delete saved passwords, select the Advanced Open the email message and click the location required. tab and check the Passwords and other sign-in data where you want to paste the content. Click OK. checkbox. On the Message tab, in the Clipboard group, click To manually turn off an automatic out of office reply, Set the time range required in the Time range drop- the Paste button. click Turn Off in the Automatic replies are being down list. 5.2.2 Enter one or more email addresses, distribution sent message. Click Clear data. list in the To, Copy (Cc), Blind copy (Bcc) fields. 5.4.2 Mark an email as read, unread. Click X to close the Settings tab. To add the Bcc field, which does not appear by Select the message. default, select the Options tab and click the Bcc 5 Online Communication button in the Show fields group. On the Home tab, in the Tags group, click the Unread/Read button. 5.1 Communication Tools Click in the To, Cc or Bcc field as required. 5.4.2 Flag, unflag an email. 5.1.1 Understand the function and features of email and Enter the desired email addresses of recipients and name(s) of contact group(s), separating each entry Select the message. identify some common examples. with a semi-colon. On the Home tab, in the Tags group, click the Email is used to send and receive electronic 5.2.2 Identify when the To, Copy (Cc), Blind copy (Bcc) Follow Up button. messages and attachments over the Internet. Most email tools also provide calendar, address book and fields should be used. To set a flag, click the desired option or to remove a task management functionality. To – Use for the main recipients of the email and flag, click Clear Flag. Common examples include Microsoft Outlook, those who need to act on the email. 5.4.3 Create a contact. Google Gmail and Yahoo!. Cc – Use for those who are included for Click the People button on the navigation bar. 5.1.1 Understand the structure of an email address. informational purposes only. An example email address is: Bcc – Blind carbon copy addresses are not visible to the other recipients, so use to keep the recipient private from the other recipients. [email protected] 5.2.3 Add a file attachment. On the Home tab, in the New group, click the New Contact button. Username @ Domain Name Extension On the Message tab, in the Include group, click the Enter the contact’s details in the required fields. Username – A unique name identifying the user’s Attach File button. email name @ – Used to separate the user name from the domain Domain Name – The location/company of the email address Extension – Typically identifies the type of Select the desired file from the Recent items list. organisation or the country the email address is Or select Browse this PC, browse to the file associated with location, select it and click Insert. 5.1.2 Understand the function and features of 5.2.3 Remove a file attachment. messaging, audio call, video call tools and identify some common examples. Select the attachment in the Attached field. Used to communicate in real-time with one or more Press the Delete key. contacts over the Internet using messages (text, 5.2.4 Send an email. images, audio and video recordings), voice calls and face-to-face video calls respectively. Many Click Send. In the Contact tab, in the Actions group, click the tools combine messaging, audio call and face-to- Save & Close button. 5.3 Receiving Email face video call functionality. 5.4.3 Create a distribution list / mailing list. 5.3.1 Open an email. Common examples include Skype, Whatsapp, Click the People button on the navigation bar. Facebook Messenger. Select the Inbox icon in the Folder pane. On the Home tab, in the New group, click the New 5.1.3 Understand the function and features of social Double-click the email. Contact Group button. networking sites and identify some common 5.3.1 Close an email. examples. Enter a name for the group in the Name field. Click the Close button at the top right of the window. On the Contact Group tab, in the Members group, Websites that allow users to create profiles, connect with other users, and share content and 5.3.2 Use the reply, reply to all function. click the Add Members button. comments, typically for the purpose of building Open the message. Select from where to enter members’ details and online communities. enter the desired contact’s details. In the Respond group, click the Reply or the Reply Common examples include Facebook, YouTube, all button. In the Contact Group tab, in the Actions group, click WhatsApp, Instagram, Twitter, and LinkedIn. the Save & Close button. Enter any text required. 5.1.3 Understand the function and features of forums 5.4.3 Delete a contact, distribution list / mailing list. and identify some common examples. Click Send. Select the contact or contact group to delete. Online discussion sites that allow users, typically 5.3.2 Identify when the reply, reply to all function should with shared interests, to have conversations by be used. On the Home tab, in the Delete group, click the Delete button. posting messages. Use Reply to send the message to the sender only. 5.4.3 Update a contact. Common examples include Reddit and Quora. Use Reply All to send the message to the sender 5.1.4 Recognise good practice when using and to all of those in the To and Cc fields in the In the contact list, double-click the contact to communication tools like: original message. update. Use an appropriate communication tool and tone for 5.3.3 Forward an email. Update the fields as required and click Save. the audience and content. Open the message and in the Respond group, click Click the Close button. Be accurate, brief, clear. the Forward button. 5.4.3 Update a distribution list / mailing list. Do not inappropriately disclose private or sensitive Enter email addresses into the To and Cc fields as In the contact list, double-click the contact group to information. required. update. Ref: ICDL Computer & Online Essentials – QRG – Outlook2016 – V1.0  Update the contact group details and members as Click the Calendar button on the navigation bar. 6.1.3 Recognise some ways to protect personal and required. organisational data when online like: In the Contact or Contact Group tab, in the Actions Identify a secure website by the presence of https group, click the Save & Close button. (hypertext transfer protocol secure) and a lock 5.5 Organising Emails On the Home tab, in the New group, click the New symbol in the Address Bar. Meeting button. Purchase from secure reputable websites as they 5.5.1 Search for an email by sender, subject. Enter the desired details in the To, Subject and are more likely to have secure connections that Select the Inbox. Location fields. support secure payment and data protection. Click in the Search box. Enter details in the Start time and the End time Avoid unnecessary disclosure of private, sensitive fields. and financial information to help avoid fraudulent activities such as identity theft. Enter text in the message body, if required. On the Search tab, in the Refine group, click the Log off from websites to prevent other users from Click Send. using your personal details. From button or Subject button. 5.6.1 Cancel a meeting in a calendar. Enter the search criteria. Be aware of the possibility of fraudulent and Select the meeting. unsolicited communications coming through email 5.5.1 Search for an email by email content. or social networking sites. These communications On the Meeting tab, in the Actions group, click Select the Inbox. may transmit malware or try to trick the recipient into Cancel meeting. disclosing personal and financial details in a In the Search box, enter text to search by. Click Send Cancellation. practice known as phishing. Emails with this text will be listed in the Search 5.6.1 Update a meeting in a calendar. 6.1.4 Use anti-virus software to scan a computer or Results window. device. Select the meeting. 5.5.2 Sort emails by name, date, size. Enter Windows Defender in the search tool on the On the Meeting tab, in the Actions group, click Select the Inbox. taskbar. Open. On the View tab, in the Current View group, click Select Windows Defender Security Center. Enter new details as required. the View Settings button. Select Virus & threat protection. Click Send Update. 5.6.2 Add, remove invitees, resources (meeting room, equipment) to a meeting in a calendar. Select the meeting. In the Advanced View Settings: Compact dialog On the Meeting tab, in the Attendees group, click box, click the Sort button. the Add or Remove Attendees button. To sort by name (sender), click From. To add attendees and resources, select the To sort by date, click Received. attendee or resource names from the address book To sort by size, click Size. displayed and click OK. Click OK. To remove attendees and resources, select attendees or resource names from the address 5.5.3 Create an email folder/label. book displayed and press Delete on the keyboard Select the Inbox. and click OK. On the Folder tab, in the New group, click the New Click Send Update. To perform a quick scan, select Quick Scan. Folder button. Select Send updates only to added or deleted To perform an advanced scan, select Advanced Enter a name for the folder in the Name: field. attendees or Send updates to all attendees and Scan, Full scan and Scan now. click OK. Select where to place the folder, Inbox should be To perform a custom scan, select Advanced Scan, highlighted. 5.6.3 Accept, decline an invitation. Custom scan, Scan now, select the files or location Click OK. Open the meeting request. to scan and click Select folder. 5.5.3 Delete an email folder/label. On the Meeting tab, in the Respond group, click 6.2 Well Being and Accessibility Accept or Decline. Select the folder for deletion. 6.2.1 Recognise ways to help ensure a user’s well- being while using a computer or device like: On the Folder tab, in the Actions group, click the Delete Folder button. Take regular breaks – To avoid potential eye, neck, back and wrist strain Click Yes to the displayed message. Ensure appropriate lighting – To minimise screen 5.5.3 Move emails to an email folder/label. Select whether to send a response with a message glare and avoid eye strain Select a message to move. or none at all. Ensure appropriate posture – By positioning the On the Home tab in the Move group, click Move. 6 Safety computer or device, desk and seat correctly to avoid neck, back and wrist strain Click Other Folder. 6.1 Computers, Devices and Data Ensure appropriate headphone volume – To avoid Select the desired folder. 6.1.1 Understand some potential threats to computers, noise-induced hearing damage Click OK. devices and data like: 6.2.2 Identify some options available for enhancing 5.5.4 Delete an email. Malware – Malicious software typically designed to accessibility like: install itself on a computer or device without consent Voice recognition software – Translates voice Select the email message for deletion. in order to damage files or steal information. commands and is used in place of a mouse and On the Home tab, in the Delete group, click the Unauthorised access – Accessing computers, keyboard Delete button. devices or data without permission, whether the Screen reader – Reads information aloud from a 5.5.4 Restore a deleted email. intention is malicious or not, may have negative computer display consequences such as the alteration, loss or theft of Select the Deleted Items folder. data. Screen magnifier – Displays enlarged screen Select a message to restore. Theft – Computers, devices and data, in particular content On the Home tab, in the Move group, click the Move mobile devices and unprotected data, are On-screen keyboard – Provides an alternative to a button. vulnerable to theft and may be used to carry out physical keyboard for inputting data further crimes, such as identity theft. Click Other Folder. High contrast – Makes the screen easier to view Accidental damage – Damage from accidents such 6.3 Environment Select a destination folder. as breakages, fires or floods may result in the Click OK. destruction, alteration or loss of computers, devices 6.3.1 Recognise computer and device energy saving and data. practices like: 5.5.5 Move a message to a junk folder. 6.1.2 Recognise some ways to protect Turning off – Turn off the computer or device when Select the message. computers/devices and data like: not in use. On the Home tab in the Move group, click Move. Use anti-virus software to detect viruses and stop Adjusting display settings – Reduce the brightness Click Other Folder. them from being installed or removing them. of the display or set the display to turn off after a specified period of inactivity. Select Junk Email. Regularly update anti-virus, application and operating system software to detect new viruses, fix Adjusting power mode settings – Set a lower power Click OK. known problems and security risks. mode to activate after a specified period of 5.5.5 Remove a message from a junk folder. inactivity. Do not download programs, open attachments or Click the … button on the Navigation bar then links from unknown sources to minimise the threat Disabling services when not required – Disable choose Folders. of malware being installed. services like Internet connections, mobile data, GPS, Wi-Fi, Bluetooth, and automatic application Click Junk Email and select the required message. Use encryption to encode data so it can be read by updates when they are not needed. authorised people only. On the Home tab in the Move group, click Move. 6.3.2 Recognise that computers, devices, equipment, Use strong passwords to prevent unauthorised Click Other Folder. batteries, printer cartridges and paper should be access. Passwords should be of adequate length recycled. Select Inbox. and character mix, kept private and changed regularly. Click OK. For more information, Regularly back up data to a remote location to keep visit: www.icdl.org 5.6 Using Calendars it safe in the event of problems such as network, 5.6.1 Create a meeting in a calendar. hardware or software problems, theft or accidental damage. Ref: ICDL Computer & Online Essentials – QRG – Outlook2016 – V1.0