Using Email and the Internet
EI1 (5 credits)
Reference Guide
November 2014
Contents
SECTION 1 ... 3 THE INTERNET... 3 CONCEPTS/TERMS ... 3 SEARCH ENGINES ... 5 PODCASTING ... 5 WHAT IS RSS? ... 5 SECURITY CONSIDERATIONS ... 5 VIRUSES ... 6 FIREWALLS ... 7 NETWORK SECURITY ... 7 SECTION 2 ... 8USING THE BROWSER ... 8
BASIC BROWSING ... 8
OPEN INTERNET EXPLORER ... 8
ACCESS A WEB PAGE ... 9
NAVIGATING YOUR WAY ROUND A WEB PAGE ... 9
USING HELP ... 10
SETTINGS ... 10
BOOKMARKS/FAVOURITES... 10
VIEW THE FAVORITES LIST ... 11
BOOKMARK FOLDER ... 11
SECTION 3 ... 12
USING THE WEB ... 12
FORMS ... 12
SEARCHING ... 12
SEARCH FOR IMAGES ... 13
WEB BASED TRANSLATION TOOL ... 13
WEB BASED ENCYCLOPAEDIA AND DICTIONARY ... 13
SECTION 4 ... 14
SAVE AS A TEXT FILE ... 14
SAVE A PDF FILE ... 14 SAVING AN IMAGE ... 15 ADD A HEADER/FOOTER ... 15 PRINT ... 16 SECTION 5 ... 16 ELECTRONIC COMMUNICATIONS ... 16 CONCEPTS/TERMS ... 16 SECURITY CONSIDERATIONS ... 17 E-MAIL THEORY ... 17 SECTION 6 ... 18 USING E-MAIL ... 18 OPEN OUTLOOK ... 18 SORT MESSAGES ... 19 OPEN A MESSAGE ... 19 PRINT A MESSAGE ... 20 CLOSE A MESSAGE ... 20 ADDRESSES ... 20
EMAIL MESSAGES ... 20
CREATE AN EMAIL... 20
ADD AN ATTACHMENT ... 21
SAVE AN ATTACHMENT ... 21
SAVE A DRAFT MESSAGE ... 21
SET A PRIORITIES TO A MESSAGE ... 21
COPY/PASTE TEXT INTO A MESSAGE ... 21
REPLY TO A MESSAGE ... 22
FORWARD A MESSAGE ... 22
ENHANCING PRODUCTIVITY ... 22
FLAG MESSAGES... 22
REMOVE THE FLAG OPTION ... 23
MARK A MESSAGE AS UNREAD ... 23
SECTION 7 ... 23
INSTANT SEARCH FACILITY ... 23
DELETE A MESSAGE ... 24
ADD CONTACT TO THE ADDRESS BOOK ... 24
ADD THE ADDRESS FROM THE SENDER TO YOUR CONTACTS ... 24
CREATE A DISTRIBUTION LIST ... 24
CALENDAR ... 25
APPOINTMENTS/MEETINGS ... 26
The Microsoft Word trademark mentioned in this series belongs to the Microsoft Corporation: Screen shots printed with permission from the Microsoft Corporation.
Introduction
This Reference Guide will help you gain the Using Email and The Internet Level 1 module of the BCS Level 1 ITQ Award/Certificate in IT User Skills Award (ECDL Essentials/Flexiquals) qualification. Please annotate instructions to suit your own individual learning needs and consolidate your learning.
Section 1 The Internet
Concepts/Terms
The Internet is made up of interconnected computer networks all over the world that send, receive and store information which is accessible to the public. The World Wide Web (the Web or the Net) is a service run on the Internet. The information is stored on millions of electronic documents called web pages. The appearance of a web page can differ; some web pages just contain text while other web pages can contain lots of multi-media content such as pictures, sounds and movie clips. Most web pages contain links that connect different web pages together; these links are called Hypertext Links (or Hyperlinks for short).
There are many ways today, to gain access to the Internet, for general computing purposes you will need a telephone, a modem and of course you need a computer. It is also necessary to subscribe to an Internet Service Provider (ISP), who will provide the connection service, an e-mail address and the Browser software eg Microsoft Internet Explorer or FireFox, to enable the PC to connect to and use the Internet. The ISP acts as an Internet equivalent of a mobile telephone service provider.
The World Wide Web is made up of millions of constantly changing web sites filled with vast amounts of data. How can you find the information you need? The best way to find a specific web page is to know the Uniform Resource Locator (URL) of the web page. This is a unique address name (domain) given to every web page that can be used to find that page on the Web.
A web browser is software that allows you to view, navigate and interact with the World Wide Web. Currently the two most commonly used browsers are Internet Explorer and FireFox. In this book you will use Internet Explorer.
Every URL is made up of the same basic structure:
http://www.tesco.com
Hypertext Transfer
Protocol or HTTP www
The last part of the URL is called the
web site name or the Domain name.
Hypertext Transfer
Protocol or http Tells the web browser that it is looking for a web page. www World Wide Web
Web site name and the Domain name
The Domain name can indicate the type of organisation that owns name, eg:
com = company
co.uk = UK company / individual org = organisation
gov = government
ac = academic community
Or the Domain Name can indicate the geographical area, eg:
uk = United Kingdom de = Germany
au = Australia
Domains on the internet follow a hierarchical system. There are a certain number of top-level domains (com, org, de and other country codes) which builds the last part of every domain name. Within such a top-level domain, custom domain names are assigned to people and organizations applying for them.
The dots are important in a web address and the address must be spelt correctly and is usually written in lower case. Sometimes URLs are longer because they include the pathname to the web page eg
http://news.bbc.co.uk/weather/forecast/4
Search Engines
More often than not, you will not know if a web page exists and therefore will not know a relevant URL. In this case we use programs that let us search the Web. These programs are called Search
Engines. There are hundreds of different search engines that help us find web pages on the Web
and they all search in slightly different ways.
Podcasting
Podcasting, according to Wikipedia, is “the practice of making audio files available online in a way that allows software to automatically detect new files and download them.” Technically this is accomplished using RSS feeds to provide information about a collection of audio files in MP3 format. The term podcasting is often used to refer to one-off audio broadcasts that can be downloaded from the Internet although this is not, strictly speaking, a true podcast which should be a „series‟ of broadcasts.
Podcasting lets anybody with a microphone; a computer and an Internet connection publish audio broadcasts that can be listened to by people anywhere in the world. Because the barriers to entry are very low, podcasting is rapidly becoming a popular way for people to share audio broadcasts. Podcasts are free and can be automatically downloaded to portable media players, so they can be listened to whenever you want.
What is RSS?
Really Simple Syndication (RSS) is a lightweight XML format designed for sharing headlines and other Web content. Think of it as a distributable "What's New" for your site. Originated by UserLand in 1997 and subsequently used by Netscape to fill channels for Netcenter, RSS has evolved into a popular means of sharing content between sites (including the BBC, CNET, CNN, Disney, Forbes, Motley Fool, Wired, Red Herring, Salon, Slashdot, ZDNet, and more). RSS solves myriad problems webmasters commonly face, such as increasing traffic, and gathering and distributing news. RSS can also be the basis for additional content distribution services.
Security Considerations
Most users who have never shopped online fear that their personal details will get into the hands of con men and criminals, they fear Internet fraud. To safeguard against this, legitimate online businesses can acquire Digital ID’s, these are certificates that prove the person is who they say they are. Digital ID‟s are only available from independent certification authorities.
Once an online business has a Digital ID then all of the businesses web pages will be granted a
Digital Certificate. A Digital Certificate informs Internet Explorer that the web page is secure
certificate before connecting to the website. Encryption is a method of scrambling the web page so that nobody else would be able to view the details that you enter.
There are two general indications of a secured web page, the URL and the Lock icon.
Normally, when browsing the web, the URLs (web page addresses) begin with the letters "http". However, over a secure connection the address displayed should begin with "https" - note the "s" at the end eg
https://ibank.barclays.co.uk/olb/m/LoginMember.do
Web browsers display a "lock" icon somewhere in the window of the browser (NOT in the web page display area!) For example, Microsoft Internet Explorer displays the lock icon in the lower-right of the browser window: Double click on the lock symbol to ensure that it is authentic.
Reputable websites will never ask you to disclose any personal information eg your password. It is also important not to disclose any personal information when using on-line activities eg using chat rooms. Chat rooms are a good source of communications but can also be used for bullying, harassment, disclosing of personal information or targeting by predators. Parental control should be put in place as a form of supervision for web browsing restrictions, also computer games restrictions and limiting the amount of usage time would be beneficial.
Viruses
A computer virus is a program written by someone who wants to cause widespread inconvenience to other computer users that can copy itself and infect a computer without the permission, knowledge or consent of the computer user. The term "virus" is also commonly but incorrectly used to refer to other types of malware and spyware programs that do not have the reproductive ability. Spyware is software that secretly gathers information while the user “surfs” the Internet).
The term "computer virus" is sometimes used as a catch-all phrase to include all types of malicious interference, commonly called malware. Malware includes computer viruses, worms, trojan horses, most rootkits, spyware, dishonest adware and other malicious and unwanted software, including true viruses. Viruses are sometimes confused with computer worms and Trojan horses, which are technically different. A worm can exploit security vulnerabilities to spread itself to other computers without needing to be transferred as part of a host, and a Trojan horse is a program that appears harmless but has a hidden agenda. Worms and Trojans, like viruses, may cause harm to a computer system's hosted data, functional performance, or networking throughput, when they are executed.
Anti-virus software programs are available that alert you to an infection and then removes it from your computer. You can set the frequency of antivirus runs so that the software runs automatically
ie each time you boot up (start) your computer. Be particularly careful to virus-check files that are downloaded from the Internet or emails and their attachment. It is important to update anti-virus software regularly
to
ensure it copes with new viruses.Firewalls
Another security option that you may want to consider is, buying a piece of software called a
Firewall. When you are online browsing web pages you are at risk of someone browsing the files on
your computer! The common term for this is hacking. A Firewall constructs a block between your computer and the Internet, you can still browse web pages but a hacker cannot browse your files.
Network security
The computers in the IT suites are networked and one of the security measure adapted is each computer user is identified by a username and password, which is allocated by your tutor at the start of your course. Each username and password are unique to the user. An audit trail is kept of all website visited. Also a program called Websense controls which website you are allowed to access. Although this is sometimes frustrating it is an important part of the security. Reputable websites that are blocked can be opened by simply emailing the relevant department.
Section 2 Using the Browser
Basic Browsing
Internet Explorer is a web browsing computer program used to browse, or „surf‟, web pages.
Open Internet Explorer
1. Click the Start button and move your mouse pointer to All Programs. 2. From the sub-list, select Internet Explorer.
Double-click the Internet Explorer shortcut icon on the Desktop or the Task Bar
Sections of the Internet Explorer screen:
Address Bar Displays the current web page address
Browser window Shows the current web page
Title Bar Displays the current web page title
Toolbar Gives shortcuts to basic commands
Refresh button – click on this to ensure you load the most up-to-date version of the page or if the page doesn‟t seem to be loading properly Stop button – click on this button to stop a page from loading, eg if the page you are trying to view is taking too long to load
Access a Web Page
When you first start up Internet Explorer a web page will be shown on the screen in the Browser Window. This web page is called the Home Page; this is your starting point
from where you browse the Web. If at any point you want to return to this web page just click the Home button in the toolbar.
Enter the URL in the Address barYou do not always have to enter http:// at the start of the URL, as the computer will assume you are using the Hypertext Transfer Protocol.
You have to be very accurate when typing URL‟s. Be careful not to enter spaces, enter the correct number of full stops in the correct places and always use the correct specified case ie CAPITAL letters or small letters. The web page will not load if an incorrect URL is entered!
Navigating your way round a web page
Web Pages usually contain links to other web pages. These links are known as
Hypertext links. A Hypertext link is always indicated with a pointing finger symbol.
To use a Hypertext link you simply move the cursor over the link, a pointing finger symbol will appear, click once on the left-hand mouse button. The most common types of Hypertext link are words that are underlined, buttons or images. Sometimes to locate a Hypertext link you have to move your mouse around the different parts of the web page until the pointing finger symbol appears.
Back button Forward button
Using Help
You can ask Internet Explorer for help from the Help menu, or by pressing the F1 key on your keyboard.
Settings
A home page is the first page Internet Explorer displays when it first starts up, you can select a different one following the instructions below, but there is no need to change the settings.
1. From the Tools menu select Internet Options. 2. Select the General tab, if not already displayed.
3. In the Home Page section, enter the address of the web page you wish to use for your home page.
4. Click OK to close the Internet Options window.
Internet Options will also allow you to Clear the History (a list of web pages visited), select how many days to keep pages in the history, delete cookies (a cookie is a small piece of text stored on a user's computer by a web browser). When you re-visit a web page you may notice it takes less time to load. This is because when you visit web pages, copies of information are automatically saved to your computer. When you request to redisplay a web page, the browser first looks to retrieve it from the local drive‟s cache. It is worth emptying the browser‟s cache regularly. You can instruct your computer not to allow cookies (although this will dramatically slow down your computer when you re-visit websites) and to prevent pop-up windows from appearing. These options are found in the Privacy tab of the Internet Options window.
Bookmarks/Favourites
There will be occasions when you find a web page that you will want to revisit, for example web pages that you find particularly interesting or web pages that are updated frequently with new information. Internet Explorer allows you to revisit a web page easily by bookmarking the web page by adding it to your Favourites list.
1. With the web page you want to add displayed on your screen, click the Add to Favorites button from the toolbar.
2. The Add a Favorite dialogue box type will then appear.
3. Click Add.
View the Favorites List
1. Click on the Favorites icon to open the list of web page contained in this option. 2. The web page you stored will now show in the Favorites section.
Bookmark Folder
1. Go to the web page.
2. Click the Add to Favorites button in the toolbar.
3. The Add Favorite dialogue box type will then appear. Click Create in>> Click New Folder.
4. Add your name in the Folder name: box. Click Create. 5. Click OK.
Section 3 Using the Web
Forms
When using the web, you will sometimes be asked to complete a web-based form eg to order CDs, apply for your car tax disk. Web-based forms usually look like printed forms; they have boxes in which to enter the relevant data. Clicking in a box will allow you to enter the information and once you have completed the form and checked the data is correct, you usually need to click on a button eg Submit/Finish.
Searching
Samples of search engines:
www.google.co.uk www.bing.com www.dogpile.com uk.search.yahoo.com
The following steps demonstrate how to use the Google search engine, but you can use any of the search engines listed above.
1. Firstly you need to load a Search Engine web page. Enter the following URL in the Address Bar.
2. Press the Enter key on the keyboard or click the Go button. The Google search engine will load on screen.
3. Type in the search words in the Google search box.
4. As you enter the text Google will add suggested sites. Any web pages that are found are called hits.
5. Read through the descriptions of the web pages found in the search until you find one that you think contains the information that you are looking for. Once you have selected a search result click on its Hypertext link and see if it contains the information that you are looking for.
You can also use logical operators: AND, NOT (or their equivalents = & -) and OR. Different search engines have slightly different rules about how you enter searches with logical
Search for Images
You can also search for images using a search engine eg Google. Enter the search criteria key words in the Google search box and then select the Images option.
Web based translation tool
You can also use a web based translation tool to translate text from English to a foreign language and vice versa. One such website is http://itools.com/tool/google-translate-text-translator but you can use google search to find this site, just type Google Translate Text in the Google search box, access the site and follow the instructions.
Web based encyclopaedia and dictionary
You can also use a web based encyclopaedia and/or dictionary to access information.
www.encyclopeadia.com
Section 4 Web Outputs
Saving Files
Save as a Text File
1. Access the website.
2. From the Tools button select File and then Save As.
3. Enter the required filename in the filename box.
4.
Click the Save as type: down arrow. Select Text File (*.txt) from the drop-down list.
5. Click Save.
Save a pdf file
1. Right-click on the pdf file eg a user guide.
2. From the drop down list, select Save Target As… 3. In the File name: box enter the filename.
Saving an image
1. Right-click on the image.
2. From the drop down list, select Save Picture As… 3. In the File name: box enter the filename.
4. Click Save.
Prepare and Print
Add a header/footer
The following instructions show how to add your name to the Title area of a printed web page but you use the same method to add information to the footer.
1. With the web page displayed, from the Tools button select Print and then Page setup..
2. From the Headers and Footers section and the Header: options click the Title down arrow. 3. From the drop down list click Custom.
4. Enter the text in the Custom dialogue box. 5. Click OK, to close the Custom box.
6. Click OK to close the Page Setup dialogue box.
1. From the Tools button select Print. 2. From the Print options, click Print. 3. Click OK.
You can also print a selection of a web page. Highlight the text from the Tools button select Print click Selection click Print.
Section 5 Electronic Communications
Concepts/Terms
Using electronic mail (email) for sending messages is an efficient way to communicate. Information of any type can be sent to others without leaving the office or desk. An example of an e-mail address is:
ie the name of the person who you are sending the e-mail to and their address (domain).
You can send and receive messages to many addresses at the same time. In addition, you will usually be notified if your email has failed to reach its destination. E-mails and attachments (files transmitted with them) can be saved and edited.
Short message service (SMS) is a communication service using mobile phones to send brief text
messages containing text and numbers. Microsoft has software called a live messaging service (previously called SMN messenger) which allows you to send simple messages and small files via the computer which will inform you if contacts are online.
Voice over Internet Protocol (VoIP) is a general term for a family of transmission technologies for
delivery of voice communications over IP (Internet Protocol) networks such as the Internet or other computer networks. VoIP can greatly reduce the cost of communications by: routing phone calls over existing data networks to avoid the need for a separate line; conference calling, automatic
redial etc, are available free; costs are cheaper mainly due to the way the Internet access is billed compared to regular telephone calls.
Instant messaging (IM) is a form of real-time communication between two or more participants
over the Internet or some form of internal network/intranet. IM allows effective and efficient communication, featuring immediate receipt of acknowledgment or reply.
A virtual community or online community is a group of people that primarily interact via communication media such as newsletters, social networking websites, Internet forums, chat rooms, rather than face to face, for social, professional, educational or other purposes.
Security Considerations
Take care when opening any e-mails and attachments which are unrecognisable as these could pose the hazard of infecting your computer with a virus. In most circumstances it is best not to open them but to delete any suspicious mail and attachments. Keep your virus checker up to date as this will cope with new viruses and also set it to check incoming messages.
You should be aware (as with junk mail) that you may receive fraudulent and unsolicited email (spam), these are annoying. It is now an offence for a British firm to send unsolicited junk mail or text message to personal email accounts, unless the recipient has given permission.
For security purposes, encryption techniques can be used to ensure that a digitally transmitted document originated with the person signing it and that it has not been modified after signature. This is known as a digital signature.
Phishing is the criminally fraudulent process of attempting to acquire sensitive information such as
passwords, credit card details and usernames by pretending to be a trustworthy source. Phishing is typically carried out by e-mail or IM and often asks the user to enter details at a fake website. Specialised spam filters or phishing software can minimise the amount of phishing e-mails. If you receive an e-mail asking for sensitive information, contact the genuine company and under no circumstance reply to the message.
E-mail Theory
There are many advantages of using email, it is quicker, cheaper and environmentally friendly. In the business world, email is an extremely important communication tool; messages and files can be sent around the world via the Internet in a few seconds. This means that the user can communicate with international contacts as quickly as with colleagues within the same office – all that‟s needed is an email address.
If you have a web e-mail eg Hotmail, then you can send and receive messages from most computers wherever they are eg in a cybercafé, in another country, mobile phones.
When working with e-mail it is important to follow netiquette rules. When you send E-mail try and follow these basic rules: be polite; be brief and to the point, do not shout (using capital letters is considered to be shouting); conversely small fonts are used to depict a whisper; use accurate and brief descriptions in the subject headings; always spell check your outgoing message; reply to messages as quickly as you can.
When sending email attachments you have to take into account the file size and the type of files as there are many restrictions eg if you are sending a large file attachment it may be blocked by the recipient; you may not be able to send executable files.
Section 6 Using e-mail
Open Outlook
From the Start menu, move the mouse pointer to All Programs, from the drop down list double click Microsoft Office, from this drop down list double click Microsoft Office
Outlook 2010 or click the shortcut key from the Desktop.
Title bar Includes the name of the application and current folder
Navigation Pane Displays icons representing folders: Inbox, Calendar
Status bar Displays information about the items currently shown in the Information Viewer.
Information Viewer Displays the contents of the item selected in the Navigation Pane To-Do-Bar Displays task entered for the day selected on the calendar
Reading Pane Displays the contents of the email. If this is not displayed, from the View menu move the mouse pointer to Compact
Hover the mouse over any icon. A ToolTip appears which gives more information and an alternative key press for the function if available.
Microsoft Outlook organises emails by placing messages into folders, which is illustrated by looking at the Mail Folder Section:
Inbox: Messages received are stored in the Inbox folder.
Sent Items: Copies of sent messages are stored here.
Deleted Items: This folder works like the recycle bin in Windows; it stores deleted Emails which can be recovered. Emails deleted from this folder cannot be recovered.
Drafts: Unfinished messages are stored here.
Sort messages
Click on the button you wish to sort ie Subject.
You can sort your messages in order of Received, From, Size etc just click on the relevant button.
Open a message
Print a message
1.
With the message displayed/selected, click the File tab, click Print.
2.
From the options, click the Print icon.
Close a message
From the File tab click Close.
Addresses
It is very important that the address is keyed in correctly; otherwise it will not reach its
destination. E-mail addresses are made up of the user‟s name, followed by the @ symbol, followed by the address of the user‟s service provider. This includes the domain category (in the following example gov, meaning a government institution, followed by the country). For example:
user name @ domain name Common domain categories include:
ac = academic community (in the UK)
co = company, commercial organisations (in the UK) or private individuals com = company or commercial organisation
edu = educational institutions org = non-profit organisation
Each country has its own unique code eg fr = France
Email messages
The main recipient(s) is the person in the To.. box, with a Cc.. (carbon copy) send to the second addressee(s). The Bcc…will receive a copy of the email but without the other recipients‟ knowledge. If the Bcc field is not displayed when creating an email, from the Options tab and the Show Fields group click Bcc.
Create an email
Add an attachment
1. With the message displayed.
2. From the Message tab, from the Include group, click Attach File. 3. Select the file you want to insert.
4. Click Insert.
Save an attachment
1. With the email selected.
2. From the File tab, select Save Attachments and from the drop-down list click the file(s). Click OK.
3. Click Save.
Save a draft message
With the created message displayed, from the File tab, select Save. Draft messages are stored in the Draft folder.
Set a priorities to a message
With the message displayed from the Message tab and the Tag group, click the required option.
Copy/Paste text into a message
1. With the message open, open the message/file from which you want to copy the text. 2. Highlight the text you want to copy, right click in the highlighted text.
3. From the drop down list click Copy. 4. Click in the destination message.
Reply to a message
1. Select the message.
2. From the Home tab and the Respond group, click Reply. (Reply to All button replies to multiple e-mail address that were on the original message.)
Outlook will automatically add RE: to the original subject (if you wish to change the subject, just delete the original subject and enter the new subject, but do not delete the RE:) 3. Type text in the Reply message area.
4. Click Send.
Forward a message
1. Open the message
2. From the Message tab and the Respond group, click Forward.
Outlook automatically adds FW: before the Subject. You can change the Subject text if you wish but do not delete the FW:
3. Add the address in the To…. Box
4. Add the text in the Forward message area. Click Send.
Enhancing Productivity
Flag messages
Applying a flag to a message adds a visual reminder to help you remember to follow up on an email in some way. Microsoft Office Outlook 2010 includes several default flags with dates, such as Today, Tomorrow, and Next Week.
1. With the message selected, from the Home tab and the
Tags group click the Flag drop down arrow.
Remove the Flag option
1. With the message selected, from the Home tab and the Tags group click the Flag drop down arrow.
2. From the drop down list select Clear Flag.
Mark a message as unread
1. Click on the message.
2. From the Home tab and the Tags group, click Unread/Read.
Section 7 E-mail Management
Instant Search facility
1. Click in the Folder you want to search.
2. In the Instant Search box, type in the text you want to search for.
3. As you type the text Outlook will begin it search and display the results.
4. Click the Close Search button to show all messages.
You can also carry out more comprehensive searches; enter the details relating to what you want to find in the Instant Search box. The Search Tools will be displayed in the Title bar From the Search tab and the Options group click the Search Tools down arrow. From the drop down list click Advanced Find…
Delete a message
1. Right-click on the message.
2. From the drop-down list, click Delete.
Use the same method to delete a folder etc.
Add contact to the Address Book
1. From the Navigation pane, select Contacts.
2. From the Home tab and the New group, click New Contact. 3. The New Contact window will open ready for you to enter the
details.
4. From the Contact tab and the Actions group, click Save and Close.
Add the address from the sender to your contacts
1. With the message open, right click on the sender‟s address. 2. From the drop down list click Add to Outlook Contacts.
3. The details will automatically be added, from the Contact tab and the Actions group, click
Save and Close.
Create a distribution list
1. From the Navigation pane click Contacts.
3. From the Contact Group tab and the Members group, click Add Members
.
4. Click the first member and then click the Members-> button. Repeat until all members are added.
5. Enter a name for your contact list in the Name box. 6. Click OK. From the Actions group, click Save and Close.
Calendar
Appointments/meetings
1. Click Calendar from the navigation pane.
2. From the Calendar navigation pane, click on the date to which you want to apply the appointment.
3. From the Display window double click on the time of the appointment. 4. In the Subject box enter the subject of the appointment.
5. In the Location box enter the location of the appointment. 6. Set the end time of the appointment.
