Buying/running

your 1st PC

By Lynda Ward

© Lynda Ward 2007

Contents:

1. PC specifications (Ideal for first PC)

2. What you need installed and why?

3. Email – Setting it up and using

4. (Essential) General PC maintenance

5. Common problems and fixes

6. Any problems?

7. FOR THOSE MORE ADVANCED

Chapter 1: PC specifications (Ideal for first PC)

● Memory stick = These have basically replaced floppy's. You can store your
documents on these easily. They are quite cheap and they make use of a USB port.

With PC's there is a lot to consider. With PC's there is so much jargon used, I hope this is of some help in
you getting a suitable laptop/PC for all of your requirements. It will be best to take this document with you
when shopping around for a laptop/PC, you will be able to query anything with a member of staff at
whichever place you buy from.

Security is essential when getting a Windows machine. 99% of computer owners would have PC's, so
therefore most hackers create viruses etc to attack these. Firefox has benefits over Internet Explorer.
OpenOffice is miles better than MS Software that you have to pay for (it's best to get a freebie that is heaps
more reliable).

Normal requirements to think about:

Wireless access to Internet

(For this you do need to be with an ISP (Internet Service Provider) for example BT, Sky, NTL,
Tiscali or Pipex etc) Until this is done you will NOT be able to get Internet. You will need a
Router, Network Card and maybe some software installed. (I don't really know much about this
part of getting the Internet, you can always ask a member of staff in i.e. PC World - If you get a
laptop from them).

Broadband or Dial Up?

It's best to go for broadband, it will cost a little more but at least you should be able to get access to
Internet 24/7. Dial Up can be very slow and an unreliable connection.

Storage
You won't need any more than 40GB (Gigabytes).

Operating System (OS)

Best to go for Windows XP or Windows Vista.

Firefox web browser

This is a free download, that you can get once you have an ISP and Internet Connection. Firefox is
by far much better than just Internet Explorer. Firefox has add ons that you don't get with IE.
These extra add ons help prevent you from getting pornographic sites cropping up etc.

Pop Up Stopper
These are easily available on the Internet. You will need a pop up stopper, just as an extra
precaution. You can get these as free downloads.

Anti Virus
This is a must, especially with PC's. You will also need to update your anti virus software and
always run checks. AVG is the best to go for. This is again a free download.

Word Processing / Desk Top Publishing / Spreadsheet / Database etc

It's best to go with OpenOffice instead of MS Word / MS Access / MS Excel / Power Point etc.
OpenOffice is again a free download. You have to pay for MS Software (£300+). OpenOffice is
also so much more reliable and better than MS.
USB Port
It's wise to have at least 1 USB port. This enables you to use a Mouse, USB Flash Drive (a form of
extra storage), MP3 players etc.

AV Port
This would enable you to view presentations with sound or watch DVD's, assuming you also go for
a CD / DVD drive.

PCMCIA
A PC Card slot accepts devices that are roughly the length and width of a credit card, although
somewhat thicker. At some time or another, there’s a good chance you’ll buy a PC Card device. For
example, you might decide later you made a mistake not getting a built-in FireWire port. You can
add one via your PC Card slot. Ditto for wireless networking. (This again is a bit beyond me, so
definitely ask on this too).

Parallel Port
This would be used to connect a printer. But since USB have become more common you don't
really have to have a parallel port. Although it might be beneficial to have one anyway.

Celeron Processor
This is another term for CPU (Central Processing Unit). This is the brains of your computer. I had
AMD on my desktop PC, this would be quite adequate for your requirements. (This again is a bit
beyond me, so definitely ask on this too).

Which CD / DVD type of drive to go for?

* CD - a drive that can read both CD-ROMs and music CDs

* CD-R - has all the features of a CD drive; can also create, or burn, CD-ROMs and music CDs

* CD-RW - has all the features of a CD-R drive; can also write data to CD-RW discs, which are
rewritable, thus making them similar in function to a giant floppy disk

* DVD - has all the features of a CD drive; can also read DVD-ROMs and play DVD movies

* DVD-R - has all the features of a DVD drive, can also burn CDs, CR-ROMs, DVDs and DVD-
ROMs

* DVD-RW - one of two competing drive technologies that has all the features of a DVD-R drive;
can also burn rewritable DVD-based discs

* DVD+RW - the other of two competing drive technologies that has all the features of a DVD-R
drive; can also burn rewritable DVD-based discs

* DVD±RW - utilizes both DVD-RW and DVD+RW technologies so you can burn either format.
Chapter 2: What you need installed and why?

Firefox Browser – This has features that are not available in Internet Explorer.
AVG Anti virus – This is the best to go for, also it's free.
Open Office – This is also freeware. It features spreadsheet, drawing package etc.

For these: just type in i.e. Firefox download into www.google.co.uk

*Re: Anti Virus

Avoid Norton products. They slow down your PC loads. Good name, but bad software.

Every PC that I have used (with Norton installed) has run so slow. When I got a new
Windows Vista laptop it had Norton pre-installed, it just needed registering. It took about
25-30 minutes for my laptop to boot up. I had Norton on there for 3 days – the laptop was
just so slow at doing anything. I uninstalled Norton and immediately I had a faster laptop.
From then on it's booted up in about 2-3 minutes.

My foster sister had Norton installed on her PC, as well as toolbars. Since I uninstalled
these, her laptop has also sped up loads.

Any queries: email - queries2lw@gmail.com

Chapter 3: Email – Setting it up and using

To create a FREE Yahoo email account go to (http://mail.yahoo.com/). Click on 'Sign Up'.

Fill in all the appropriate and mandatory fields, fill in any confirmation code required and
submit. You may have to redo 'Username' and 'Password' a few times. As most
'Usernames' and 'Passwords' are already used by other users and therefore are no longer
available. After setting up an email account you always receive a welcome email. This might
also be of some help if you have never used email before.

Disposable emails: It's always wise to create a disposable email address. One you can then
forget about and ignore. As over time you will get SPAM emails. A good site for creating a
disposable email is www.temporaryinbox.com, in check inbox box just type anything in. This
creates a disposable email. It's dead easy.

Inbox – Received emails appear here.

Sent – Emails you have sent.
Drafts – Draft emails.
Trash – Where deleted emails appear, you will also need to delete these fully.
Contacts / Addresses / Address Book – Where you store your email addresses.

Any queries: email - queries2lw@gmail.com

Chapter 4: (Essential) General PC maintenance

Windows 2000 Disk Defrag

Over time your files will become fragmented, you need to Defrag often. As part of your general PC
maintenance.

MUST DO OFTEN / AFTER A WINDOWS UPDATE

Q: How do you defrag / clean / run anti-virus scan etc?

A: For disk defrag - You will find this on most Windows PC's via the 'System Tools' folder.
Start - Programs - Accessories - System Tools – Disk Defrag (Then just click
'Defragment', wait till done).

For disk cleanup - You will find this on most Windows PC's via the 'System Tools' folder.
Start - Programs - Accessories - System Tools - Disk Cleanup (Select drive, tick all
checkboxes and clean).

For Anti-Virus / Anti-Spyware / Anti-Malware

You may have a desktop shortcut to these. Or they will be listed somewhere in 'Programs'.
Start - Programs - (Then your Anti-Virus / Anti-Spyware / Anti-Malware software).
(With any Anti-Virus / Anti-Spyware / Anti-Malware software, you would firstly need to check for
updates. Then you would run the scan. This quite often takes a few hours as Windows OS
(Operating System) does take up a lot of hard drive space to start with).
Chapter 5: Common problems and fixes

If your laptop/PC freezes: Ctrl+Alt+Delete and select Task Manager. You can then 'End'
non responsive tasks.

Using a Windows machine you will find that you get quite a few pop up notifications from
the 'System Tray' (bottom right of your desktop). These are normal, just click on the 'X'
in the corner to get rid of them.

After a Windows update you may find your machine has 'a few funnies'. This is quite
normal, just run your anti virus etc.

Chapter 6: Any problems?

Anything you don't understand? Send an email to me at queries2lw@gmail.com. I will get

back to you as soon as possible.

Chapter 7: FOR THOSE MORE ADVANCED

This includes a multiple choice quiz, abbreviations, shortcuts etc. But is definitely for the more advanced
PC user.

My other PC ebook. Or go to (http://www.4shared.com/file/30515265/a0b24ac0/E-Book_Copyright.html).

 Beginners Guide To PC'S
Source: (Full animated course available at) http://www.bbc.co.uk/webwise/abbeg/abbeg.shtml
 PC Maintenance etc

Routine Printer Maintenance:

Q: What is good routine printer maintenance?

A: With printers, the only thing you really need to learn how to do is to change the toner cartridge. This is normally quite
simple and straightforward and is usually mentioned in the manual. You will know if the toner cartridge is low on ink, as
some text / diagrams etc will come out faded compared with the rest of the document. To replace a toner cartridge you just
need to open up the printer, take out old cartridge and replace it. Sometimes all you need to do is shake the cartridge, in
order to get it going again. To make the toner cartridge last a little longer, you might also want to set your printer
preferences to print at 300 dpi (dots per inch) instead of 600 dpi. Sometimes a printer won't work properly; this can
normally be fixed by unplugging printer for a few minutes. Or press Cancel / Reprint (if it has one) or switch the power off,
then this might sort it out.

Risk Assessment:
Q: How would you prevent risks when using a PC on a daily basis?

A: In order to try and prevent viruses etc infecting your machine, it is important to keep up with good PC maintenance. In
the 'Start-up' folder you can have shortcuts to your various anti-virus / anti-spyware etc. These would then load every time
you booted up. If you regularly download, it's best to run scans daily. As you can easily get infected by downloading from
the Internet. It's also wise to run regular disk defrag / disk cleanup of your hard disk. Files on Windows machines can easily
get fragmented.

Maintenance:
Q: Why is it important to keep up with PC maintenance?

A: It is important to keep up with your PC maintenance because Windows PC's are everywhere. Hackers tend to therefore
target Windows machines when creating viruses etc. PC's do need to be defragged, cleaned and scanned for
viruses/spyware/malware etc on a regular basis. If your PC becomes infected with anything nasty, it can slow down your
PC, cause error messages or crash your machine etc. If you often download from the Internet, you should ideally check for
problems daily.

Q: When is the best time to run your PC checks?

A: Your PC may slow down a little while you are running scans, cleaning and defragging. Therefore it's quite often best to
do it when you are not very busy. For example - If you are at work then it's probably best to do it during your lunch break.

Q: How do you defrag / clean / run anti-virus scan etc?

A: For disk defrag - You will find this on most Windows PC's via the 'System Tools' folder.
Start - Programs - Accessories - System Tools – Disk Defrag (Then just click 'Defragment', wait till done).

For disk cleanup - You will find this on most Windows PC's via the 'System Tools' folder.
Start - Programs - Accessories - System Tools - Disk Cleanup (Select drive, tick all checkboxes and clean).

For Anti-Virus / Anti-Spyware / Anti-Malware

You may have a desktop shortcut to these. Or they will be listed somewhere in 'Programs'.
Start - Programs - (Then your Anti-Virus / Anti-Spyware / Anti-Malware software).
(With any Anti-Virus / Anti-Spyware / Anti-Malware software, you would firstly need to check for updates. Then you
would run the scan. This quite often takes a few hours as Windows OS (Operating System) does take up a lot of hard drive
space to start with).

Upgrading:
Q: Why upgrade?

A: Upgrading is important. If in 2007 you still have Windows 95 / 98 etc then they might not be compatible with newer
software for PC maintenance etc. Also 'Microsoft' would consider these obsolete and therefore wouldn't be able to provide
assistance for that OS. The PC will be more likely to fail and only useful for spare parts. They would be considered to be a
lot slower too.

Q: Drawbacks to not upgrading?

A: If you don't upgrade, then you will eventually find that 'Microsoft' doesn't support that OS. You won't be able to
download and or install new software. It won't be as fast as a newer machine. If it does completely fail and you want a
professional to try and fix it, they might not know how to if it's a really old machine. Also they probably won't see the point
of repairing an old PC anyway.

Compatibility:
Q: Why check for compatibility?

A: Some software isn't yet compatible with the new Windows OS Vista. There is no point buying software for a Windows
2000 machine and trying to make it work with Vista. The chances are it isn't compatible. On the back of the software case
(for Windows software products) it mentions what OS it would work with, the OS it is compatible with.

Professional - When to call:

Q: When would you need to call a professional in order to fix a PC problem?

A: If your PC for example powers off on it's own, this could be cause it's overheating. Some of the parts on the motherboard
may have been destroyed and would need to be replaced. This did happen once to me, luckily my brother is a computer
whiz and he told me what was wrong and what I would need to buy in order to get it working again. Mine needed a few
more internal fans, a new tower and a new motherboard. He then reassembled the tower and got my PC working again. If
you don't have a computer whiz in the family then you would need to get this problem checked by a professional. But this
would add extra cost to you.

Q: Why would you need to call in a professional?

A: You would need to call in a professional if you are uncertain how to fix a major fault. If you don't know anyone that can
fix a PC, you would see a professional.

Downloading from the Internet:

Q: Why should you be careful?

A: You always need to be careful when downloading anything from the Internet. You don’t know the direct origin of a
downloaded file. There is also no guarantee that your PC won’t get infected with spyware and adware etc. Most sites do say
that a download is spyware and adware free, but you won’t know for sure. You might experience PC problems after
downloading. Quite often after downloading and installing Windows updates, most PC’s that I have used, crash and have a
few problems with spyware etc. Vista OS always comes up with a dialogue box asking whether you trust the site or not
when downloading or installing.

Downloading patches to fix flaws:

Q: Where would you find patches for Windows PC’s?

A: These are also known as updates and or service packs. You can download various patches etc from
(http://www.softwarepatch.com/windows/index.html). It’s always a good idea also to keep up to date with ‘Windows
Updates’ – although these do sometimes mess your PC up for a while afterwards.

Email attachments and the risks:

Q: Why you need to be careful when downloading any email attachment?

A: Email is very useful for communication, but it does have it cons. Your PC can get infected after downloading an
attachment. They may have worms, trojans etc. The attachment could also be an executable file (exe). Windows PC’s are
highly susceptible to many nasties i.e. trojans, worms, spyware, adware, malware, viruses etc. The main causes for these are
downloading/installing software or opening email attachments. Most email attachments are okay, especially if you know the
sender of the email. But if, and when you receive spam emails or emails with ‘no subject’, then you have to be a lot more
careful. You should therefore have an anti-virus program that can scan and block suspicious emails.

Passwords:
Q: Why are passwords important to use?

A: Passwords are important as they prevent unauthorised access to files/directories etc. A good password is usually 8
characters long using both numbers and letters. People can still found out your passwords though, and they can basically
steal your identity. If you use Internet banking and someone else discovers your password, then they would have full access
to your accounts. For this reason, I don’t use Internet banking and probably never will. You should also use different
passwords for each site. If you use just one password for your email, Internet banking etc, and someone has cracked your
password, then they could make purchases under your name etc.
SPAM emails:
Q: What counts as SPAM email and how do you report it?

A: Definition of SPAM (via www.google.co.uk): Junk email, usually unsolicited. Unsolicited e-mail. There are two common
usages: 1) mass e-mailings by commercial sites to recipients who have not requested any contact, and 2) e-mail sent to
intentionally annoy or harass the recipient, including crashing his or her computer by overloading its e-mail capacity.

You can report SPAM, using various sites. For links, go to http://spamlinks.net/track-report-addresses.htm, this is a full list
of addresses that you can use to report SPAM. If and when you receive SPAM emails, you must not reply to them. This is
the ‘Golden Rule’. They may have an unsubscribe link, but this is just a way to confirm your email address.
Create A New Folder
Folders are the basic organizational building blocks of any computer system. Without folders it would be virtually
impossible to keep track of all the files that are found on even the smallest system. New folders can be created just
about anywhere, but three methods are shown below.
New Folder On Desktop - Right click anywhere on an open area of the desktop. Select New and then
click Folder. A new folder with the default name New Folder will be created on the desktop. Either
accept the default name New Folder (bad idea) by hitting the enter key or type a new name for the
folder (good idea) and then hit enter on the keyboard.

New Folder Using Windows Explorer in Hierarchical View - There are two easy methods for
creating a new folder in this view.

• On the Menu bar select File > New > Folder and the folder will be created in the right hand
pane. The trick is to make sure that prior to making the selections from the Menu that you are
located at the proper place in the hierarchical view in the left pane. The new folder will always
be created as a subfolder of whatever location you have selected

New Folder Using Windows Explorer in Task View

• Once again, make sure you're in the location where the new folder is to be created. In this case
I'm using the same location that was used in the previous example; the root of the C drive as
shown in the Address bar. In the File and Folder Tasks section, click the Make a New Folder
selection. The New Folder is created in the right hand pane as shown in the second screen
 capture. Note that the File and Folder Tasks section also expands to include new entries relative
to what can be done with the folder just created.

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The Start Menu

We saw in the last lesson that the desktop can be used to launch your software. Another way to launch your
programmes is through the Start menu at the bottom of the Desktop. Your Start button should look something like
the one below:

Click your Start button once with your Left hand mouse button. What you will see is a menu popping up. This one
below:

Notice the name "KC" next to the image. Yours will show the name you typed when setting up Windows XP.
The menu bar is split into three sections. The first section, the white one on the left, has seven items in it. The first
three are shortcuts to a web browser, email software, and easyPHP. The four items under this are shortcuts to
recently used programmes. These will change as you start up and close down software packages. Yours will
probably be different items. One Single click with the Left mouse button on any of these items will launch some
software.
The second section has just one item in it: All Programs. There is a green arrow next to this text. Clicking on the
green arrow will bring up menu where you can find all the software installed on your computer. And this is the one
we're interested in. We'll explain it in more detail in a moment.
The section on the right of the Start menu, the one in pale blue, is for special areas of your computer, and shortcuts
to folders and files that are used frequently. You can also get help here, and search your computer for files and
folders (we'll see how to do this shortly.)
At the bottom of the start menu are two buttons, one for logging off and one for closing down your computer.
There is a difference between the two, but the one you'll probably want when it comes to turning off your computer
is Shut Down. Clicking it once with your Left mouse button will give you this pop up box, called a dialogue box.

The dialogue box is giving you four options. Click the second option "Turn Off" with your left mouse button, a
Single Click, if you want to completely close down your computer. The other popular option is "Restart". If you
change your mind, click the Cancel button at the bottom. The dialogue box will disappear.
But let's concentrate on that green button on the Start Menu, the one to the right of "All Programs." Click the
button with your left mouse button. A menu will appear. Actually, it's a sub menu - a menu on a menu! It will look
something like the one below:

As you can see, the Programs Sub menu is fairly small, but it gets bigger the more software you install. Your
Programs menu may well be longer than this one. When you install some new software, a shortcut to it will
probably be added to this Programs Sub menu.
Notice the black arrows on the menu. This indicates that there is another submenu available. The menu will appear
when you move your mouse to an item that has a black arrow next to it.

Move your mouse over to the Programs Sub menu. Then move your mouse up and down it. You should see a light
coloured line moving with your mouse. This line is telling you which item of the menu you are currently on.
To launch one of your software programs, click an item on the list with your Left mouse button, a Single Click.
When you do, the software is launched.
To quickly close down the software you have launched, look in the right hand corner. Search for this, in the picture
below
Click the red X to close down your software. The one on the left of the three, with the single line, will make your
software disappear. But it will not have closed down. Look at the bottom of your Desktop. You'll see something
like this:

The two long rectangles indicate that two programmes are still open. In the image above, the Firefox web browser
is open, as well as the Home and Learn Web Editor.
What we'll do now is to create a Shortcut to your "My Documents" folder, which we will place on the Desktop.
You will then be able to open this folder by Double-Clicking its icon on the desktop.
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How to create a Desktop Shortcut

To create a shortcut to a programme, and display the shortcut on the Desktop, do the following:
• Click the Start button on your desktop
• From the Start menu, locate the "All Programms" item
• Move your mouse to the programme you want to create a shortcut to. In the image below, we've gone for
the Home and Learn Web Editor

• Right click on the menu item to see a new menu appear:

• On this menu, locate the "Send to" item

• On the Send to item, Left click on "Desktop (create shortcut)":
 • When you left click Desktop (create shortcut), a new shortcut appears on your main screen - the Desktop.
• Double click your new shortcut to test it out. You should see a new window opening, and the programme
will start
Now that you've had a bit of practice with your mouse, we'll move on to exploring the files and folders on your
hard drive.
We'll start with the Hard Drive itself.
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What is a Hard Drive?

A hard drive is nothing more than a magnetised storage area. Your Operating System is stored on your hard drive,
as well as all your software programmes, like Microsoft Word. The hard drive is actually a few circular disks
stacked one on top of the other. A little arm moves over the disks and writes things to these circular platters, and
reads them. When you save a file or create a new folder, think of these circular platters being written to and you'll
have a basic idea of just what your hard drive is.
A hard drive is given a letter of the alphabet for convenience sake, and in most computers this will be the letter C.
That's why the hard drive is popularly know as the C Drive. There are other drives on your computer. These are the
usual drives on modern Personal Computers:

Floppy Drive or A drive There will be a thin slot on the front of your computer. Into the gap, a disk is inserted.
This is your floppy drive, and the disk is called a floppy disk CD Rom Drive or D Drive Press a button on the
front of your computer and a tray will probably slide out. The tray will accept a circular disk - a CD Rom. DVD
Drive
A DVD disk is the same size and shape as a CD, but can hold more information. You can play a CD in a DVD
Drive, but you can't play a DVD disk in a CD Rom Drive

CD/DVD Writer These types of drives are for creating your own CD's or DVD's. They are becoming standard on a
new computer
A modern Hard Drive is measured in Gigabytes. To find out how big your Hard drive is, click the next part of this
lesson.

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How Big is your Hard Drive?

Find the "My Computer" icon Start menu, and click with your left mouse button. When the window opens it will
look something like this one:
The "My Computer" screen shows you different areas of your computer. In the picture, there are icons for the
Floppy Drive, The C drive, and the D Drive. Don't worry if yours is not the same. But you'll probably have a D
drive icon. There is a CD over the D drive icon, indicating that there is a CD in the disk drive on this computer.
The one we're interested in is the C drive icon. This is the Hard drive. There are two ways you can check your Hard
drive to see how big it is. The easiest way is to click once on the C icon with your Left mouse button. The area on
the left of the window will change to this:

The "Details" section at the bottom is showing how much space is free on your hard drive. It also shows how big
the Hard drive is. GB stand for Gigabytes. So this Hard drive is just over 4 gigabytes. Not very big in today's
computer market, where Hard drive ten and twenty times this size are common!
There is another way to check how big your Hard drive is.
Click on the C icon from the My Computer screen. But click on it with your Right mouse button. You'll get a menu
similar to the one below.
Click on "Properties with your Left mouse button. You'll get the following dialogue box popping up.

Here, we get a pie chart showing us information about the hard drive: Used Space, Free Space and Capacity (How
big your hard drive is). The Capacity is showing 19.0 Gigabytes, Used space 17.9 Gigabytes, and Free space 1.01
Gigabytes.
Click the OK button to get rid of the dialogue box (One click with the left mouse button.)
Get rid of the "My Computer" screen by clicking the red X in the top right hand corner.
What we'll do now is create a folder on the hard drive. But we'll use the Windows Explorer to do it.
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How to Create a New Folder

Following along from the last lesson, we'll now create a new folder using the Windows Explorer. So do the
following:
• Click once with your Left mouse button on the letter C in the left hand pane of the Windows Explorer
• On the menu bar across the top that has File, Edit, View, Go, Click the File option once with your Left
mouse button
• From the menu that drops down, move your mouse pointer to New
 • A sub menu appears
• Click the word "Folder" once with your left Mouse button

A New folder will be created on your C Drive. The new folder will appear right at the bottom of all of your other
folders and files, under the last one. So you might have to scroll across to see it. You can tell it's your new folder
because it says, quite helpfully, "New Folder".
When you clicked "Folder", a new folder was created. But it appears right at the end of your list folders and files,
in the right-hand pane of Windows Explorer. That's why you might need to scroll down or across in order to see it.
But it will look like the one in the picture below:

The words "New Folder" will be highlighted. It's highlighted so that you can rename it. After all, "New Folder" is
not very descriptive. So go ahead and type in a new name for your folder. Type "wpProjects". As in the image
below:
If nothing happens when you try to type a new name for your folder, do the following:
• Click on your new folder, but click on the folder with your right hand mouse button
• A menu appears

• From the menu, click once with your Left mouse button on the word Rename
• Type a new name for your folder
You have now created a new folder in the root folder of your C Drive. You can use this same technique to create a
new folder inside any of the folders on your C Drive. If you make a mistake and decide you don't want this new
folder, you can always choose the Delete options from the menu above, instead of Rename.
But one more thing to notice about the Windows Explorer. In the left hand side, you see a lot of plus signs in a
square box.
Clicking one of these plus signs will expand your selection. The image on the left below show a plus sign before it
is clicked, and on the right afterwards.
The plus sign turns into a minus sign. But the plus sign indicates that there are more folders inside the one that has
the plus sign. When you click the plus sign, it will expand to show you all the folders inside a main folder. You can
click on any of these folders to see what is inside it.
As for the files inside the folders - try double clicking on one and see what happens. Don't worry: you won't do any
harm!
What we're going to do now is to move that new folder we just created, and put it inside our "My Documents"
folder.
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Moving Folders on your Hard Drive

Drag and Drop Moving
The easiest way to move one folder to another folder is to use drag and drop. And the easiest way to explain drag
and drop is by doing it!
To drag the new folder you created earlier and drop it inside your "My Documents" folder, do the following:
• Click on your new folder once with the left hand mouse button
• The folder will be highlighted
• Keep you left hand mouse button held down
• Move your mouse around the screen. You should see a faint outline of the folder moving with your mouse
• Now move the folder over the top of the folder called "My Documents" (Still with your Left mouse button
held down!)
• The My Documents folder will be highlight as well
• Once your My Documents folder is highlighted, let go of your left hand mouse button
• The new folder will disappear. It has been moved to My Documents
In the image below, a folder called "MyWPProjects" is being dragged to the My Documents folder on the C Drive.
Cut and Paste Moving
If all that was a bit tricky, you can use Cut and Paste to move your folder instead.
To cut and paste one folder inside another, do the following:
• Click on the folder you want to move (One click, left hand button), in our case "My WP Projects"
• From the File, Edit, View, Go menu bar in Windows Explorer click "Edit"
• From the menu that drops down, click the word "Cut" with your Left mouse button
• The folder you selected will appear fainter
• Now, Double Click the folder you want to move your new folder into, or select one from the list on the left
hand side. In our case that's the "My Documents" folder. So Click the "My Documents" folder
• Once in the "My Documents" folder, From the File, Edit, View, Go menu bar in Windows Explorer click
Edit
• From the menu that drops down, click Paste
• Your folder will be pasted from your root folder on the C drive into your My Documents folder
Instead of cutting the folder and pasting, you can just Copy the folder instead. To copy the folder instead of cutting,
follow the steps outlined above, but when the menus drop down select "Copy". Then select "Paste" after you have
double clicked on the My Documents folders.
Everything we've said above about folders also applies to files. In other words, you can rename a file like you did
above, you can copy a file, move it with drag and drop or cut and paste, and you can even create a file with
Windows Explorer. Just click on File. From the sub menu select New. You'll see a list of software packages that
you can create new files for.
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Copying from a CD to a Hard Drive

In this lesson, you'll see how to copy the files from a CD over to your own hard drive. Files load a lot quicker when
they are on your own computer comapred to a CD. And you won't have to keep inserting the CD every time you
need something from it.
The folder we will be copying is called CD Rom Contents. Inside this folder there are more folders and files that
are needed for the courses. When we copy the "CD Rom Contents" folder we will automatically copy all the
folders inside this one. In other word, copy one folder and you copy everything inside it.
To copy the contents of a CD Rom to your own hard drive, then, do the following:
• Insert the CD into your CD Rom drive
• Start Windows Explorer if you haven't already (see here for how to do this: Windows Explorer Lessons.)
 • In the left hand pane, Click on the Drive letter for your CD Rom (It will probably be "D")
• In the right hand pane of Windows Explorer, you should see the name of a folder or folders (In our case, the
folder is called CD Rom Contents.)

In the Image above, the CD Rom Drive letter is D. Clicking on the Drive letter displays the contents of the Drive in
the right hand pane. The folder CD Rom Contents is displayed.
• Click once with the left hand mouse button on the folder "CD Rom Contents"
• The folder is selected
• From the menu bar at the top of Windows Explorer, click on Edit (once, left hand mouse button)
• From the drop down menu, click "Copy" with your left mouse button

• In the left hand pane of Windows Explorer, Click on your hard drive letter, which will probably be C (click
the letter C once with your left mouse button)
• When the folders and files from your hard drive are displayed in the right hand pane of the Windows
Explorer, click on Edit from the menu bar
• From the drop down menu, click on "Paste" (once with the left mouse button)
• The files will be copied from your CD Rom drive to your Hard drive

To check that all the folders have been copied over correctly, double click the "CD Rom Contents" folder on your
hard drive.
And that's it. Quite easy, once you get the hang of it! You can use the same method to transfer files from a floppy
disk in the Floppy Drive (which is the A drive) to your hard drive.
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 Setting a Screen Saver with Windows XP
A Screen Saver is something that kicks in when your computer has been idle for a set period of time. They are
usually some form of animation, or moving imagery. To pick a Screen Saver for your own computer, select the
Screen Saver tab strip from the Display Properties dialogue box by clicking on the word "Screen Saver" once with
your left mouse button. It looks like this:

Click the little black down-pointing arrow to see a list of available Screen Savers. This one is set to the Windows
XP Screen Saver.

You can see that it also says "Wait 10minutes". This means that the Screen Saver will kick in if the mouse has not
been moved for 10minutes. You can change this figure. The values go from 1 minute to 60 minutes. When you're
happy, click Apply then OK. But play about with the settings on the Screen Saver tab strip. The Energy saving
features of the monitor section is not available for all computer monitors, so you may or may not have the part
available to you.
There are lots and lots of Wallpaper and Screen Saver web sites out there internet. These sites will offer a wide
variety of wallpapers and Screen Savers that you can use to liven up your own computer. But be careful of files
sent to you by email that pretend to be a Screen Saver (Check for a file that ends in .SCR). There is a good change
it will be a computer virus! If the file has been sent to you from somebody you don't know - don't open the
attachment. Just delete the whole email.
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How to Zip Files with WinZip
If you have one really big file, or lots of small files, it's better to squash them down in size.You do the squashing
with a zipping programme. The most popular is called WinZip. It's so popular that you may even have it on your
computer already. So popular that the Word spellchecker doesn't even give it a red wiggly line when you type it
out!
To check if it's on your machine, click the Start button in the bottom left of your computer screen with the left
mouse button. When the menu pops up, look for WinZip at the top. (But DON'T click it! You don't need to open
the software up.)

As you can see, this computer has WinZip installed. If you can't see it on the Start menu, click on All Programs,
and look for it there - again, don't open it!
If you don't have it, you can get it from the CD Rom of practically any computer magazine at your newsagents. Or
download a free trial version from the internet. Just type WinZip into any search engine.

Zip a file you want to send to somebody else

When you want to send somebody else a big file (or more than one file), you can zip them up. First, you need to
locate the file you want to send. So, do this:
• Double click the My Computer icon on your desktop
• Double click the icon for your Hard Drive (probably C:\)
• Navigate to the place where your file is
• In the image below, we've navigated to a folder called Downloads.

• Click on the file you want to zip with your Right mouse button, and a menu will appear
 • Look for the WinZip item on the menu
• From the sub menu, choose Add to ...

You may then get a box popping up asking you whether you agree or disagree. Click I agree, and Winzip goes to
work. Your file will be zipped up:

• Our file has now been zipped up. Note that it has the same name as the original file.
If you want to zip an entire folder, then do exactly the same as above.

Unzip a file that has been sent to you

To unzip a file that has been sent to you, or that you have downloaded from the internet, perhaps, do the following:
• Double click the My Computer icon on your desktop
• Double click the icon for your Hard Drive (probably C:\)
• Navigate to the place where you downloaded the Zipped file
• Locate the file you want to unzip
• Click on the zipped file with your right mouse button
• A menu pops up
• The easiest way to do it is to select the “Extract to . . . ” option, as in the image below

• Click the option with your left mouse button, and WinZip unpacks the file for you.
It's quite easy, once you get the hang of it. And it could save you a small amount of money in internet telephone
bills!
 Basic Internet

1. General Searching

1. Load up your web browser (IE aka Internet Explorer). Do this by double clicking (quite quickly) on
the IE icon on the desktop.

2. If your PC doesn’t have the icon on your desktop, then click once (left click) on ‘Start’ go upto
‘Programs’ and move your mouse across and select ‘Internet Explorer’.

3. This then brings up your web browser. A website will appear (normally www.google.co.uk). This
depends though as to what website the browser has been set to open up with as it’s homepage.

4. If the homepage is not set to be www.google.co.uk, then we need to type this into the address bar.

Address bar – Where you type in website address aka URL.

5. Google is the main, most popular of all the search engines. Although there are many. Once at the
Google website you can do many things, search general websites, search for images, look into google
maps etc.

6. When you are at Google, you will see a page like this:

7. To search for anything, you will just need to type what you are looking for into the search box, then
press enter.
 Google’s search box.

8. A results page for your search then appears.

Searched for: transfer pics from digital camera to pc

9. You then click on the blue underlined text, aka Hyperlink. This then takes you to that website.

2. Image search

1. Load up your web browser (IE aka Internet Explorer). Do this by double clicking (quite quickly) on
the IE icon on the desktop.

2. If your PC doesn’t have the icon on your desktop, then click once (left click) on ‘Start’ go upto
‘Programs’ and move your mouse across and select ‘Internet Explorer’.

3. This then brings up your web browser. A website will appear (normally www.google.co.uk). This
depends though as to what website the browser has been set to open up with as it’s homepage.

4. If the homepage is not set to be www.google.co.uk, then we need to type this into the address bar.

Address bar – Where you type in website address aka URL.

5. Google is the main, most popular of all the search engines. Although there are many. Once at the
Google website you can do many things, search general websites, search for images, look into google
maps etc.

6. When you are at Google, you will see a page like this:

7. For a Google image search, you then just need to click once (left click) onto Images (top left hand
corner of the screen).

Click onto: Images

8. This brings up the following website for Google Image search.

9. To search for anything, you will just need to type what you are looking for into the search box, then
press enter.
 Searched for: pc’s

10. Image options:

To save image:
Right click once – To ‘Save Picture As..’ – Find suitable location for file – Click ‘Save’

To copy image – If your designing poster’s etc:

Right click once – ‘Copy’ – Go to your other document – Right click once – ‘Paste’

To copy image – Shortcut way:

Right click once – ‘Copy’ – Go to your other document – Hold down ‘CTRL’ and press ‘V’

* If you are copying image from Google into a Word Processed document, you may need to remove
Hyperlink. A Hyperlink may have been attached to the image. This means that you can’t resize image
yet. When a Hyperlinked Image is clicked, it takes you to the website of the image.
To remove Hyperlink:
In your WP document, click and highlight image. Click on ‘Insert Hyperlink’. There should be an
option in there to ‘Remove Link’.

Click on this once. Then click ‘OK’.

When you next click on the image ‘Handles’ should appear.

Using these you can drag these out to increase image size, and vice versa.
 Registering Is Free and Fun (And Fast)
Before you can sign up at eBay, you have to be connected to the Web. This is the time to fire up
your computer and connect to the Internet. After you open your Internet browser, you’re ready to
sign up. Just type www.ebay.co.uk in the address box of your browser and press Enter. Your
next stop is the eBay home page. Right there, where you can’t miss it, is the Register Now link.

Click the link and let the sign-up process begin. The eBay home page changes regularly.
Alternatively, it may be the home page. If you don’t see a Register Now button, look around the
page — there is always a Register button or link somewhere.

Here’s an overview:

1. Enter the basic required info.

2. Read and accept the User Agreement.
3. Confirm your e-mail address.
4. Breeze through (or past) the optional information.

The following sections fill you in on all the details. The Registration pages on eBay are through a
secure SSL connection. SSL (Secure Sockets Layer) enables you to have an encrypted
connection to eBay because a bunch of really smart techie types made it that way. You can tell
because the normal http at the beginning of the Web address (also called the URL) is now https.
Also, you’ll see a small closed lock at the bottom-left (or bottom right) corner of your screen. I
could tell you how SSL works, but instead I’ll just give you the bottom line: It does work, so trust
me and use it. The more precautions eBay (and you) take, the harder it is for some hyper-
caffeinated high-school kid to get into your files.

So, what’s your sign? Filling in your required information

After you click the Register button link, you’re taken to the heart of the eBay Registration pages.
You may register as a business or as an individual; I registered as an individual (even though I
run a business on eBay). So if you don’t quite have a business up and running, register simply as
an individual. To get started, follow these steps:

1. At the top of the first registration page, eBay shows the steps of the registration
process and asks you to fill in some required information.

Here’s what eBay wants to know about you:

• Your full name, address, and primary telephone number. Ebay keeps this information on file in
case the company (or a member who is a transaction partner) needs to contact you.
• Your e-mail address (yourname@myISP.com).

If you register with an anonymous e-mail service such as Yahoo! Mail, Gmail, or Hotmail, you’re
taken to a page that requires additional information for authentication. It wouldn’t surprise me if
eBay will be randomly authorizing all new members by requiring a credit card. (This is for your
safety.) You must provide valid credit card information for identification purposes. Your
information is protected by eBay’s privacy policy, and your credit card won’t be charged. After
you input your personal information, you’re ready to create your eBay persona.

2. Scroll down the page to select your new eBay User ID.
Because many of the “good” User IDs are taken, eBay supplies a link to check on the availability
of your preferred ID. Finding an awesome User ID can be as difficult as finding an untaken vanity
plate at the California DMV.
3. Choose a password, enter it in the Create Password box, and then type it a second time
in the Re-enter Password box to confirm it.
For more information on choosing a password, see “A Quick Word about Passwords,” later in this
chapter.

4. Create your unique secret question and input the answer.

The secret question you select here is used by eBay to identify you if you ever have problems
signing in. If eBay requires your credit card information (for identification that you’re a real
person), it will ask on the next screen.

5. Type in your date of birth.

6. Make sure all the info you entered is correct.

Think back to your second-grade teacher, who kept saying, “Class, check your work.” Remember
that? She’s still right! Review your answers.

7. Indicate that you agree to eBay’s Terms and Policies.

If eBay finds a glitch in your registration, such as an incorrect area or zip code, you see a
warning message. This is part of eBay’s security system to ward off fraudulent registrations. Use
the Back button to correct the information — if you put in a wrong e-mail address, for example,
eBay has no way of contacting you. So you don’t hear a peep from eBay regarding your
registration until you go through the entire process all over again.

8. Click the Continue button to move on to the next screen.

If you’ve made a mistake, eBay gives you the opportunity to correct the information by using the
Edit Information button.

If you registered with an anonymous e-mail service, such as Yahoo! Mail or Hotmail, you must
enter your credit card information, as I mentioned earlier, before you see the license agreement,
which I cover in the next section. If, when you look at it, your eyes start glazing over at all the
legalese, the next section can help you make sense of it.

Do you solemnly swear to . . . ?

During the registration you’ll be asked to check the boxes that say you agree to the eBay User
Agreement and Privacy Policy. At this point, you take an oath to keep eBay safe for democracy
and commerce. You promise to play well with others, not to cheat, and to follow the Golden Rule.
No, you’re not auditioning for a superhero club, but don’t ever forget that eBay takes this stuff
very seriously. You can be kicked off eBay or worse. (Can you say “federal investigation”?)

When everything goes well, the eBay Web site is like a school gym that opens for Saturday swap
meets. At the gym, if you don’t play by the rules, you can get tossed out. But if you don’t play by
the rules at eBay, the venue gets un-gymlike in a hurry. eBay has the right to get state and
federal officials to track you down and prosecute you. But fair’s fair; if you click the appropriate
box on this page, eBay keeps you posted by e-mail of any updates in the User Agreement.

Before you can proceed, you must click the two check boxes, indicating that you really, really
understand what it means to be an eBay user. Because I know that you, as a law-abiding eBay
member, will have no problem following the rules, go ahead and click the I Agree to These Terms
button at the bottom of the page. You’re transported to a screen stating that eBay is sending you
an e-mail. You’re almost done. The next step is confirming your e-mail address, which I cover in
the next section.

It must be true if you have it in writing

After you accept the User Agreement and Privacy Policy, eBay takes less than a minute to e-mail
you an activation notice. When you receive the eBay registration activation e-mail, be sure to
print it, and don’t delete the e-mail —save it somewhere special. With your confirmation number
in hand, head back to the eBay Registration page by clicking the link supplied in your e-mail. If
your e-mail doesn’t support links, go to this address:

cgi4.ebay.com/ws/eBayISAPI.dll?RegisterConfirmCode

After you reconnect with eBay and it knows your e-mail address is active, you’ll be heartily
congratulated with an eBay mail, and it’s time to start shopping! If you don’t receive your eBay
registration confirmation e-mail within 24 hours, there was most likely an error in your e-mail
address. At this point, the customer-support folks can help you complete the registration process.
Try visiting the Live Help link on the eBay home page. They are always happy to help. If for some
reason (brain cramp is a perfectly acceptable excuse) you incorrectly type in the wrong e-mail
address, you have to start the registration process all over again with a different User ID (eBay
holds the previous ID for 30 days). If you run into a snag, you can click the Live Help button.

Getting to know you: Optional information

When you’re a full-fledged, officially registered member of the eBay community, you may see an
eBay pop-up window, giving you the option to provide more information about yourself. These
optional questions allow you to fill in your self-portrait for your new pals at eBay. Although eBay
doesn’t share member information with anyone, you don’t have to answer the optional questions
if you don’t want to. The following points show you the optional questions eBay asks. You decide
what you feel comfortable divulging and what you want to keep personal. eBay asks for this
information because the company wants a better picture of who is using its Web site. In
marketing mumbo-jumbo, this stuff is called demographics — statistics that characterize a group
of people who make up a community. In this case, it’s the eBay community. Here is the optional
information you can provide:

Gender: This first choice gets right down to the basics; some people find it a good test of
whether the requests for information seem too personal.

Annual household income: Fill this in if you want to (eBay states that this info is kept
anonymous), but I think this information is too personal. If you’re not comfortable with it, skip it.

Your highest completed education level: Again if this is too personal, leave this area blank.

After selecting your responses from the drop-down box, you can click Submit. If you’re not in the
mood right now, you can click the Answer Later link. (This pop-up box will reappear for your
response later in your eBay dealings.) If you don’t want to answer any of the demographic
queries, click the Please Don’t Ask Me Again link at the bottom of the pop-up window. If
somebody you’re in a transaction with requests your info, you get an e-mail from eBay giving you
the name, phone number, city, and state of the person making the request. Keep your
information up to date. If you don’t, you risk being banished from the site.

A Quick Word about Passwords

Picking a good password is not as easy (but is twice as important) as it may seem. Whoever has
your password can (in effect) “be you” at eBay — running auctions, bidding on auctions, and
leaving possibly litigious feedback for others. Basically, such an impostor can ruin your eBay
career — and possibly cause you serious financial grief. As with any online password, you should
follow these common-sense rules to protect your privacy:
Don’t pick anything too obvious, such as your birthday, your first name, or (especially!) your
Social Security number. (Hint: If it’s too easy to remember, it’s probably too easy to crack.)

Make things tough on the bad guys — combine numbers and letters (use upper- AND lowercase)
or create nonsensical words.

Don’t give out your password to anyone — it’s like giving away the keys to the front door of your
house.

If you ever suspect that someone has your password, immediately change it by going to the
following address:

pages.ebay.com/services/myebay/selectpass.html

Change your password every few months just to be on the safe side. Don’t use the same
password for eBay and PayPal.

A Not-So-Quick Word about Choosing a User ID

eBay gives you the option of picking your User ID. Making up a User ID is my favorite part. If
you’ve never liked your real name (or never had a nickname), here’s your chance to correct that
situation. Have fun. Consider choosing an ID that tells a little about you. Of course, if your
interests change, you may regret too narrow a User ID. You can call yourself just about anything;
you can be silly or creative or boring. But remember, this ID is how other eBay users will know
you. So here are some common-sense rules:

Don’t use a name that would embarrass your mother.

Don’t use a name with a negative connotation, such as scam-guy.

Don’t use a name that’s too weird. If people don’t trust you, they won’t buy from you.

eBay doesn’t allow spaces in User IDs, so make sure that the ID makes sense when putting two
or more words together. If you’re dying to have several short words as your User ID, you can use
underscores or hyphens to separate them, as in super-shop-a-holic. If you sign in to eBay
permanently on your computer, typing underscores or dashes won’t slow you down.

You can change your User ID once every 30 days if you want to, but I don’t recommend it.
People come to know you by your User ID. If you change your ID, your past does play tagalong
and attaches itself to the new ID. But if you change your User ID too many times, people may
think you’re trying to hide something. Nevertheless, to change your User ID, click the My eBay
link at the top of most eBay pages. From your My eBay login page, click the Preferences/Set-up
tab and scroll to the Change My User ID link, fill in the boxes, and click the Change User ID
button. You now have a new eBay identity.

eBay also has some User ID rules to live by:

No offensive names (like &*#@@guy).

No names with eBay in them. (It makes you look like you work for eBay, and eBay takes a dim
view of that.)

No names with & (even if you do have both looks&brains).

No names with @ (like @Aboy).

No symbols such as the greater than or less than symbols (> <) or consecutive underscores _ _.

No IDs that begin with an e followed by numbers, an underscore, a dash, a period, or a dot.

No names of one letter (such as Q).

When you pick your User ID, make sure that it isn’t a good clue for your pass- word. For
example, if you use Natasha as your User ID, don’t pick Boris as your password. Even Bullwinkle
could figure that one out.

The craze that began with AW

Hey, AOL users, this one’s for you: Make sure that your Mail Controls are set to receive e-mails
from eBay. If you have Internet e-mail blocked, you need to update your AOL Mail Controls. To do
so, enter the AOL keyword Mail Controls.

Your License to Deal (Almost)

You are now officially a newbie, or eBay rookie. The only problem is that you’re still at the
window-shopping level. If you’re ready to go from window- shopper to item seller, just zip through
a few more forms, and before you know it, you can start running your own auctions at eBay. Until
you’ve been a member of eBay for 30 days, a picture of a beaming golden cartoonlike icon
shows up next to your User ID wherever it appears on the site. This doesn’t mean that you have
been converted into a golden robot; the icon merely indicates to other eBay users that you are
new to eBay.
To register with ebay

Visit: http://tinyurl.com/4zh9w

Fill in all the details, wait for a confirmation email.

------------------------------------------------------------------------------------------------------------------------

It's completely free, takes less than 5 minutes, and no personal information is required. You must be
a registered member to buy. All you provide is your name, address info, a user ID, and a password
for your account (remember your ID & password, you will need it for Step 3). No credit card info
is needed.
------------------------------------------------------------------------------------------------------------------------

Use the slider bars on the side and bottom of the window to move around the page.

Click on a number at the bottom of the page to move to the next page (or click on the word Next).

Click the item description (blue text) to see detail and pictures of the item. You will also see a Buy
it Now button you can click to purchase the item.

Click on Back To List of Items near the top of the window page to get back to the item list.

If you want to narrow your search, or search for something else, use the advanced search box
below the window.
------------------------------------------------------------------------------------------------------------------------

Every time an item is bought on eBay, feedback about the transaction is left by the buyer. The
feedback rating (% of positive feedback) ensures you are dealing with an honest seller. A dishonest
seller will be quickly put out of business by negative feedback. EBay is one of the safest ways to
get the lowest prices available on the market today.

By clicking on the item description (blue text), you will be taken to the Item Page. In the Seller
Information box (as above), you will see the seller's ID, and a number in parenthesis. This number
represents how many items the seller has bought or sold. You will also see the seller's % of positive
feedback directly below the seller's ID.

Look for a seller with a number greater than 50 in parenthesis, and a positive feedback at 98% or
greater. This means there would only be 1 negative feedback left for 50 items sold. Analysis shows
these are the top sellers, and you are certain to have a smooth transaction. You don't get that level of
service in your local retail store!

Click on the Buy It Now button for the item you would like to purchase. To get to the Buy it Now
button, click on the item description (blue text) of the item you would like to purchase.

You will be asked to enter the eBay ID and password you created in Step 2 above. Select PayPal as
your payment method, and provide a credit card number. PayPal is one of the most secure payment
processing services available on the internet, using state of the art encryption technology. They are
owned by eBay, so all information is confidential.

Complete the steps, and your item will be on the way! You will receive an email confirming your
purchase. You should hear from the seller within 24 hours.
Using Paypal On Ebay.
by: Kirsten Hawkins

PayPal and eBay were made for each other – and now that eBay own PayPal, using them together is
getting even easier.
------------------------------------------------------------------------------------------------------------------------

What is PayPal?

People with PayPal accounts can send money to each other securely online. You can deposit money
in a PayPal account from a bank account or a credit card, and withdraw money to your bank
account. It is the most common way of paying on eBay, as well as being in widespread use on the
rest of the Internet.
------------------------------------------------------------------------------------------------------------------------

Opening a PayPal Account.

It’s very easy to get a PayPal account. Just go to http://www.paypal.com & click the ‘Sign Up’ link.
As a buyer, you should get a Personal account – you can always upgrade later if you decide to start
selling. Then all you need to do is enter your address, phone number and email address, and create a
password, and two secret questions. You’ll be emailed a confirmation, and then you’re done!

If you want to deposit money into the account now, then you need to register a credit or debit card
or your bank details, and if you want to withdraw money then you need to register your bank
details. There’s no need to do anything like that just yet, though.
------------------------------------------------------------------------------------------------------------------------

Paying with PayPal.

Paying with PayPal is very simple. When you win an auction and click ‘Pay Now’, you’ll be given
a list of payment methods the seller accepts. You should always check what the seller accepts before
you bid, as there are still some sellers who won’t take PayPal. If the seller does accept PayPal, it
will already be chosen for you on the payment page.

Now you just need to press ‘Next’, type in your PayPal username and password and confirm the
amount you want to pay. The first time you pay with PayPal you will need to enter the details of
your card or bank account, but after that it will remember for you.
------------------------------------------------------------------------------------------------------------------------

Becoming Verified.

You might have noticed that there is a limit to how much money you can send or withdraw using
PayPal before you need to be verified. Verification has two steps. First, PayPal deposit some very
small amounts of money in your bank account and you need to tell them how much they deposited.
Second, they need to phone you to confirm your address and phone number. Once you’ve done that,
all the limits on your account will be lifted. Log in at paypal.com and click on ‘Get Verified’ for
more information.
 How PayPal Works

The simple idea behind PayPal -- using encryption software to allow people to make financial transfers between
computers -- has turned into one of the world's primary methods of online payment. Despite its occasionally
troubled history, including fraud, lawsuits and zealous government regulators, PayPal now boasts more than 100
million accounts worldwide [ref].
In this article, we'll show you how to use PayPal, find out how the transactions are made, and learn something
about the company's history. We'll also examine some of the complaints about PayPal's business practices. Let's
start with the basics.
PayPal is an online payment service that allows individuals and businesses to transfer funds electronically. You can
use it to pay for online auctions, purchase goods and services, or to make donations. You can even use it to send
cash to someone.
A basic PayPal account is free. You can send funds to anyone with an e-mail address, whether or not they have a
PayPal account. They'll get a message from PayPal about the funds, and then they just have to sign up for their own
account.
Funds transferred via PayPal reside in a PayPal account until the holder of the funds retrieves them or spends them.
If the user has entered and verified their bank account information, then the funds can be transferred directly into
their account. Other ways to withdraw your funds are listed below:

Methods of withdrawing funds from a PayPal account

In the next section, we'll see what it takes to get yourself a PayPal account.
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Signing Up for PayPal

Signing up for PayPal is quick and doesn't even require you to enter any bank account information, although a
checking account or credit card is required to use many of PayPal's features. From the PayPal homepage, just click
on the "Sign Up Now" button. At the next page, you'll choose whether you want a personal, business or premier
account. If you just plan to use PayPal for the occasional eBay auction or online purchase, a personal account is the
right choice. If you intend to use PayPal to accept payments for your own business, then a business or premier
account would be more suitable. If you select a personal account, you can upgrade in the future.
 Click on "Sign Up Now" to set up a PayPal account.
From there, you will go to a page that asks for your basic personal information -- your name, address, telephone
number and e-mail address. You will also be required to enter two security questions in case you lose your
password, and you have to enter a randomly generated series of letters and numbers, which help prevent fraud.
Once you confirm your account by following instructions you'll receive via e-mail, the sign-up process is done.
Adding a valid, current credit card to your account will allow PayPal to confirm your address (if it matches where
you receive your credit card statements). Having a confirmed address shows both buyers and sellers that you are
less likely to be a scammer. You can also use your credit card for PayPal's Expanded Use service, which allows you
to draw money from the credit card, instead of just from a bank account.

Get verified to move funds between your bank account and

your PayPal account.
If you want to add funds to your PayPal account from your checking account, or vice versa, you need to enter and
verify your bank account with PayPal. When you enter your account number and routing number, PayPal will make
two micropayments to that account. These payments are usually about 5 cents. PayPal will then ask you to enter
those amounts in order to verify the account (they'll show up on your bank statement). After you enter them, your
bank account will be ready for use.
In the next section, we'll discuss PayPal's infrastructure.
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PayPal Infrastructure
PayPal doesn't fundamentally change the way merchants interact with banks and credit card companies. It just acts
as a middleman. Credit and debit card transactions travel on different networks. When a merchant accepts a charge
from a card, the merchant pays an interchange, which is a small fee of about ten cents plus approximately 2
percent. The interchange is made up of a variety of small fees paid to all the different companies that have a part in
the transaction -- the merchant's bank, the credit card association and the company that issued the card [ref]. If
someone pays by check, a different network is used, one that costs the merchant less but moves more slowly.
What part does PayPal play in all this? Both buyer and seller deal with PayPal, having already provided their bank
account or credit card information. PayPal, in turn, handles all the transactions with various banks and credit card
companies, and pays the interchange. They make this back on the fees they charge for receiving money, as well as
the interest they collect on money left in PayPal accounts.
PayPal touts their presence as an extra layer as a security feature, because everyone's information, including credit
card numbers, bank account numbers and address, stays with PayPal. With other online transactions, that
information is transmitted from the buyer to the merchant to the credit card processor.
All the money held in PayPal accounts is placed into one or more bank accounts, where PayPal collects interest.
Account holders do not receive any of the interest gained on their money. Some PayPal critics claim that one of the
reasons PayPal locks accounts and puts people through a long, frustrating appeal process is so they can keep the
funds in the bank longer to collect more interest.
Next, we'll learn about the history of PayPal.

Security
After a series of scams, PayPal formulated a plan to prevent
criminals from using computer programs to open dozens of
fraudulent accounts with stolen credit card numbers. This system,
known as the "Gausebeck-Levchin" test, is now widely used by
thousands of Web sites [ref]. It requires new account creators to
type in a word found in a small image file on the account creation
page. A script or a bot can't read this word -- only a human can
decipher it.

The Gausebeck-Levchin test on PayPal: The sight-impaired

(who use text-based Web browsers) can listen to a recording of
the letters instead.
PayPal also uses special programs to detect potentially fraudulent
activity. These programs watch for certain red flags that might be a
sign of fraud. These red flags include sudden increases in volume
or quantity of transfers, denied credit card charges or invalid IP
addresses.
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PayPal History
Peter Thiel and Max Levchin founded PayPal in 1999 under the name Confinity. The idealistic vision of the
company was one of a borderless currency free from governmental controls. However, PayPal's success quickly
drew the attention of hackers, scam artists and organized crime groups, who used the service for frauds and money
laundering. New security measures stemmed the tide of fraud and customer complaints, but government officials
soon stepped in. Regulators and attorney generals in several states, including New York and California, fined
PayPal for violations and investigated the company's business practices. Some states, such as Louisiana, banned
PayPal from operating in their states altogether. PayPal has since received licenses that allow them to operate in
these places.
 PayPal's Auction Tools page for eBay sellers.
Despite the initial turmoil, PayPal's market share continued to grow. At first PayPal offered new users $10 to join,
plus bonuses for referring friends. The service grew so quickly that it soon became the default online payment
service. Buyers wanted to use it since so many merchants accepted it, and merchants accepted it because so many
buyers were using it. PayPal owes much of its initial growth to eBay users who used the service to pay for items
and accept payments for their online auctions. PayPal even beat eBay at the online payment business, trumping
eBay's in-house payment system Billpoint so thoroughly that in 2002, eBay bought PayPal. Then it phased out
Billpoint and integrated PayPal into its services. Sellers with PayPal accounts can place icons in their auctions and
buyers can simply click on a PayPal logo when they win an auction to make an immediate payment.
In early 2002, PayPal held its IPO, opening at $15.41 per share and closing the day's trading above the $20 mark
[ref]. eBay purchased PayPal that same year for $1.4 billion in stock [ref]. Recently, eBay spent another $370
million to buy out another PayPal competitor, VeriSign.
In the next section, we'll learn about the different types of PayPal accounts.
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PayPal Account Types

The three PayPal account types differ in some important ways. All have access to PayPal's core features, which
include:
• Send Money
• Request Money
• Auction Tools
• Website Payments
• Money Market
• Virtual Debit Card
• Account Insurance
• E-mail Customer service
Personal accounts give you access to the core features, but that's all. Customer support is mostly via e-mail. There
is a phone number available, but it is not toll-free and it sends users to a low-priority line with long wait times.
There are no transaction fees for personal accounts, though there are fees for some other features, such as currency
exchange. Personal accounts are also subject to volume limits of $500 per month. If you receive more than that,
you will need to upgrade to a Premier or Business account (or deny the transfer that would have put you over the
limit).
 PayPal account types
Premier and Business accounts are almost the same. The main difference is that a Business account must be
registered with a business or group name, while a Premier account can be registered with a business, group or
individual. Business accounts can also be set up for multiple users.
Business and Premier accounts allow access to all of the core features, plus the ability to accept:
• Unlimited Credit Card Payments
• Payment Receiving Preferences
• Subscriptions
• ATM/Debit Card
• Mass Payments
Business and Premier Accounts also get a toll-free customer service number and extended customer service hours.
These extra features come at the cost of transaction fees. Sending money is still free, but 2.9 percent is charged for
funds received. Extremely high-volume accounts get a break -- after $3,000 has been received in a month, the
percentage drops to 2.5 percent. Above $10,000, it goes to 2.2 percent, and money in excess of $100,000 received
in a single month is only charged at 1.9 percent. In addition, all transactions in which money is received, regardless
of volume, have a $0.30 fee added.
Next, we'll check out some different ways to use PayPal to make payments.

Sending Limits
One confusing part of PayPal is the sending limit that they place
on new accounts. These limits are typically $2,000 for new users,
but sometimes users outside of the United States can't use the
account to send money at all until they go through a verification
process that lifts the limit. It's a lifetime limit -- once you hit that
level, you can no longer send until you verify the account.
However, the limits aren't consistent and some transactions don't
count towards the limit. PayPal's user agreement does not make
clear when or why the limits change, or what charges don't count
towards the limit.
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Using PayPal: Sending Funds

More than 70 percent of all eBay sellers offer PayPal as a payment option, and a large chunk of PayPal's business
still comes from online auctions [ref]. However, one of the keys to PayPal's success has been its ability to expand
beyond the eBay market. You can use it send money to a friend, donate to a charity and buy items from online
merchants.
 Sending money via PayPal is simple.
If you want to donate to a charity using PayPal, the process is just like sending money to anyone else. You need the
charity's email address, or they might have a button on their website that allows you to make a donation directly.
The main difference lies in the "Category of Purchase" entry on the PayPal payment page. Technically, this would
be a quasi-cash transaction. However, such a transaction could be subject to fees, depending on the source of the
money -- if you draw your PayPal funds from a credit card, you might be charged cash advance fees. You can just
as easily select "Service" as the category, and the donation will work with no problems or fees.

The PayPal Shops page includes online merchants that accept PayPal.
You can use PayPal to purchase goods from non-eBay merchants who have set up a PayPal storefront. Once you've
selected your items, go to the Web site's checkout page. You will have the option of selecting a credit card or
PayPal to pay for your purchase. Selecting PayPal may send you to a login page for your PayPal account. There
you can transfer the appropriate amount to the merchant, who will then complete the sale. Some merchants
integrate PayPal into the Web site, meaning that you put your PayPal information directly into their site.
 Just click on the PayPal button to use it as a payment method.
If a Web site only accepts credit cards, you can still use funds in your PayPal account to make a purchase. PayPal
users can use the "PayPal Debit Bar" to get a virtual MasterCard number. You can use that card number with any
merchant who accepts MasterCard, and the funds will be deducted from the PayPal account. This service is free.
For example, you might want to use your PayPal account to buy something from Amazon.com. However, Amazon
doesn't accept PayPal as a payment method. You can activate the Debit Bar from within your PayPal account.
Assuming you are carrying enough of a balance in your account to cover the purchase, PayPal will give you a 16-
digit number, just like a credit card number. Then you will select MasterCard as your payment method from
Amazon's payment page and enter the Debit Bar number.
In the next section, we'll see how merchants can use PayPal to accept payments.
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Using PayPal: Receiving Funds

Merchants who want to use PayPal to accept payments have a wide range of options available. For basic payments,
such as online auctions or simple Web site sales, the merchant can simply provide buyers with their e-mail address,
and buyers can make the appropriate payments to the merchant's PayPal account. eBay sellers can place PayPal
buttons on their auctions, and the checkout invoice PayPal sends to auction winners will include a link to pay via
PayPal.

You can use PayPal to request money from anyone.

PayPal also provides extensive services for online merchants. Prior to services like PayPal, someone who wanted
to accept credit card payments online had to set up a merchant account through a credit card company. Creating a
Web interface to use this account could be confusing and difficult. PayPal bypasses this problem. Business or
Premier PayPal accounts can set up a Buy Now button, a PayPal shopping cart, or options for ongoing
subscriptions and recurring payments.
A Buy Now button allows merchants to paste a small piece of HTML code into their site, creating a button for
buyers to click when they want to purchase an item. This takes the buyer to a secure payment page, where they
enter their credit card information and shipping address. Once the transaction is complete, the money, minus
PayPal's fees, is transferred directly into the merchant's account.
The PayPal shopping cart is more involved, but it has the same result. HTML code for various buttons (add to cart,
view cart) is added to lists of items, and the item details are added by the merchant. Buyers can add the items they
want to purchase to their cart, and when they check out, they'll go to a secure payment page, just like a Buy It Now
page.

The transaction process for a Standard Merchant account

PayPal's two main merchant account types, Standard and Pro, offer slightly different packages. With a standard
account, when a customer checks out at the shopping cart page, they go to the PayPal site to log in and make the
payment. With a Pro account, PayPal processes the transaction in the background -- the customer makes the entire
sale on the merchant's site. A Pro account has higher percentages on transactions (2.2 to 2.9 percent versus 1.9 to
2.9 percent) and a $20 monthly fee. It also requires knowledge of Web services and APIs (Application Program
Interfaces), as well as a minimum of two days for installation.

The transaction process for a Pro Merchant account

PayPal also streamlines transactions for merchants who sell to international users. It can convert funds to whatever
currency the merchant wants for 2.5 percent. Currently, PayPal accepts funds in the following currencies:
• Canadian Dollar
• Euro
 • Pound Sterling
• U.S. Dollar
• Yen
• Australian Dollar
Next, we'll find out why some people refuse to use PayPal.
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Problems With PayPal

Not every PayPal user has come away satisfied with the company's business Money Market Fund
practices. In fact, so many people feel the company has abused them that entire Web The only way for PayPal users
sites exist to discuss problems with PayPal. The most prominent is PayPal Sucks. to make money on their own
funds is to apply for its money
The biggest criticism of PayPal is that it acts like a bank, but it isn't regulated like market fund. Unlike money
one. This means that PayPal offers none of the protection that real banks offer, and market accounts, money market
it isn't required to maintain any of the security, customer service or dispute funds are not insured by the
resolution services that banks provide. At the same time, PayPal holds large FDIC. Learn more here.
amounts of their customers' money, makes millions of financial transactions, and
even offers credit and debit cards.
So why isn't it considered a bank? In 2002, the Federal Deposit Insurance Corporation (FDIC) declared that
because PayPal didn't meet the federal definition of an entity accepting deposits as a bank, hold any physical
money, or have a bank charter, it was not a bank [ref]. In other words, PayPal isn't a bank because it doesn't call
itself a bank. As a result, most states license PayPal as a "money service."
One of the most common problems encountered by PayPal users is the sudden and inexplicable freezing of their
accounts. If your PayPal account is frozen, you can't add or withdraw any funds from your account, and you're
required to go through a long, complicated process to verify your identity. Some users claim that PayPal has simply
seized their funds and never returned them.
I had my PayPal account frozen with about $50 in it in 2003. Apparently, a change of address caused a red flag that
led to the account freeze, although I followed the proper steps for changing the address on the account. A phone
call to PayPal customer service resulted in a sudden unfreezing of the account.
Reports by former PayPal employees indicate that this freezing and unfreezing is arbitrary and not subject to any
serious scrutiny. They also claim that company executives look at this process as a revenue stream. Some feel that
PayPal intends to make money to cover losses due to fraud by seizing funds from customer accounts [ref].
You can find a thorough and open-minded (if slightly outdated) examination of various complaints against PayPal
here. Other charges levied against PayPal include:
• Lax security, despite their claims as a secure method of making online transactions
• A long and confusing Terms of Service Agreement that tricks users into giving up both their right to sue the
company and their protections under credit card laws
• Rude customer service representatives
• Poor hiring practices that have led to a number of scams committed as "inside jobs"
Despite these criticisms, PayPal continues to be the most popular money transfer service for online transactions.
For more information on PayPal and related topics, check out the links on the next page.

FDIC Pass-Through Insurance

Although PayPal itself isn't an FDIC-insured bank, it does keep
your funds in various FDIC-insured banks across the country (Go
here to see which ones PayPal currently uses). According to
PayPal, your funds are eligible for something called pass-through
insurance. Basically, this means that you can recover your money
even if the bank fails. This insurance does not protect you if
PayPal fails, although it claims that "your funds will also be
protected from any claims of PayPal's creditors and will be
returned to you even in the unlikely event of a PayPal
insolvency"[ref].
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Introduction: How to Use PayPal: Basics and Beyond
• PayPal is an online financial middleman that facilitates the transfer of money between people and
businesses online. Users only need to share private financial information with PayPal, not unknown parties.
You can use PayPal to buy things online, shop on eBay, or receive money from your friends.
• In 2006 PayPal processed 6% of online payments worldwide and the service continues to grow. If you've
ever wondered about how to use PayPal, read on and learn!
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Step 1: Create a PayPal Account

• Creating a PayPal account is very easy. You just need an email address to get started.
1. First, go to PayPal's home page and choose "Sign Up Now!"

PayPal's home page

•
2. Select the country where you live and choose a language preference.
3. Now you need to choose a type of PayPal account. PayPal offers three account types. When choosing
between them, consider what you're going to use PayPal for.

Types of PayPal Account

Use PayPal to send money online (Photo by Pierre Amerlynck)

1. Review the types of PayPal accounts: Personal, Premier, and Business.
• Remember, it costs nothing to send money via PayPal, but some accounts charge fees to receive
money. The exact fees vary with the type of account.
• Personal accounts:
• Pros: No transaction fees on payments received via PayPal Balance, PayPal Instant Transfer,
or PayPal eCheck.
• Cons: Can only receive a limited number of credit card payments; limited customer support
(no toll-free number and long wait times); $500 per month limit on receiving money.
• Ideal User: Online shoppers who do not spend large sums of money.
• Premier accounts:
• Pros: Toll-free customer service number; can accept unlimited credit card payments; eligible
to apply for PayPal ATM/Debit Card, which allows direct access to your PayPal account
instead of waiting for funds to transfer to your bank account.
• Cons: Transaction fees to receive payments via PayPal.
• Ideal User: Individual online sellers.
• Business accounts:
• Pros: Same as Premier; ability to have multiple users access same account; can operate under
business name.
• Cons: Same as Premier.
• Ideal User: Business owners.
2. If you have an idea about the amount of money you'll be handling on PayPal, use the PayPal Fee Calculator
 to see what fees you'll pay for each type of account.
3. If you're not sure what account to choose, start with a Personal account. It's free to upgrade to a new
account later if you feel you made the wrong choice.
4. Some PayPal users find it useful to have two PayPal accounts: a personal one for accepting payments,
without paying fees, and a separate business account.
• You will need a separate email address for each account.

Create Your PayPal Account

1. Once you've chosen the right account for your needs, click on the appropriate account button.
2. Fill in the requested information. Choose a password that others won't easily guess!
3. Read the user agreement, then click to create your account.
4. You'll receive a confirmation email from PayPal. Click on the link in the email.
5. Sign into your account with the password you just set up. Now you're ready to go!

Tips for Your PayPal Account

• Make sure to follow PayPal's acceptable use policy in all your transactions.
• For example, if you use PayPal for online gambling, adult content, or buying/selling prescription
drugs from noncertified sellers, you violate PayPal's user agreement and can be fined $500 for doing
so.

Step 2: Set Up Your PayPal Account

• You can receive money immediately once you've created an account. You need to give PayPal a source for
funds before you can shop online or send money to anyone. You can also set up PayPal so you can use it
with your mobile phone, and you can verify your account if you want to spend more money than the initial
PayPal spending limit.

Add money to your account so you can shop online. (Photo by Sanja Gjenero)

Fund Your PayPal Account

• PayPal gets money from you to send to a recipient in one of three ways:
1. Deducting the funds from your PayPal account, if you have a large enough balance.
2. Deducting the funds from the bank account you linked to your PayPal account.
3. Charging the credit card you linked to your PayPal account.
• Link a Credit Card to Your PayPal Account
• Using a credit card may provide extra purchase protection, as your money should be protected by
your credit card company as well as PayPal.
1. Go to PayPal and sign into your account.
2. Click on the "Add Credit Card" link.
3. Fill in the requested information.
4. Click "Add Card" at the bottom of the page.
• Link a Checking Account to Your PayPal Account
• Do not link your PayPal account to your primary checking account. If something goes wrong, you
do not want to lose your rent money!
 1. Gather your bank information, including your account and routing numbers.
2. Go to PayPal and sign into your account.
3. Click on the "Add Bank Account" link.
4. Fill in the requested information.
5. PayPal will make two small deposits to your bank account, approximately three days after you enter the
information.
6. Check your bank statements for the deposits.
7. Return to your account page and click on the "Confirm Bank Account" link.
8. Enter the amount of the deposits to confirm the account.
• Once you've linked an account to PayPal, you can click on the "Add Funds" tab whenever you'd like to add
money to your PayPal account.

Click "Add Funds" if you need to add money to your account.

PayPal on Your Mobile Phone

• You can access PayPal via your mobile phone. Check here to see if your mobile carrier is supported by
PayPal.
1. To use PayPal on your cell phone, you need to log in to your account and input your cell phone number.
2. Enter a PIN number.
3. PayPal will call your phone to verify the PIN.
4. Now you're set up for PayPal Mobile! You can either text funds, or send money via a mobile login.

Verify Your PayPal Account

• You can verify your PayPal account by applying for a PayPal credit card or entering a bank account
number. Verification confirms your identity on PayPal and makes it easier to use PayPal online.
• You must be verified to continue using PayPal once you've reached your sending limit.

• Verification by Checking Account

1. If you want to be verified by entering a checking account number, gather your bank information, including
your routing and account numbers.
2. Sign into your PayPal account.
3. Click the "Get Verified" link on the left.
4. Click the "Add Bank" option.
5. Fill in the requested information.
6. You can enter your online banking information and have your account verified instantly.
7. If you do not have that information, PayPal will make two small deposits to your bank account.
8. Check your bank statements for the deposits.
9. Return to your account page and click on the "Confirm Bank Account" link.
10.Enter the amount of the deposits.
• Verification by PayPal Credit Card
1. Sign into your PayPal account.
2. Click the "Get Verified" link on the left.
3. Click the "Apply Now" button to apply for a PayPal Credit Card.
4. Fill in the requested information.
5. If you are approved, your new credit card will also serve as verification for your account.

Step 3: Use PayPal to Send Money

• PayPal lets you shop online, as well as send money to anyone with an email address.
Send Money with PayPal
1. To send money directly to someone, login to your PayPal account and click the Send Money tab.
2. Enter the email address or phone number of the recipient, the amount you want to send, and the currency
you want to use.
3. Mark what the money is for, and then click Continue.
4. Review your payment information, and then confirm the transfer.

Send Money by Mobile Phone

• You must register your phone first. Refer to the previous step for instructions on how to do so.
1. To text money, text 729725 (PAYPAL). Write the amount you want to send and the phone number or email
of the recipient.
• For example, 15 3105550111 will send $15 U.S. to the phone number 310 555 0111.
• Typing 10 to blank@domain.com sends $10 to that email address.
• The default currency is U.S. dollars, but you can send money in other currencies. Use EUR for
Euros, CAD for Canadian dollars, GBP for British pounds, AUD for Australian dollars, or JPY for
Yen.
• 15 GBP to blank@domain.com will send 15 British pounds to that email address.
2. If you have mobile Internet, you can go to www.PayPal.com on your mobile phone, log in, and then fill out
a form to send money.
3. Alternately, you can call 1-800-4PAYPAL (1-800-472-9725) to send money. Just follow the automated
voice prompts.
4. To cancel a payment, text cancel to PAYPAL

Buy on eBay with PayPal

Choose "Street Address to update your address."

1. Most eBay sellers accept PayPal, although many require that you confirm your shipping address by
registering a valid credit card billing address on PayPal before accepting your payment.
2. Login to your PayPal account and choose the "edit profile" link next to your name.
3. Under Account Information, choose "Street Address."
4. Make sure the address listed is the same as your credit card billing address.
• To make sure your eBay account reflects this change, log in to your account on eBay and go to the
Addresses section. Click the button marked "Add PayPal Addresses," and select the PayPal-
registered address as your shipping address.
5. To use PayPal on eBay, choose PayPal as your payment option when you pay after winning an auction.
• You will be directed to the PayPal website; log in to your account.
• After deciding how you will fund the purchase, click the Pay button.

Buy Online with PayPal

1. Many online businesses also accept PayPal. To use PayPal on these sites, choose PayPal as your payment
option when you go to check out.
2. As with eBay purchases, you will be directed to the PayPal website; log in to your account.
3. After deciding how you will fund the purchase, click the Pay button.
 • PayPal also offers customers a onetime credit card number that allows you to make purchases on sites that
do not accept PayPal.

Buy via Mobile Phone

1. If you see "Text to Buy" on an item you want to buy, you can buy it with PayPal Mobile.
2. Text the item code to the number shown.
3. You'll receive a confirmation phone call, and then your purchase is complete!
4. Alternately, selected sites are enabled to let you visit on your mobile phone, log in, and make a purchase.

Donate to Charity via Mobile Phone

• If a charity advertises that you can "Text to Give" you can donate by text message.
1. To do so, text the donation code to the number shown.
2. You'll receive a confirmation text or call, and then your donation is processed.

Step 4: Use PayPal to Receive Money

• PayPal lets you accept payments from anyone with a PayPal account, bank account or credit card. Although
PayPal's popularity began on eBay, many people and small businesses use PayPal to accept funds.
• Remember that the type of account you have affects the fees you must pay for receiving money.

Receive Money from PayPal Accounts

• You'll receive an email notifying you when money is added to your account.
• Personal accounts do not need to pay to receive money from other PayPal accounts, but Business
and Premier accounts will owe fees.

Request Money for Your PayPal Account

• You can also use PayPal to request money.
1. When you're logged in to PayPal, click the "Request Money" tab. Enter the email address of the person you
want to pay you, and the amount you need. PayPal will send out an email with the information and
instructions on how to pay you.
2. Or you can request money via your mobile phone. Just text PAYPAL with the amount you need and the
phone number of the person you want to pay.
• For example, to request $5, your text would say 5 from 3105550111.

PayPal for eBay Sellers

• PayPal is owned by eBay, and it is the preferred method of payment on the site. If you are considering
selling on eBay, setting up a PayPal account is a good idea. Plus PayPal has a numerous free tools for
sellers on eBay.

PayPal for Small Businesses

1. Using PayPal means you can add online tools that let you accept credit cards, as well as PayPal payments.
2. There are no set-up fees for a PayPal account, unlike most merchant accounts.
3. Visit PayPal's merchant services page to learn more about the buttons and tools PayPal offers small business
users.
Step 5: Security on PayPal

PayPal Security Key (Creative Commons photo by Robert Nelson)

• PayPal users need to be aware as they use the site that it is not uncommon to encounter fraudulent emails or
other scams. Be cautious, but do not let fraud deter you from using PayPal. PayPal guarantees 100%
protection against unauthorized use.
1. Read PayPal's list of security tips so you don't fall victim to a fraud or scam.
2. Keep your password secure.
3. PayPal offers a security key to its users. For an additional $5 you receive a key which generates a different
6 digit number every 30 seconds. You enter the number into the website to prove your identity.
4. File an unauthorized activity claim if you see a charge to your account that you did not make.

Spoof Emails and PayPal

1. PayPal emails address customers by first and last name, or by business name.
• If you receive a suspicious email, forward it to spoof@paypal.com.
2. PayPal emails do not contain attachments.
• If you receive an email with an attachment that is purportedly from PayPal, do NOT download the
attachment.
3. Access your account by going to www.paypal.com and logging in; do not click on links in suspicious
emails.
4. Spoof emails often arrive with a false sense of urgency.
5. Check here on PayPal for more information about spoof emails.

Security for Sellers

1. Follow PayPal's tips to sell securely.
2. PayPal also offers a Resolution Center to mediate buyer/seller disputes.
3. If a buyer files a chargeback with his or her credit card company, PayPal works with sellers to resolve the
issue while they withhold the funds from your account.
4. If you have a verified account, you may qualify for PayPal's Seller Protection Policy, which covers up to
$5,000 for sellers who are defrauded.

Step 6: Manage Your PayPal Account

• Now that you're using PayPal, here's how to manage and maintain your account! Or, if PayPal isn't working
out for you, you can always easily close the account.

Your Money on PayPal

1. When you receive money through PayPal, the company puts the money in your account, minus your
processing fees (if applicable).
2. To access your money, click on the "Withdraw" tab.
•
 Click on the "Withdraw" tab if you want to withdraw money.
3. You can transfer money to your bank account, request a check, or get cash from an ATM.
• Be aware that there are fees for some of these options.
4. If you enroll in the PayPal preferred rewards program, you can apply for an ATM/Debit card that lets you
immediately access the money in your account.
5. If you enroll in PayPal's Money Market Fund, they offer interest on the money you leave in your account.
• If you withdraw money from this fund after 5pm Pacific time you lose a night's interest and do not
receive your money any more quickly than if you'd withdrawn it the next morning.

Update Your Profile

1. To change any of the information you have registered in your PayPal account, login to your account and
click on the "Profile" tab.
•

Click on the "Profile" tab to update your account information.

2. Choose the appropriate link in the columns presented to change your address, bank account information,
and any other preferences you've set up.

Close Your PayPal Account

1. To close your account, login to your account and click on the "Profile" tab.
2. Choose the "Close Account" link under Account Information.
3. Enter a reason for closing the account and click Continue.
4. Click the "Close Account" button on the next page.

•
Choose "Close Account" to cancel your account.

More Tips on PayPal

• Here are a few more ideas for making the most of your PayPal account.
1. Check the PayPal Fee Calculator to see what fees you'll pay for your transactions.
• You can also do a reverse fee calculation. If you want to end up with $15, you can see how much
you need to request to end up with $15 after fees are taken out.
2. Track your online spending by looking at the History page in your account. You can see what you spent and
when, or search for specific transactions.
 3. You can import your PayPal records into Quicken, letting you track your PayPal income and expenses.
4. There's a PayPal plugin for WordPress that lets you add a PayPal Donation form to the sidebar, so readers
can make contributions to your WordPress blog.
5. PayPal has a Facebook application that lets you request money from friends.
6. Join eBay's PayPal forums to discuss PayPal with other eBay users.
7. You can also wire money through Skype.
8. To check your balance via your cell phone, text bal to PAYPAL.

PayPal Criticism
• PayPal is the most used site for money transfers online, but it has its critics. Sites like PayPal Sucks accuse
PayPal of infractions that include:
1. Unjustified freezing of customer accounts.
2. Exorbitant fees for non-credit card funding.
3. Poor customer service.
• PayPal is also not set up to service large businesses, who may feel PayPal limits their ability to analyze
sales and keep track of customer information.
 Anatomy of an E-Mail Message
E-mail messages are similar to letters, with two main parts:

The header contains the name and e-mail address of the recipient, the name and e-mail address of
anyone who is being copied, and the subject of the message.
Some e-mail programs also display your name and e-mail address and the date of the message.
The body contains the message itself.

The world's first e-mail message was sent in late 1971 by Ray
Tomlinson.

Just like when sending a letter, you need the correct address. But with e-mail, spelling is critical. If you
use the wrong address or mistype it, your message will bounce back to you--the old Return to Sender,
Address Unknown routine.

An Electronic Postmark
When you receive an e-mail, the header tells you where it came from, how it was sent, and when. It's an
electronic postmark.
Unlike a letter, which is sealed in an envelope, e-mail is not as private. It's more like a post card.
Messages can be intercepted and read by people who really shouldn't be looking at it. Avoid including
any confidential information unless you have a way to encrypt it. For more on this, read "How Private is
Your E-Mail?"

TRY THIS...
To learn more about electronic mail, read Wikipedia's e-mail
article.
------------------------------------------------------------------------------------------------------------------------------------------
Internet e-mail addresses typically have two main parts: the user name and the domain name.
Here's an example:
professor@learnthenet.com
professor is the user name and refers to the recipient's mailbox. After the @ sign comes learnthenet,
the host name, also called the domain name. This refers to the mail server, the computer where the
recipient has an electronic mailbox. It's usually the name of a company or organization.

Top-Level Domains
The end of the domain name consists of a dot (".") followed by three or more letters (such as .com and
.gov) that indicate the top-level domain (TLD). This part of the domain name indicates the type of
organization or the country where the host server is located.
These top-level domains are currently in use:
.aero--For the air-transport industry
.biz--Reserved for businesses
.com--For businesses, commercial enterprises, or online services like America Online. Most
companies use this extension.
.coop--Reserved for cooperatives
.edu--For educational institutions and universities
.gov--Reserved for United States government agencies
.info--For all uses
.int--For organizations established by international treaties
.mil--For the United States military
 .museum--For use by museums
.name--For use by individuals
.net--For networks; usually reserved for organizations such as Internet service providers
.org--For non-commercial organizations
.pro--For use by professionals, such as attorneys and physicians
More information about top-level domains is available at the website of ICANN, the organization that
administers TLDs.
For e-mail addresses outside of the United States, there is often a two letter country code. For instance,
.ca indicates Canada, .uk indicates the United Kingdom and .mx indicates Mexico. Here's a complete
list of Internet country and territory codes.

E-Mail Address vs. Web Address

The chart below shows the difference between an e-mail address and the address of a website, also
known as a URL. Notice that a Web address never contains an @ sign.

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Here's a challenge for you: how do you find someone's e-mail address? As you might suspect, there are
a number of ways to go about this. Before you read any further though, make sure you understand the
anatomy of an e-mail address by reviewing the "Understanding E-Mail Addresses" article.
Ask.
It may seem obvious, but the easiest way to get someone's address is to just ask. If you already know
the person, pick up the phone and call. It will certainly save you a lot of time and effort.
Use online directories.
It would be very convenient if you could consult a central directory of e-mail address. Unfortunately, no
comprehensive directory exists, at least not yet. Why not, you may wonder? Imagine the task of
compiling hundreds of millions of addresses from all over the world. Keeping the directory current would
present an enormous challenge, given the frequency with which people change addresses. Then there's
the privacy issue to contend with. Like phone numbers, many people don't want to be listed.
While you can access a number of online directory services, their usefulness is limited. Many are not up-
to-date. Also, if the person you're looking for has a common name, the database may turn up a number
of addresses. Which one is correct? You'll just have to guess. Here's the one we recommend:
• Yahoo! People Search (formerly Four11.com)
If you strike out, don't give up. Try another approach.
Check business cards and websites
Many people list their e-mail address on their cards, so look there. Or go to the company website and
see if there's a staff directory.
Mine old messages.
If you've received a message from someone in the past,
it contains the person's address. Many e-mail programs,
like Outlook and Yahoo! Mail, automatically record the
sender's address in your address book. If it's not there,
locate the address by first opening the message, then
double-clicking on the name in the FROM: field. This
should open a box that displays information about the
sender.
Search for online references.
If you're looking for the address of a journalist, politician
or corporate executive, try using a search engine. For help, refer to the "Searching the Web" article. Your
search may turn up articles written by the journalist that contain her e-mail address. Many politicians
now have websites with contact information and many companies list key executives along with their e-
mail addresses.
Take a guess.
Once you understand how e-mail addresses are constructed, you may be able to figure out someone's
address. Believe-it-or-not, guessing frequently works. If you know where a person works you can usually
figure out the domain name, for instance, learnthenet.com. But what about the recipient's mailbox?
Suppose you want to contact Mary Jones. Her address may take one of these forms:
• Her first name (mary@learnthenet.com)
• Her last name (jones@learnthenet.com)
• Her initials (mj@learnthenet.com)
• Her first initial and last name (mjones@learnthenet.com)
• Her first and last name separated by a dot (mary.jones@learnthenet.com)
• Her first and last name separated by an underscore (mary_jones@learnthenet.com).
Try one of these. The worst that can happen is that the message comes back to you. Send it again using
an alternate form. With any luck, it will work.
------------------------------------------------------------------------------------------------------------------------------------------

E-mail is by far the most popular service on the Internet. Sending messages is a snap. Just follow these simple
steps. (Although our demonstration uses Microsoft Outlook, most e-mail programs work the same way.)

Open your e-mail program and launch a new message window by clicking on the appropriate
icon.

In the TO box, type the name of the recipient. It should take this form:
comments@learnthenet.com. Make sure you enter the address correctly or the message will return to
you.
You can send a message to more than one person by entering multiple addresses. Just put a semicolon
(;) between each address.

You can also send a copies (Cc:)and blind copies (Bcc:) to multiple addresses.

Your return address is automatically sent to the recipient.

Type the subject of the e-mail.

Write your message in the message window. You can also copy text from a word processing
program and paste it into the window.

Click on the Send icon or select Send from the File menu.
------------------------------------------------------------------------------------------------------------------------------------------
In written correspondence, most people sign their letters. With electronic messages, you can add a
signature too, although it's a bit different.

Most e-mail programs these days let you insert a signature file at the bottom of the message. It can be
anything from a clever quote to some additional information about you, such as your title, company,
phone number and website address. If you're creative, use the characters on your keyboard to make a
unique design.
Once you create a signature file, your e-mail program will insert it automatically, instead of you having to
retype it with each message. If you send a lot of e-mail, this saves time and keystrokes.

Creating A Signature File

Most e-mail programs work similarly, so we'll show you how to do this using Microsoft Outlook.
Under the Tools menu, click on Options.

When the dialog box opens, click on the Mail Format tab, then click the Signatures button at the
bottom.
 Next, click the New button.

Now type the name of the new signature. If you want, you can have more than one signature, maybe
one for professional use and one for personal messages. Click Next.
 Type your signature information into the text box. Make sure it's formatted and spelled correctly.
When you're done, click the Finish button.

Finally, click OK.

That's it. If at any time you want to make a change, follow the same steps to edit your signature file.

TRY THIS...
Test your signature. Click on this link. When the e-mail
window appears, type your address in the TO: field, then
fill in the Subject field and write a note. Now click the
Send button. In a few minutes, your message should
appear in your Inbox, along with your new signature (if
you chose to have it added automatically).
------------------------------------------------------------------------------------------------------------------------------------------
With the advent of an Internet protocol called MIME, Multipurpose Internet Mail Extension, and other
types of encoding schemes, you can send formatted documents, photos, sound and video files as
attachments to your e-mail messages.

These protocols use a complex mathematical formula to convert files to text and then back to their
original form. This conversion process is known as encoding and decoding. If the person to whom you
are sending an attachment uses a MIME-compliant or UUencode e-mail program--and most popular
programs do--it will automatically detect the attachment, decode it, and either open it or prompt the
recipient to save the file. This process is mostly invisible to you.
Before you send binary files or formatted documents as attachments, make sure that the person you are
sending them to has the ability to open the files. For instance, if you send a spreadsheet created in
Excel, the recipient will need that program to view the file.
By the way, don't confuse encoding a file with encrypting a file. Encoding files adds no security.
Anyone with the right decoding software can view it.

How to Do It
The procedure for attaching files varies depending on the type
of e-mail program you use. In general, you click on an icon,
such as a paper clip, located on the toolbar of the program. You
then select the file you want to attach by locating it on your
hard drive or on disk. Once you've selected the file, either its name will appear as part of the e-mail
header, or as an icon within the body of your message. Most programs allow you to attach multiple files,
but may limit the size of the files to no more than 10 Mb. Once the files are attached, click the Send
button and off they go.

------------------------------------------------------------------------------------------------------------------------------------------
Here's how to e-mail documents, spreadsheets, photos or any other type of file. We're using Microsoft
Outlook, but most e-mail programs, even Web-based e-mail like Hotmail and Yahoo! Mail, work the
same way.
Open your e-mail program, launch a new message window
and compose your message.

Click the attachment

icon (the paper clip) or
insert the file by selecting
from the drop-down
menu.
 Browse your hard drive or removable disks to locate the file you want to attach.
Click it to highlight the name, then click the Insert button.

An icon or message should now

appear indicating that the file has been
attached.
 Finally, click the Send button and off it
goes!

------------------------------------------------------------------------------------------------------------------------------------------
One of the most useful features of e-mail is the ability to send digital files. But once you receive an
attachment, how do you open it? The answer depends on the type of file and how your computer is
configured.

All digital files have names, such as "balloon1.jpg." The letters after the "." are known as the file
extension and indicate which kind of program can open the file. For instance, you can view a .jpg photo
file with your web browser and listen to a .mp3 music file with Windows Media Player and iTunes, among
others. The most common types of files sent over the Net include these:

File Type Extension Opens With...

.jpg
Images A web browser, Office Picture Manager, image editing programs
.gif

.mp3 Windows Media Player or iTunes

.mpg Windows Media Player
Music .ra RealPlayer
.wav Windows Media Player or iTunes
.wmf Windows Media Player

.avi Windows Media Player

.mov QuickTime
Video
.qt QuickTime
.ram RealPlayer

.doc Word
Documents .xls Excel
.pdf Acrobat Reader
To learn more about file types and for a comprehensive list, refer to the File Formats article.

Beware of Viruses
 Attachments may be dangerous to the health of your computer. Why? Because
they can conceal viruses and other malicious programs designed to destroy your
data or cause computer chaos. Unless you know who sent an attachment, DO
NOT OPEN IT. Delete the attachment to avoid infection.

Even if you do know the source, scan it with anti-virus software before you open
it. If your computer has an anti-virus program running in the background, it should
automatically check for viruses. For more on this, read to the Computer Virus
article.

Open Sesame
Once you're sure that an attachment is safe, here's how to open it:
Double-click on the attachment icon.
A dialog box opens.

To view the file without saving it, check Open it, then click OK. The application should open,
allowing you to view the file. If the file extension isn't associated with an application, follow the directions
below.
If you saved the file, locate the folder where you saved it, find the file and double-click on it. The
appropriate program should open. Alternately, you can first open the associated application--for instance,
Word if the you received a ".doc" file--then locate the file and open it.

How to Associate Files

If an attachment won't open, but you have the program that can open it, associate the file type with the
program as follows:
Click on the My Computer icon on the desktop, then on the View menu and select Folder Options.

Click on the File Types tab, then locate the file type from the list. Click it once to highlight it. You will
see which application, if any, is associated with the file. To associate a new application, click the Change
button.
 When the dialog box opens, click the program you want to use to open the file. If the program
doesn't appear in the list, click the Browse button and locate it on your hard drive. Once you've made
your choice, click OK.

There's no doubt that the above procedure is a bit complicated, so if you encounter problems, ask
someone to walk you through the steps. After a while, you'll get the hang of it.
------------------------------------------------------------------------------------------------------------------------------------------
Suppose you've received an e-mail that you want to forward, but you only want to send some of the text.
Here's how to do it:

Highlight the text you want to forward by placing your cursor at the beginning of the text. Hold down
the left mouse key and drag the cursor over the text.

Copy the text by selecting Copy from the Edit menu.

Open a new message window by clicking on the icon on the toolbar.

 Address the new message, then place your cursor in the message window.

Paste the text by selecting Paste from the Edit menu. That's it! Now you can send a cleaned-up
message.

------------------------------------------------------------------------------------------------------------------------------------------
Once e-mail becomes an essential part of your life, you will want to check it often. With a Web-based e-
mail account, you can do it from any computer connected to the Net, anywhere on earth. There's no
need to lug around a laptop when you're traveling, because you can access your e-mail from a computer
at a friend's house, a hotel business center or at one of the thousands of cybercafés that have sprung up
around the world. (Coffee and e-mail make a potent brew.)

TRY THIS...
For a list of addresses around the world, visit
Cybercafés.com.
Another benefit of Web-based e-mail is that you can keep the same address for life. Once you have an
account, even if you change your company or switch Internet service providers, the address remains
yours.
How It Works
With client-based e-mail, like Outlook or Thunderbird, a software program running on your
computer accesses a remote mail server. With Web-based e-mail, to send and receive
messages, you access a website, so all you need is Internet access and a web browser. To
access your e-mail you log on to your account by entering your user ID and password. Now you
can read and reply to messages. Most services offer online address books to store e-mail addresses
and contact information. You can also set up folders to manage your messages.
One thing to keep in mind is that free Web-based e-mail services limit the amount of storage that they
provide. For instance, Yahoo! Mail has a 5 GB limit. This may sound like a lot, but if you receive loads of
mail with large attachments like photos, music and video clips, you will have to delete or download them
to your computer periodically to stay below the limit. Another option is to pay for additional storage.

Setting Up an Account
Establishing a new e-mail account takes only a few minutes and couldn't be easier. You'll have to
provide information about yourself and choose an account name and password. Your account name or
ID becomes part of your e-mail address. If you open a Hotmail account and choose "wiseguy" as your
ID, your address becomes "wiseguy@hotmail.com." Account names can use letters and numbers, such
as "professor2000," can't contain any spaces, and are limited in length, depending on the service.

Account Names

The more popular Web-based e-mail services have millions of members, so most
common account names are already taken. If you want to use your own name, try
incorporating underscores ( _ ) into the address, like this: jane_r_franklin. If you're lucky,
no one else will have it.

Passwords

Since e-mail may contain sensitive information, it's important to have a secure account
that only you can access. Choose you password carefully.

Passwords are usually case sensitive, meaning that they use both upper and lower case
letters. If your password is "mOmbO," then entering "MOmbo" won't work. The most
secure passwords contain both letters, symbols and numbers, like this: @nimAls8.
Changing your password every few months is a good idea, too. For more help read our
Password article.

Many websites now offer free Web-based e-mail, so how do you decide which one to go with? Think
about this: We expect the postal service to deliver our letters reliably every day and we trust it to keep
our communications private. As you come to depend more on e-mail for business and personal
communications, having a reliable, trustworthy service becomes critical. You will have to evaluate each
service based on its track record.

A few services stand out for their longevity, reliability and friendliness. Our top recommendations are:

gMail, from the folks at Google.

Hotmail, from Microsoft.

Mail.com, which offers a choice of

addresses, such as europe.com and doctor.com.

Yahoo! Mail, from the popular portal.

Check Messages Anywhere

A useful feature of Web-based e-mail is that you can use it to check your other e-mail accounts. (This
works for mail servers that use the POP3 protocol.) To do this, you'll need the following information:
• The name of your mail server
• Your account name
• Your password
One way to get this information is to check the settings in your desktop e-mail program. For instance,
with Outlook Express, click on Tools on the Menu bar, then Accounts, and then click on the Mail tab.
Now highlight the account name by clicking on it once, and then click on the Properties button. Finally,
click on the Servers tab to see the mail server and account names. If this sounds too complicated,
contact the technical support folks at your Internet Service Provider.
Armed with this information, here's how to configure Hotmail:
Click on Options on the toolbar.
Under Additional Options, click on POP Mail.
Enter the account information for up to four accounts.
If you want to leave your messages on your primary mail server so you can download them later on
your PC, check the appropriate box.
Configure Yahoo! Mail like this:
Click on Options in the left-hand box.
Under Mail Management, click on Check Other (POP) Mail.
Click on the Add Mail Server button.
Enter the account information for up to two accounts.
If you want to leave your messages on your primary mail server so you can download them later on
your PC, check the appropriate box.
 Preserve Your Privacy

When you use a computer other than yours to check your e-mail, log off the service when
you're done. For extra security, close the web browser too.

Once you've configured your account, you can stay connected from anywhere.
------------------------------------------------------------------------------------------------------------------------------------------
Each day billions of e-mail messages zap across the Internet. If it seems that most of them make their
way to your Inbox, you're not alone. "Overwhelming" is how many people feel about this electronic
communication. The bad news is that it will only get worse as the popularity of e-mail increases. The
good news is that you can avoid drowning in a sea of messages by following some simple steps.

Establish separate business and personal accounts.

Keep your personal and professional lives separate, especially since employers in many countries can
legally review messages on company mail servers. Do you really want your boss reading those off-color
jokes? Having a separate personal account also means you aren't dealing with personal business on
company time.
Develop a routine.
Answer your e-mail at set times during the day--perhaps the first thing in the morning, then mid-
afternoon. This prevents incoming mail from interrupting other things you may be doing.
Set up your e-mail software for rapid review.
With e-mail programs such as Microsoft Outlook, you can customize the multi-pane display for quick
viewing. Ideally you want to see who the sender is, the subject and be able to read the first few lines of
the message. That way you don't have to open every message to discern its content.
Scan new messages and delete spam immediately.
Junk e-mail has become a fact of electronic life, so turn them to your advantage. Quickly review the
message subject line and scan a line or two to identify spam. Now use the Delete key. Weeding out
spam reduces your Inbox by half or more, providing a psychological boost when you only have fifty
messages to deal with, instead of one hundred!
Use filtering.
To further reduce the volume of mail, use filtering tools built into your e-mail program. They let you block
messages sent from certain addresses, an excellent way to reduce spam. You can also automatically
route messages from certain addresses into folders you set up. For instance, if you belong to a
discussion group, messages will go directly into that folder, instead of your Inbox.
Organize messages into folders.
Create a series of folders to categorize your e-mail, using action items (pending, review etc.) and
subjects (travel, newsletters, etc.). After you receive messages, file them away for later action and
reference. Messages remaining in your Inbox are those requiring immediate action. Reply, then file them
too.
Use short responses.
Everyone is pressed for time, so keep replies brief and to the point. E-mail has developed its
own shorthand that doesn't require the formal response of a letter.
Prepare boiler plate responses.
You may find that you are often asked the same questions. To save time and avoid retyping
the answers, just cut-and-paste a prepared reply. You can then edit it as required.

Control the Rhythm of the Exchange.

Yes, e-mail is instant communication, but that doesn't mean a reply has to occur
instantly. Take time to consider your response. This will slow down a stream of
messages flying back and forth.

------------------------------------------------------------------------------------------------------------------------------------------
What most annoys Internet users? The answer is a four letter word: spam, those obnoxious, unsolicited
e-mail messages touting get rich quick schemes, miracle diets, amazing beauty products and
pornographic pleasures. Unlike paper junk mail, which senders pay for, spammers pay almost nothing to
e-mail millions of their offensive messages. It's your ISP and ultimately you that have to bear the cost of
transmitting unwanted e-mail across the Net. AOL, MSN, Earthlink, Yahoo! and other e-mail providers try
to block spam before it reaches your mailbox, but their efforts are only partially effective.

Some countries have laws against spam and some spammers have been fined for their actions, but the
practice continues. In fact, it's increasing. Why, you may wonder, when spammers are universally
despised? Because it works. Sending e-mail in bulk is so cheap that even if only a handful of people
respond, there's a profitable payoff for the spammer.
Unfortunately, spam is here to stay. That doesn't mean you have to be an innocent victim. Here's how to
fight back:
Protect your e-mail address.
Spammers either buy lists of e-mail addresses or use software programs that mine the addresses from
the Internet. If your address is posted in discussion groups, on websites, chat rooms, blogs, etc., the
chances are that it will end up on one or more of these lists. Only post your address publicly when
absolutely necessary.
If you have to post your address, you can fool the mining software by writing it this way:
professor(at)learnthenet.com. Instruct people who want to e-mail you to replace (at) with the @ sign.
Set up multiple e-mail accounts.
If you do participate regularly in online activities where you post your address, then set up another e-mail
account. Only give it to close friends and family.
Use spam filters.
Many e-mail programs, such as Outlook, have built-in tools that block messages sent from certain
addresses or that filter messages based on keywords you define. To learn how these features work,
check the online help files for your e-mail software.

Use anti-spam software.

You can install special software designed to eliminate spam. Some work by matching incoming
messages against a list of known spammers; others block messages that don't match a pre-approved
list of acceptable addresses.
Most e-mail programs now have built-in spam filters. If yours doesn't, download and test drive the latest
anti-spam programs at Download.com.

TRY THIS...
Until the Internet explosion, SPAM was a popular
processed luncheon meat made by Hormel Foods. How
did it come to acquire its current loathsome meaning?
Find out at the source.
Don't respond.
Spammers continue their pernicious practice because it's effective. Help stomp it out by
boycotting them. Don't buy their products regardless of how enticing the offers may be.
Some clever spammers include instructions at the bottom of the message on how to
remove your name from their list. The worse thing you can do is to reply. Why? Because this tells the
spammer that you read your mail and that your address is valid. The result may be that you get even
more junk mail.
Don't retaliate.

After receiving dozens of unwanted messages, the natural inclination is to fire off a nasty missive. Resist
the urge. It could backfire, resulting in more, not less, spam.
Opt-out.
Some websites require you to register to use their services. Before you do, review the
site's privacy policy to see how it uses your personal information like your e-mail
address. If the site sends out commercial messages, you should be given a choice
whether you want to receive e-mail from the site or from its third party partners. If you
don't want to hear from them, be sure to check the No box.
Remove your address from directories.
Your address may be listed with people finder services, such as Yahoo! People Search and other
directories that are goldmines for spammers. To prevent your address from being harvested, e-mail
these lookup services and ask them to remove your name.
Report violators.
A number of government agencies and private organizations accept complaints. Whether they can
actually do anything to stop the deluge is an unanswered question. Among the ones to contact are:
• SpamCop
• The National Fraud Information Center
You can also forward spam to the U.S. Federal Trade Commission at spam@uce.gov.
Use your Delete key.
Perhaps the path of least resistance is to highlight the offending message and delete it, banishing it to
the trash bin. If everyone ignored spam, it would eventually go away.
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When we converse, we expect other people to observe certain rules of behavior. The same is true for e-
mail, the most popular form of online communication. Here are a few pointers to help you communicate
more effectively.

Clearly summarize your message in the subject line.

Properly titled messages help people organize and prioritize their e-mail.
Don't use the CC (Carbon Copy) function to copy your message to everyone.
This is particularly true at work. These days everyone receives too much e-mail. Unnecessary messages
are annoying. If only a few people really need to receive your message, only direct it to them.
Similarly, when responding to e-mail, do not respond to all recipients. By choosing Reply to All or a
similar button when responding to a message, you may end up broadcasting your response to your
entire company.
Use BCCs (Blind Carbon Copies) when addressing a message that will go to a large group of
people who don't necessarily know each other.
Just as it's not polite to give out a person's telephone number without his or her knowledge, it's not polite
to broadcast everyone's e-mail address. For instance, when you send a message to 30 people and use
the To or CC fields to address the message, all 30 people see each other's address. By using BCC,
each recipient sees only two--theirs and yours.
Keep your messages short and focused.
Few people enjoy reading on their computer screens; fewer still on the tiny screens in cell phones, PDAs
and other mobile devices that are becoming increasingly popular. Recipients tend to ignore long
messages.

Sending Attachments

Users of many wireless devices don't have the software required to open an
attachment such as a Word document or spreadsheet.

Avoid using all capital letters.

IT MAKES IT LOOK LIKE YOU'RE SHOUTING! IT'S ALSO MORE DIFFICULT TO READ.
Don't write anything you wouldn't say in public.
Anyone can easily forward your message, even accidentally. This could leave you in an embarrassing
position if you divulged personal or confidential information. If you don't want to potentially share
something you write, consider using the telephone.
Use a smiley to make sure that a statement is not misunderstood.
Smileys are typically used in personal e-mail and are not considered appropriate for business.
They should rarely be used in the office. If your message needs a smiley for better
understanding, most likely you should not be delivering it via e-mail. Even with a smiley,
someone may misunderstand you.
Smileys should be used to support a statement. It's rude to write something mean or derogatory,
then place a happy smiley at the end of the sentence. Refer to the Smiley article for a list of
commonly used ones.
Avoid sending e-mail to large numbers of people unless you have a serious reason to do it.
E-mail broadcast to many recipients may be considered spam.
Nasty e-mail should also be avoided.
These messages have their own term: flame. Flame e-mail is an insulting message designed to cause
pain, as when someone "gets burned."
As a courtesy to your recipient, include your name at the bottom of the message.
The message contains your e-mail address (in the header), but the recipient may not know that the
return address belongs to you, especially if it's different from your real name.

Check Your Spelling

To make sure your message isn't compromised by misspelled words, use your e-
mail program's built-in spell checker.
For more tips, visit Emailreplies.com.
E-mail etiquette may take a while to learn, but don't let your fear of making mistakes inhibit you. All
Internet users were beginners once, so most people are quite forgiving.
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When you talk to someone face-to-face, your body language, the tone of your voice and your facial
expressions impart great meaning to what you say. These non-verbal cues may be more important than
your words. You can personalize your written messages by using a smiley or emoticon--a "character"
you create with your keyboard. You'll be amazed at the range of emotions these little characters express.

Here are some of the more popular smileys.

:-@ Cursing :#) Drunk :-0 surprised :-x Big Kiss
:-( Sad :-D Laughing :~) Wondering :-{ Angry
;-) Wink :-) Happy

TRY THIS...
For more inspiration, visit the Unofficial Smiley Dictionary
.

Abbreviations
While smileys add personality to your messages, abbreviations save keystrokes. Some common ones
include:
• <BFN> Bye For Now
• <BRB> Be Right Back
• <BTW> By The Way
• <G> Grin
• <HTH> Hope This Helps
• <IJWTK> I Just Want To Know
• <IJWTS> I Just Want To Say
• <IMHO> In My Humble Opinion
• <LOL> Laughing Out Loud
• <OTOH> On The Other Hand
• <ROTFL> Rolling on the Floor Laughing
• <TOY> Thinking of You
• <YMMV> Your Mileage May Vary
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 Email Basics

What is Email?

Most people use the Internet primarily to email and surf the World Wide Web.
Simply put, email, or "electronic mail," is the process of sending and receiving messages over the Internet.
While email is similar to a traditional mail system, or "snail mail," as it's sometimes referred to, it's also very
different. See the chart below.
"Snail" Mail Email
Letter, Card, Postcard, Electronic Text Message,
What is
Larger packages electronic pictures, etc.
mailed?

Packet:
In what is it
Envelope, etc A piece of text delivered over the
delivered?
Internet
Who is it Sender: Sender:
from? John Doe John Doe
Recipient:
Recipient:
Who is it for? Jane Doe
Jane Doe

123 Somewhere Street

Address? janedoe@gcflearnfree.org
Somewhere, NC, 22222
Mail Server and Email client
software:
Who/What
Mail Carrier/Mailman
delivers it? Rely on one another to both send
and deliver email

Email client software's INBOX:

Where is it
Mailbox Text editor used to compose, send,
delivered?
receive and manage email
Delivery A few minutes unless technical
Varies, usually 2 days
Time? problems
After reading your email, you can save it, forward it to others, or delete it. If you want paper copies, you can
print your email messages.
To review, watch a short movie clip (that will open in a new window) describing the concept of email.

Anatomy of an Email Address

An email address is required to send and receive email. Email addresses are different from "snail mail" addresses.
They usually consist of three parts: a user name, an "at" symbol (@), and a domain name.
jdoe@gcflearnfree.org
1. User name: jdoe
Located to the left of the @ symbol, a user name identifies your account on the email server that handles
 the email. For example, John Doe might choose "jdoe" as his username. However, someone may have
already chosen jdoe, so have some other choices ready. Choose a user name that sounds professional and is
easy to remember.
2. @
Means "at" and separates your account name and the name of the mail server name. For example, jdoe "is
located at" gcflearnfree.org.
3. Domain Name: gcflearnfree.org
The domain name usually consists of two pieces of identifying information. The first piece is the name of
the email server and is located to the right of the @ symbol. For example, gcflearnfree is the name of the
email server. The second piece, usually a three-letter extension, indicates the top-level domain. They are
separated by periods, called "dots."
Consider choosing a user name that protects your identity instead of your first and/or last name.

Top Level Domains

Top-level domains may help you figure out the type of organization the recipient is associated with. See the chart
below.
Extension Meaning Examples
www.microsoft.com,
.com A company or business www.yahoo.com

www.GCFLearnFree.org,
A non-profit or not-for-profit
.org www.goodwillenc.org
institution

www.epa.gov,
.gov US Governmental agency www.whitehouse.gov

.mil US Military www.army.mil, navy.mil

www.ncsu.edu,
.edu US Educational institution
www.duke.edu,
.net ISP or Network Provider www.earthlink.net
If there is a two-letter extension, it is usually a country code. For example, Malaysia uses "my."
Because not everyone uses top-level domains correctly, they are not always a reliable way to determine an
organization's association.

Email Clients
To send and receive email, both the sender and recipient must have the right tools: an Internet connection, an email
client, and an email address.
An email client (sometimes referred to as a composer) is software that runs on a personal computer, and relies on
an Internet connection to perform some of its operations.
Email clients work with any ISP (Internet Service Provider) that uses standard Internet email protocols. These
protocols make it possible for people using different email client software to communicate with one another. For
example, if I use Microsoft OutlookTM, I can send and receive email with someone who uses QUALCOMM
EudoraTM.

To set up your email client correctly, you need:

• POP3 (Post Office Protocol, version 3) server address
• SMTP (Standard Mail Transfer Protocol) server address
Your Internet service provider gives you this information.
 Free web mail accounts, such as Hotmail or Yahoo, rely on an Internet connection and use an email client that
appears in a web page. Additional email client software is not required. Web mail is fully discussed in Lesson 5.

Email Clients are Different

Most email client software allows you to:

• Display a list of received messages. Each message header shows you who sent the mail, the subject line,
the time and date it was sent, and at times, the size of the message.
• Select the message header and read the message.
• Create new messages.
• Reply to, forward, and delete messages.
• "Attach" files (called attachments) to messages you send.
• Save the attachments you receive.

Some email clients offer:

• Address book/Contacts: Use the electronic address book to track personal information such as name, title,
email addresses, home and work addresses, phone numbers, and much more.
• Newsgroup functionality: You can use your email client to access Usenet, an online public bulletin board
system (BBS). Usenet features a broad range of discussion topics called newsgroups.
• Calendaring: Schedule important dates, appointments, tasks, and electronic reminders.

Challenge!
Match the top level domain with the correct description.
____1) .com A. US Educational institution
B. A non-profit or not-for-profit
____2) .gov
institution
____3) .org C. US Governmental agency
____4) .mil D. A company or business
____5) .edu E. US Military

Answers: 1)D 2)C 3)B 4)E 5)A

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The Email Client Window
Today's powerful email clients feature a user-friendly interface. The colorful icons and drag and drop capability
can help manage email and improve your experience.
The first time you open your email client, many items you see will look familiar. A few things are specific to your
email client, so be sure to read the Help file. Pictured below is the Microsoft OutlookTM window.
Main Features of an Email Client Window
Menu Bar
The menu bar contains a list of options to manage and customize email. Using the View menu, you can change the
display of the email client window. For example, you can sort email messages (most recent messages, by sender, by
unread messages, and more) and show/hide toolbars.
Toolbar
Toolbars may be customized to display most commonly used tools.
INBOX
The INBOX displays a list of received messages. Each message header shows you who sent the mail, the subject
line, the time and date it was sent, and at times, the size of the message.
Preview Pane
Click a message header once to preview a message without opening it. Many email clients let you show, hide, or
resize the folder list and panes.
The Email Message Window -- Sending a New Message
Use the email message window to compose and send email messages.

To send a new message:

• Once you've opened your email client's window, click the New Mail or Compose button.
• The email message window appears.
• Look for a menu bar and toolbar to help compose and format your message.
• Below the menu bar and toolbar, there are several fields. These fields may include To, CC, BCC, Subject,
and the message body area.
To and From
In the email message window, type the recipient's email address in the To: field. This tells the email server where
to send the email message.

The person who is composing the email is called a sender. When the recipient receives a message, a message
header (sender's email information, subject line, and time received, usually) appears in the recipients INBOX.

Carbon Copy (CC) and Blind Carbon Copy (BCC)

CC: (short for Carbon Copy) and BCC: (short for Blind Carbon Copy) are additional fields used to send
multiple copies of a message.

To send copies of your message:

• You can type multiple email addresses into the To: field.
OR
• Type additional email addresses into the CC: field.
• Typing additional email addresses into the BCC: field allows you to send a copy to someone else without
the main recipient knowing you have done so. The BCC: recipient sees the main message and all
intended recipients.
 In any case, separate email addresses with a comma or semicolon.

The Subject Line and Body of the Message

When sending an email, the sender has the option to write a subject line. When the recipient checks their email,
the subject line appears in the message header. Make sure your subject line describes the topic of your email
message. A well-written subject line helps recipients prioritize their email responses.
The body of the email message is typed directly into the large blank space (message area). Most email clients
support cut, copy, and paste functions, so you don't need to retype information needlessly.

Send and Receive

Now that you can compose a new email message, you'll want to send your message. That's easy; just click the
Send button.

To receive new messages (known as "checking your email"), you may need to click the Send and Receive button
to display new email. To automate this process, some email clients let you set up a schedule. Others display a
graphical or audio notice.

Challenge!
• Start your email client.
 • Familiarize yourself with the email client window.
• Explore the menus and tools.
• Click the New Mail button.
• Familiarize yourself with the message fields.
• Send a message to a friend.
• Check your email account for new messages.
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Replying to an Email Message

Now that you can check your email, you will need to know how to reply to a message.

To reply to an email message:

• Check your email.
• Open a new message.
• Read the message.
• Click the Reply button. (Or, click Reply All to send a copy to everyone who received the original message.)

• A new email message window opens.

• You may see a message such as, "on 5/23/02 10:46 AM, Wiz Kid at gwienc@hotmail.com wrote:" followed
by the text of the message you're answering.
• Notice that the text from the original message is "quoted," or preceded by carat symbols (>).
• Type your reply.
• Click the Send button.
 Some email clients include a Sent Mail folder or Outbox. If you are uncertain your message was sent, check
these areas before you resend your message.

When to Reply
Email is reliable, immediate, and often informal. However, there are some email "do's and don'ts" you should be
aware of.

When replying, you have a couple of options:

1. Include all text
Include all quoted text from the previous message, type your response, and click Send.
2. Delete all text
Delete all text from the previous message, type your response, and click Send.
3. Quote the text (delete some text)
Delete additional text that is not relevant to your response. Add additional information as needed. This way,
you don't have to needlessly retype information, and the recipient knows you understood their initial
message.

Quoting Text when Replying -- Example #1

Rhonda's message:
John,

I have a couple of things... first, I thought yesterday's sales meeting went extremely well. You should be proud of
a job well done.

You probably remember that in two weeks (May 15), I am scheduled to run the May sales meeting. However, I've
been asked to do some in-house training for a new group in Wilmington during that time. Kate and I thought you
did such a great job yesterday that it would be great if you could possibly take over the May 15 meeting. Check
your schedule and let me know what it looks like. This would be a great help. Let me know.

Thanks,

Rhonda
John's response, quoting parts of Rhonda's message:
Quoting Text when Replying -- Example #2
Initial Message:
Do you and Peter want to double date Friday night? We could go out to eat. Tom and I are in the mood for pizza.
Joe's is a great pizza place. Do you have any other suggestions?

Response quoting some of the initial message:

Challenge!
• Check your email.
• Reply to a message using reply one of the methods described in this lesson.
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Forwarding an Email Message

The ability to compose a message, check your email, and reply to a message are basic email skills. It's also helpful
to know how to forward a message. Forward when you want to send email message you've received to co-
workers, friends, or family.

To forward an email message:

• Open the email message you want to forward.

• Click the Forward button.

• A new email message window opens.
• You may see a message such as, "----------Forwarded Message"
Followed by "from, date, and to" and the original message.
• The text from the original message may be "quoted," or preceded by carat symbols (>).
• Type any new information at the top of the message.
• Click Send.
When to Forward
Email is reliable, immediate, and often informal. However, there are some email "do's and don'ts" you should be
aware of.

When forwarding, you have a few options:

1. Include all text
Include all quoted text from the previous message, type your response, and click Send.
2. Quote the text (delete some text)
Delete additional text that is not relevant to your response. Add new information at the top of the message
as needed. This way, you don't have to needlessly retype information, and the recipient knows you
understood their initial message.
3. Copy and Paste text into a new email message window.
Instead of forwarding, you can copy and paste a message into a new email message window.

Quoting Text when Forwarding -- Example #1

Meg's message:
Hey Josie,

What are you and John doing Friday? Tom's parents will be in town Saturday and Sunday. But, I'd like to do
something with friends before they arrive.

We have 6 tickets to Friday night's hockey game. Do you want to join us? Actually, do you want to go ahead
invite Anita and Tim? I don't have their number or email addresses.
 --Meg
Josie forwards the message to Anita:

Copying and Pasting when Forwarding - Example 2

If a message has been forwarded several times, lots of carat symbols crowd the message, making it difficult to
read.
Initial Message:

This is especially difficult when reading a longer message. To keep this from happening, don't use the forward
function. Instead, copy and paste the message into a new email message window. Once it's copied, delete any
carat symbols, add your message, and click Send.
Rather than letting lots of carats accumulate, you may want to ask recipients to copy and paste the message into a
new email message window.
Forward:
Challenge!
• Check your email.
• Forward a message using one of the methods explained in this lesson.
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Web Mail
In this lesson, we'll explore other email options, including web mail and instant messaging.
Web mail, sometimes called web-based email, functions somewhat like a traditional email client and can include
many of the same features.
Web mail doesn't require any special email client software. Free web mail accounts such as HotmailTM or
YahooTM use an email client that appears in a web page. You can access your web mail account on any
computer with Internet access. Just type in your web mail service's URL and log in.

To set up your email client correctly, you need to:

• Determine which web mail service you want to use.
• Sign up for a free account. (This requires some personal information.)
• Determine a user name and password.
• Read the Help page if necessary.

Web Mail Advantages and Considerations

Convenient.
Web mail is kept on an Internet server, so you can access it with any computer that is connected to the Internet. You
can also set up new web mail accounts easily.

Accessible.
Even if you change ISPs, you'll still be able to access your web mail account.
Choice.
Pick a web mail service that best suits your needs. For example, is the access point (URL) always available? How
much storage space are you allotted? Does it feature an electronic address book? Is your privacy being protected?

Waiting.
If the speed of your computer and bandwidth are slow, you may have to wait long periods of time to read simple
text messages.

Advertising.
Not only will you have to view ads as you check your email, most services will affix some sort of advertising line
to your email message. For example, "For the best free web mail, check out www.webmail.com." Also, some web
mail providers sell member lists to advertisers, which may result in a lot of unwanted mail in your INBOX.

Privacy.
Keep your web mail password secret and change it often. You never know who may want to read your email.

Instant Messaging
Instant Messaging (IM) is another type of email software that is frequently used for chat. Chat somewhat mimics
a conversation. Instead of talking, you type messages back and forth in real time.
An instant messaging service is software that runs on a personal computer. Like other email services, you need an
Internet connection and software to use instant messaging. AOL Instant MessengerTM, Yahoo! MessengerTM,
MSN MessengerTM, and ICQTM are just a few of the instant messaging services available. Most services are
free.

To set up your instant messaging service correctly, you need to:

• Determine which IM service you want to use.
• Download the IM software.
• Sign up for a free account. (This requires some personal information.)
• Determine a user name and password.
• Read the Help page if necessary, and you're ready to go.
Instant Messaging Features

Instant messaging service may include the following features:

• Create a contact list (buddy list).
• Add, Edit or Delete people from your contact list.
• Know who in your contact list is online at any time.
• Be alerted when others in your contact list log on.
• Send and receive messages from those in your contact list.
• Search for others using the service.
• Functions may include: chat, voice, message board, data conferencing, file transfer, Internet games, and
exchange web-page addresses.
• Groups can conduct conferences or just 'hang out' online.

Instant Messaging Advantages and Considerations

Real time.
Instead of waiting for someone to reply to your email message, if someone in your contact list is online, you can
chat in "real time."

Turn it off.
There may be times when you don't want to be available for chat.

Privacy.
Do you want everyone to know when you log on?

Difficulty.
Poor typing skills can inhibit IM communication.

Waiting.
If the speed of your computer and bandwidth are slow, you may have to wait long periods of time to read simple
text messages.

Advertising.
View ads as you "message" others.

Challenge!
• Do some research on web mail services. Set up a free web mail account.
• Do some research on instant messaging (IM) services. Ask your friends and family which IM service they
use, or tell them about the service. Download an IM service and start emailing in real time!
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What is an Attachment?
Email is one of the quickest ways of sharing information with others. Learning to create, send, and open an email
attachment is the next step to becoming an email pro.
Using your email client's attachment feature, you can attach and send different file types along with your email
messages. When sending an email attachment, your email program changes (encodes) your file so it can be sent
across the Internet.
To send an email attachment:
• Enter a message into an email message window.

• Click the Attachment button.

• A dialog box opens (depends on email client). Browse until you locate the file you want to attach.

• Select the file.

• Click OK or Insert or Choose (depends on email client).
• The dialog box closes. Look for the file icon or name in your email client's attachment area. The file should
be attached.
• Click Send. You might get a message such as, "Encoding Attachment," meaning the attachment is being
sent.

Attach with Care

When sending email attachments, keep the following in mind:
1. Be aware of the programs your intended recipient uses. In order to open an attachment, you must have a
program that can open that file type. If you are both using the same operating system, the same word-
processing program, and a newer or commonly used email client, you shouldn't have any problems.
2. Include a note that briefly describes the attached file. This alerts the recipient that an attachment is
included. For example, "Attached is the third quarter schedule. It is a Microsoft Word XP document."
 3. The file name should describe the attachment. This, along with your note that describes the attached file,
is common courtesy. Your recipient will feel more comfortable opening the attachment.
4. If necessary, choose Text-Only. Although some newer word processing programs are able to open other
word processors' files, some information and formatting can be lost in translation. For example, if you
created a document using Microsoft Word and you know your intended recipients use Claris Works, they
aren't going to be able to read your document. Save yourself a headache and send the document as text-only.
5. If necessary, choose RTF (rich text formatted). RTF is a standard file format almost all word-processors
can read. RTF includes basic formatting information, such as changes in font, font size, and font style.
6. Double-check it. Make sure you have actually attached the file before you click Send. It's embarrassing to
have to resend the message.

Most word processors have a Save as option that allows you to save your file in a variety of different formats,
including RTF.

Opening Email Attachments

To open an email attachment:

1. Check your email.
2. Double-click a message header to open a new message. Read the message.
3. Double-click the email attachment header to open the file.

Open with Caution

Viruses are often transmitted through email attachments. Therefore, when opening email attachments, do the
following to safeguard your computer.
Strongly Recommended:
• Right-click the email attachment header and chose Save As. Choose a destination.
• Right-click the file to scan with Anti-virus software. (Read your Anti-virus software's Help file for more
information.)
• Double-click the file to open it.
AND
• Don't open email attachments that come from a suspicious source or from people you don't know.
• Don't open email attachments if the subject lines seems strange (misspelled words, puns, etc.) or is
unexpected.
• Don't open email attachments unless you know what it is, even if it appears to come from a friend.
• Regularly visit your Anti-virus software company's website. They list recent threats to your computer's
safety. Stay informed and update your Anti-virus software regularly.

Challenge!
• Using the tips described in this lesson, send an email attachment to a friend or family member.
• Don't open any attachments without first scanning them for viruses.
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Formatting Email Messages

Many email clients allow you to send and receive messages in two formats: plain text and HTML (Hypertext
Markup Language).
Plain text files contain no formatting.

HTML is a computer language used to format text and objects on the World Wide Web. Using HTML
(sometimes called Rich Text in email client software), you can add formatting to your email messages.

Formatting includes:
• Formatting text (font and style)
• Text alignment (right, left, center, justified)
• Bullets
• Numbering
• Background color
• Adding objects (such as the computer picture above)

Turn on HTML (Rich Text)

Formatting may help convey your message. You may have to explore your email client's Help file to learn if it
includes HTML formatting. It may refer its formatting feature as HTML or Rich Text.

To turn on HTML (Rich Text), try the following options:

• Explore the Format menu.
• Explore the Actions menu.
• The New button may include a drop down list that will feature formatting options.
• Explore the Help file.
• Look for an HTML (Rich Text) button in the email message window. This option may turn on an HTML
(Rich Text) toolbar below the fields in the email message window.

Microsoft Outlook lets you create an email message using any of the Office suite applications (Word, Excel,
PowerPoint, and Access).
You can choose a default format for your messages. Many email clients allow you to choose HTML or plain text
for each individual message.

Formatting Text

To format your text:

• Turn on HTML/Rich Text formatting.
• Compose your email message.
• Select the text you want to format.
 • Using the HTML/Rich Text toolbar:
• Determine font (Arial, Verdana, etc).
• Determine font size (small medium, large or measured in points).
• Determine font style (bold, italics, underline).
• Determine font color.
• Determine text alignment.

Choosing a Background Color

Adding a background color can enhance your message.
• Place the insertion point in the text area of the message window.
• Choose Format Background Color and choose a color from the color palette.

OR
• See if your email client has any stationary templates. Stationary templates include background images,
special text, and formatting.

OR

• Click the Background button on the HTML (Rich Text) toolbar.

If you don't have time to complete your message, your email client may feature a Save As Draft option. Or,
copy and paste your message into a word processing document.
 Because not all email clients can read HTML formatting, sometimes it's best to send plain text messages.
Otherwise, the recipient may have difficulty downloading your message.

Adding Objects to Email Messages

Many people use email to send pictures to friends and family. Some email clients are capable of inserting or adding
other objects (such as graphic, sound, and media clips) to your messages.

To send pictures:
• Attach it. Each picture you want to email is a file. You can attach one or more files to an email message and
send it as an attachment.
• Provide a link. Instead of sending the file as an email attachment, provide a link to a web page that
includes a picture.
• Use a Microsoft program. Outlook lets you create email messages using any of the Office suite
applications (Word, Excel, PowerPoint, and Access). Insert pictures as you normally would if you were
using that application.

Challenge!
• Determine whether or not your email client has HTML (Rich Text) formatting options.
• If so,
• Determine font (Arial, Verdana, etc).
• Determine font size (small medium, large or measured in points).
• Determine font style (bold, italics, underline).
• Determine font color.
• Determine text alignment.
• Determine background color.
• Send your message to friends and family.
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Newsgroups
Besides the WWW, there are other sources of information on the Internet. USENET is an international bulletin
board system (BBS) that features discussions on any topic imaginable. These discussion topics are called
newsgroups.
A newsgroup is an online "place" where people chat about anything and everything. There are over 14,000
newsgroups used by millions of people each day. Want to meet others who have hiked the Appalachian Trail? Are
you a fan of a particular television program? Chances are, you'll find a newsgroup that suits your interests.
Newsgroups can be a great resource. Anyone can read and post questions/answers, thoughts, and opinions. In many
cases, no one moderates the discussions. Be forewarned, anyone can say anything. That doesn't mean you should,
though.
Professionals often use newsgroups to network electronically.
Accessing Newsgroups
To view and post messages to a newsgroup, you need a newsreader. A newsreader is a program that connects you
to a news server on the Internet.
• Your email client may be a newsreader.
• Some web browsers, such as Internet Explorer and Netscape, come with newsreaders.
• There are freeware, shareware, or commercial software newsreaders available.
You can configure your system to handle USENET newsgroups. Follow the instructions appropriate to your
system and software. For more information about accessing newsgroups, check out:
http://webreference.com/roadmap/map08.html
Mailing Lists
Much like bulletin boards, mailing lists are a great way to share knowledge and information with a group.
However, mailing list messages are accessed using an email client. Professionals often use mailing lists to network
electronically with other professionals in their field.
 For example, you are the head of a committee and oversee 15 volunteers. You need to communicate with your
volunteers one or more times a week, but only meet once a month. Volunteers often need to contact one another.
You decide to set up a mailing list to help your group communicate more efficiently. A mailing list is a list of email
addresses identified by a single email address called a mailing list name.
For example, volunteers@yahoo.com (the mailing list name) consists of members' email addresses (your email
address and each volunteer's email address). To receive mailing list email, members subscribe to the list.

Mailing list members include:

1. Moderators "own" the mailing list. They often start the mailing list. A good moderator not only reads and
regulates messages, but also prompts members with discussion topics and questions when needed.
2. List members subscribe to the mailing list. They can read and post messages to the mailing list, and
unsubscribe at any time.
When email is sent to that mailing list name, the message is sent to a server that handles the mailing list. The
server sends copies of a message to all the members. They check their email, read new messages, and post replies
to the mailing list.
Mailing List Pros and Cons
There are many pros and cons associated with mailing lists.

Pros:
• There are mailing lists available on almost any topic.
• Learn and share information.
• Read about tips, tricks, opinions, and events that interest you.
• Meet others who share your interests, are in your same line of work, etc.
• Some lists are moderated, meaning there is someone appointed as moderator to keep the discussion on
topic.
• Some lists are sent in a "digest" format. Periodically, you'll receive an email message containing several
messages.

Cons:
• If a mailing list has even 100 members, it can generate a lot of email. Do you have time to read it all?
• Some lists are not moderated, and discussion can quickly get off-topic.
Challenge!
• Newsgroups and mailing lists provide way to meet and communicate with people from all over the world
who share your interests. The best part is, you never have to leave your computer.
• To learn more about newsgroups, check out:
http://www.ibiblio.org/usenet-i/usenet-help.html
• To learn more about subscribing to a mailing list, check out:
http://www.webcom.com/impulse/list.html#Search
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Email Do's
Because email is fast, easy, cheap, and convenient, it's rapidly becoming a common form of communication in the
workplace. Here are a few basic guidelines to follow when sending e-mail.
Do include a descriptive subject line
A subject line should be a short phrase, since many email clients shorten longer subject lines, and somewhat
describe the contents of the message. If you like, you can include a prefix to help your recipient understand the
message.
urgent = please read now
req = request
FYI = for your information

For example:

Do keep it short
It's time-consuming to read through a lot of text looking for specific information. Make your point and make it
short. Think of e-mail as a brief telephone conversation. People you work with may receive hundreds of e-mail
messages a day.
Email Don'ts
Don't ignore spelling and grammar mistakes
It's true that email communication is far more casual than a formal report, but it's crucial to know when to pay
attention to detail such as spelling and grammar. To help you, many email clients feature Spell check.
Don't bother with excessive formatting
Keep it simple. Formatting doesn't matter a whole lot when you are composing a short e-mail message. Logically
organize your message with line breaks when appropriate. Use HTML (Rich Text) sparingly.
Don't use excessive punctuation
Let your words express your feelings; don't follow up a short statement with 50 exclamation points.
Don't use emoticons
Emoticons, or smilies, are keyboard characters used to convey an emotion. Use emoticons sparingly. Some
consider them too "cutesy" and unprofessional.
Examples:
:-) = happy
:-( = sad
;-) = wink
:-o = shocked, surprised
Mind Your Manners
When you communicate face-to-face, you pay attention to what is said and how it is said. Non-verbal clues such as
facial expression, body language, dress, and hearing the emotion in someone's voice all help you understand of the
intention of the statement being made.
Electronic communication is very different. If you're not careful, email can complicate communication.
Before you send that next email message, consider the following:
Tone
When you are e-mailing friends, a casual tone is fine. When e-mailing at work, treat each message individually. If
you typically address someone using Mr. or Ms., then do so in your e-mail message. Generally, be courteous. Treat
others as you would like to be treated. And remember, sarcasm is often misunderstood in electronic
communication.
Think Twice
Keep it simple. Formatting doesn't matter a whole lot when you are composing a short e-mail message. Logically
organize your message with line breaks when appropriate. Use HTML (Rich Text) sparingly.
Avoid Engaging in a Flame War
Let your words express your feelings; don't follow up a short statement with 50 exclamation points.
Avoid "Shouting"
AVOID USING ALL CAPITAL LETTERS. IT'S CALLED "SHOUTING," AND IS CONSIDERED RUDE.
Don't Spam
While you may enjoy passing e-cards and jokes along to your friends and family, don't make a habit of sending this
kind of mail to your coworkers.
And Finally…
Privacy
E-mail is not a private form of communication. Some companies monitor employee e-mail. Keep this in mind
when you e-mail at work. Everything is on record.
 Immediacy
Although e-mail is much faster than "snail mail," don't assume that your e-mail message will be answered 30
seconds after you send it.
Printing
E-mail (electronic mail) cuts down on the amount of paper you have to deal with on a daily basis. Print the
important stuff (directions to a company meeting across town, flight information).
Challenge!
• When composing your next email message, practice the rules of email etiquette.
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Managing Email Effectively

Email has become a workplace necessity. It takes about a half minute to read most email messages, and as much as
5 minutes or more to respond. If you receive just 20 email messages a day, that's a lot of time spent dealing with
email.
Pagers, handheld "Pocket PC" devices, and cell phones are also capable of sending electronic messages. How do
you handle all that email? This lesson will provide you with some tips to better manage your email.
Create Separate Accounts. Many people like to set up more than one email account and use these accounts for
different purposes.
Email Account: Use:
Work
Work-related email only
johndoe@work.com
ISP
Personal use
johndoe@isp.net
Web mail Personal use such as shopping,
johndoe@webmail.com mailing lists, and junk mail
Some ISPs offer multiple email addresses as part of your Internet service package. This is especially useful if
you want to use different email addresses for different purposes, or if each member of your household wants their
own email address.

Learning to Deal with Email

Develop a routine.
Don't ignore your email, but you don't have to check your email every five minutes. Instead, schedule morning,
lunch, and afternoon email sessions. Use email etiquette and try to take care of each email message with a single
response. Use CC and BCC when appropriate.
Enable the preview pane for rapid review.
Many email clients offer a timesaving feature called a preview pane. Using the preview pane, click once on a
message header to quickly preview a message (in a pane below the INBOX) rather than open it. However, simply
previewing a message can trigger some viruses. Keep your Anti-virus software updated. Some programs allow you
to set up your INBOX so the message header and the first few lines in a message display. This may be enough to
handle the message.
Prioritize new messages.
Sort your messages by sender and date. Scan your INBOX for messages that need to be dealt with now.
Subscribe to one or two mailing lists.
A mailing list with just 25 members can result in lots of email. If you don't read your mailing list's messages, don't
just click the delete button. Take an extra minute to unsubscribe; it will save you time in the long run.
Use folders.
Don't leave all of your messages in your INBOX. Create folders to help keep your email organized. You'll be glad
when you need to locate an email sent months ago. Consider setting up folders with the following topics: now,
pending, later, junk, bills, etc. Once you have dealt with a message, drag messages to the appropriate folder. Some
email clients allow you to automatically file incoming email into folders. Filters look for messages with certain
criteria and put messages into appropriate folders.

Make it Easier
Get rid of junk mail.
Junk mail, or SPAM, is email that is sent to many people or groups, regardless of whether the recipients want to
receive it. Don't bother opening it if you don't recognize the sender and/or the subject line looks suspicious. Junk
mail filters can keep unwanted email out of your INBOX and deliver it to a junk mail folder. It takes a few minutes
to set up, but it is well worth it. Sometimes, non-junk mail messages get classified as junk and filtered into the junk
mail folder. Review messages in your junk mail folder before deleting them.
Create a signature.
A signature is somewhat like an online business card. Include your first and last name, position, business, and
contact information. You can insert your signatures after composing a message. It saves you from having to retype
this information again and again.
Set up an Auto Responder.
Send an automatic reply to people who send you email. This is especially useful when you are away from your
email (vacation, business trip, etc.).
Create ready-made responses.
Write text to answer common e-mail inquiries.
For example,
Thank you for your interest in Summer Adventures.

Summer Adventures is geared towards boys and girls aged 5-10. The program begins June 1, 2002. For more
information (including registration process and fees), please visit: http://www.summeradventures.com.

Regards,
Sally Smith

Director, Summer Adventures

12 Adventure Blvd.
Some City, NC 12345
(123) 555-1234

Keeping it Together
Use the address book.
The electronic equivalent to the traditional address book, your email client's address book is a convenient place to
store individual email addresses, home and work address, phone numbers, and more. Most programs let you set up
groups (a list of email addresses) for those you email frequently.
Use the calendar.
Your email client's calendar is similar to the traditional day planner. You can schedule events, list tasks, set up
reminders, send and receive invitations, add holidays, and even customize the view. Take advantage of the group
scheduling if possible.
Empty your Deleted Items folder occasionally.
Before permanently deleting messages, many email clients put deleted messages into a Deleted Items folder.
Review the email in this folder before emptying.
Don't readily give out your email address.
Unless it's required, don't give our your email address. You could end up with a lot of unwanted junk mail.
Consider creating a web mail account you use when shopping online, etc. When your web mail account becomes
overrun with junk mail, simply stop using the account and open a new one.

Challenge!
• Read your email client's Help files to discover features that can help you better manage your email.
 Managing Your Mailbox
Working With Folders
With Yahoo! Mail, you can organize the incoming and outgoing messages in your mailbox into different folders.
Several special-purpose, permanent folders come with your Yahoo! Mail account. You can’t remove or rename
these permanent folders.
• Inbox—By default, all incoming messages (except suspected spam) appear in your Inbox folder. You
can read your mail in the Inbox, then delete it, move it to another folder, or leave it in the Inbox.
• Draft—The Draft folder stores messages that you have composed but have not yet sent. A message that
you save in your Draft folder remains there until you either send it or delete it.
• Sent—You have the option of saving copies of the email messages you send in the Sent folder. This
makes it very easy for you to review or resend the message, if the need arises.
• Trash—When you delete messages in Yahoo! Mail, they are moved to the Trash folder. The Yahoo!
Mail server can delete messages in your Trash folder at any time without warning. You can also empty the
Trash folder yourself. Once messages are emptied from the Trash folder, they are permanently deleted from
the Yahoo! Mail server and cannot be recovered.
• Bulk—The first time you receive messages that the SpamGuard utility identifies as junk mail, it creates
an additional permanent folder labeled Bulk, where it stores these messages.
It’s easy to view the contents of any folder in your Yahoo! Mail account.

Here’s How
1. Go to your Yahoo! Mail Welcome page in a browser.

A list of all your folders appears on the left side of the page.
2. Click the name of the folder you wish to open.

The contents of the folder (that is, a list of the messages that it contains) are displayed.
3. To read a message in the folder, click the subject of the message.
 The message is displayed in the browser window.

Creating Folders
Yahoo! Mail allows you to create as many personal folders as you like so your email is easier to manage. Personal
folders help you organize your incoming and outgoing mail messages in ways that make sense to you.

Here’s How
1. Go to the folders list on the left side of your Yahoo! Mail page
2. Click the Add link next to the word Folders.

A user prompt window appears.

3. Enter a folder name in the window, then click the OK button.

Tip: Folder names cannot contain the ’ (single quote), + (plus), and @ (at) symbols.
Your new folder appears under the My Folders heading in the folders list.

4. To close your list of personal folders, click the Hide link located next to My Folders. If your list of folders
 is hidden and you want to open it, click the Show link.

Moving Messages Between Folders

You can move messages between personal folders in your Yahoo! Mail account, as well as between your Inbox
folder and your personal folders.

Here’s How
1. Open the folder containing the message that you want to move.
2. Check the box to the left of the message you want to transfer.

To move more than one message, check the box to the left of each message.
3. Select the destination folder from the Move... pull-down list near the top of the page.

The message is now in the destination folder.

Sorting Messages in a Folder
You can sort your messages by the date you received them, who you received them from, or their subject.
When you first view a folder’s contents, the messages are automatically sorted in descending order by the date they
were sent. The most recent messages appear at the top of the list.

You can sort the messages in any of your folders in a variety of ways using the following columns:
• Sender or Sent To—Every folder has a column titled either Sent To (the Sent and Draft folders) or Sender
(all other folders). This column displays the senders’ names for incoming messages and the recipients’
names for outgoing messages. If a name isn’t specified, the corresponding email address appears instead.
• Subject—The Subject column displays the subject, as the sender entered it, of each message in the folder.
• Date—The Date column displays the origination dates for the messages in the folder. A message’s
origination date is a time stamp indicating when the message was created.
Tip: Since messages can originate in the different time zones, it is sometimes misleading to compare these
dates.
• Size—The Size column displays the sizes, in kilobytes, of each message in the folder.

Here’s How
1. Open a folder to sort its contents.
The title of the column currently used for sorting is highlighted. The arrow button to the right of the title
indicates whether the messages are sorted in ascending order ( ) or descending order ( ).

2. To change the sort order from descending to ascending or vice versa, click the arrow button.

The direction of the arrow changes, and the contents of the folder are resorted in the opposite order.
 3. To sort the messages in a folder by a different column, click the column title, for example, Sender or Size.

The title of the newly selected column is highlighted and the contents of the folder

Renaming and Deleting Folders

You can change the name of a personal folder anytime or delete it completely when you no longer need it.

Here’s How
To rename a folder:
1. Click the Edit link at the top of the list of folders.

The Folders page appears, listing all your permanent and personal folders.
2. Click the Rename link next to the folder whose name you want to change.
 A window opens with the folder name highlighted for you to edit.
3. Enter the new name and then click OK.

Tip: Folder names can be letters, numbers, and the hyphen (-), space ( ), and underline (_) characters only.
The renamed folder appears in alphabetical order in the folder list.

4. Click the name of any folder or the Check Mail button to return to the regular Mail display.

To delete a folder:
1. Click the Edit link at the top of the list of folders.

The Folders page appears, listing all your permanent and personal folders.
Note: You can only delete empty folders, so be sure to move or delete all the messages in a folder before
you try to delete it.
2. Click the Delete link next to the folder whose name you want to change.

The folder disappears from the folder list.

3. Click the name of any folder or the Check Mail button to return to the regular Mail display.
 How Yahoo Mail Works

A world without the convenience of e-mail is hard to imagine -- which may explain, in part, why millions of us
have turned to Yahoo Mail and other free Web-based e-mail services for fast communications. While AOL, Prodigy
and CompuServe came earlier, Yahoo Inc. entered the field with Yahoo Mail in 1997 and has become a leader with
an estimated 250 million users worldwide [sources: Computerworld and Search Engine Journal].

© David Paul Morris/Getty Images

Yahoo mail is one of the most popular free e-mail services.
No matter which e-mail service we use, many of us use it frequently. A March 2007 survey conducted by the Pew
Internet and American Life Project indicated that 71 percent of U.S. adults use the Internet. Among those users, 91
percent send or read e-mail online, and 56 percent use e-mail every day. Looking at e-mails sent worldwide,
technology research firm IDC estimated that nearly 97 billion e-mails would be sent daily in 2007 [source: IDC].
Check Yahoo Mail and what it offers, and you'll see a lot more than simply being able to send and receive e-mail
messages. For starters, you can do that in 21 languages. A Yahoo Mail account also provides unlimited message
storage, e-mail search, contact lists, personalization, spam blockers and virus scanning.
Launched in August 2007, the new version of Yahoo Mail allows users to choose how they want to communicate,
switching among e-mail, chat and text-messaging options. This version also adds keyboard shortcuts, direct access
through RSS (Really Simple Syndication) feeds to changing Web content and mobile access from Internet-
equipped smartphones and PDAs.
In this article, we'll take a closer look at these and other features of Yahoo Mail and how to use them. First, let's see
how easy setting up a Yahoo Mail account is.
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Setting up a Yahoo Mail Account

Setting up a free Yahoo Mail account is easy, starting with a visit to the Yahoo Web site. Before you can sign into
Yahoo Mail, though, you need to register by choosing a Yahoo ID for your e-mail account and providing the
required information. Once you've done that, you're ready to complete the Yahoo Mail login and send your first e-
mail. Here are some steps to getting started.
 Image courtesy of Yahoo
Setting up a Yahoo Mail account is easy.
1. Go to http://info.mail.yahoo.com/ and click on the "Sign up now" box.
2. If you don't already have a Yahoo account, sign up for a Yahoo ID. You'll be asked for your name, gender,
country, ZIP code and e-mail address.
3. After that, you select an ID -- a name to use when you e-mail or send instant messages -- and a password to
use when signing in. You'll also be asked to select a security question (like your pet's name) to be used for
identification if you forget your password. Click acceptance of the service terms and privacy policy, and
your account will be set up.
4. Now, you're ready to sign in. Go to http://mail.yahoo.com from most browsers to connect to the sign-in
screen page. Just enter your Yahoo ID name and password, hit the "Sign In" button, and you'll be signed in
at your mail home page.
5. Below the "Sign In" area is a box you can click to remain signed in for two weeks. This reduces the number
of times you need to sign in, but for security purposes, don't check this if you're working on a shared
computer.
6. Forgot your ID or password? If so, click on the statement below the "Sign In" button. After you answer
some questions to verify your identity, you'll be sent your ID by e-mail or given the option of selecting a
new password.
7. To sign out when you're done, just click on the words "sign out" near the upper right of the screen page.
Getting to Know the Home Page
Before you send your first e-mail, let's look around the Mail home page for Yahoo Mail. (This is the version that
rolled out in August 2007. The older version, now called Mail Classic, had a slightly different setup and fewer
features.)
You'll see two boxes on the left side of the home page. The smaller, top box has a "Check Mail" button (to see your
new mail), a "New" button with drop-down menus (to compose and send e-mails and text messages, and to chat
with friends) and "Search Mail" (to hunt through folders for messages or specific text in them).
The bigger, lower box contains various icons that let you access mail folders, your contacts, a personal calendar
and a notepad, as well as add and view RSS feeds (to see the latest content from blogs, online news sources and
other Web sites you visit regularly) [source: What is RSS?].
At the top and middle of the page near your Yahoo ID, you can select your status for instant messaging with Yahoo
Messenger, switch to Mail Classic, view or change your account settings at the Member Center, or sign out.
The strip below that shows the number of your new, unread e-mails and your local weather. Below that is a panel
with updated news and other information, and events from your calendar appear at the bottom of the page. Above
the weather at the far right, you'll find drop-down menus to access mobile mail, mail options and help.
Next, let's see how you can send and receive e-mails.
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Basics of Using Yahoo Mail
The basics of using Yahoo Mail include, of course, sending and receiving messages. But Yahoo Mail basics also
include formatting e-mail messages, handling attachments, and saving, storing and deleting e-mail messages. You'll
see that's all fairly easy to do.
Formatting and Sending a Message
To send a message, start by clicking "New" in the upper left of your home page. Then click "E-mail Message," and
a new screen will open. Here's how to compose your message.
1. Type your contact's e-mail address after "To:" If you're sending the e-mail to more than one person, put a
comma and space after each name except the last one.
2. Use the "Cc:" line to add the addresses of anyone who should receive a copy of the e-mail. Click on the
letters "Show BCC" at the end of the "To" line to add for names of people who will receive the message
without the rest knowing or seeing their e-mail addresses.
3. After "Subject," write a few words that describe your e-mail topic. To reach someone you don't know well,
be very specific ("Agenda for HR meeting 2-21," "Thursday's U-12 soccer game") so that the e-mail doesn't
look like spam.
4. Type your message in the large Compose window. You can use elements from the bar below the subject line
to format the message with choices such typeface, size and color, or adding links or emoticons (faces made
of type that show emotions).
5. Check the spelling by clicking "Spelling" on the bar above "To:," and hit "Send" to send your message.
You'll get confirmation that the message was sent, and it'll automatically be saved in your Sent folder. By
clicking "Save Draft," you can save a partially written message in your Draft folder to finish and send later.
Clicking "Attach" allows you to add an attachment. We'll look at that process more closely on the next page.
Receiving, Responding and Saving
Yahoo Mail automatically checks for new mail every 10 minutes. You can tell you've received a message by the
number in parentheses after your inbox icon. You also can set an alert in Yahoo Messenger to make a sound
whenever a new e-mail arrives in Yahoo Mail. (Yahoo Messenger is free, but you need to download software and
register. For more information, see "How Yahoo Messenger Works.")

Image courtesy of Yahoo

Yahoo Mail allows users to select their screen view so they can preview messages.
Open the inbox, and you'll see your messages listed to the right with the most recent at the top. Unread messages
will be in bold type. Above the list is a control bar you can use to take action on each e-mail. You can click on:
• The message subject or sender to open and read the message. The message will appear in the reading pane
below your message list.
• "Reply" to respond, choosing to respond to just the sender or to all.
• "Forward" to send a copy of the message and any attachments to someone else.
• "Spam" to send the message to your folder of unwanted messages. (We'll talk more about spam and security
later in this article.)
• "Move" to save the message to another folder you've set up.
• "Print" to print out the message.
• "Delete" to move the message to your Trash folder. You can retrieve messages from the Trash if you haven't
emptied this folder yet.
Now that you've mastered the basics, let's take a look at Yahoo Mail's more advanced features, such as sending and
receiving attachments, storing and searching messages and accessing your e-mail away remotely.
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More Features of Yahoo Mail

Moving beyond the e-mail basics, let's take a look at more features of Yahoo Mail, such as e-mail attachments,
message archiving and searches and remote access to Yahoo Mail. We'll also see why some Yahoo users may prefer
to stick with the older version, Mail Classic, although it lacks some Yahoo Mail features.
Managing Attachments
Attachments are documents or images that you send with a message. You can
attach up to 10MB (megabytes) of files to each message. These can be word-
processing or spreadsheet documents, audio files, images and Web pages as
HTML files. Here's how to add an attachment:
1. Click "Attach" next to the paperclip above the Compose window.
2. Using the file-locating window, find the file you want to attach and
click "Open" or "OK."
3. The file name will appear above the Compose window. To add more
attachments, repeat this process. Yahoo Mail scans each outgoing
attachment for viruses.
When you open a message with a paperclip above it, you've received an
attachment. Here's how to download it:
1. Switch to "Full Message View" to see the name, type and size of the
attached file.
2. Click on the name of the file, and a virus scan will check the document. © Justin Sullivan/Getty Images
A window will open telling you if a threat was detected in the Users of Yahoo Mail can reach their
mailboxes from the main Yahoo page.
document.
3. Click "Cancel" if you don't want to open the attachment or "Download Attachment" if you do.
4. Another window will let you choose to save the file to your computer's hard drive, to just open and view it,
or to cancel.
Message Archiving and Searches
Yahoo Mail allows you to set up folders to store and manage your messages. Several folders exist automatically at
the left of the home screen -- Inbox, Drafts, Sent, Spam, Trash, Contacts and All Feeds. Below that is a section for
the folders you create. To create a folder, click on "Add" next to the My Folders icon. A new untitled folder will
appear below. Click twice on "untitled" to open a box where you can rename the folder. To add messages to the
folder, drop and drag them from your inbox or other folders.
You'll probably want to search at some point for information like an address, a document or a name you need.
Here's how.
1. Find the search window, upper left with a magnifying glass icon and the words "Find Messages."
2. Type what you need to find -- a name, a word in a message or attachment, or a subject.
3. Click "Go," or press "Enter."
4. A tab will open listing all the messages that contain what you want, including in attachments.
5. Click on the message you want to open.
Remote Access
You can access Yahoo Mail by going to http://mail.yahoo.com and signing on from any PC running Windows 2000
or later that has Web access via Internet Explorer 5.5 or higher, Firefox 1.0 and newer, or Mozilla Suite 1.7. With a
Mac running Mac OSX 10.0 or newer, you need Web access via Firefox 1.0 or newer, or Mozilla Suite 1.7. (We'll
talk about mobile access later.)
Yahoo Mail vs. Yahoo Classic
Not all features of Yahoo Mail are available for some browsers or for Macintosh computers. You can switch back to
Mail Classic at any time by hitting the "Switch Back" link at the upper left of your home page.
Yahoo Mail offers plenty of tools to make e-mailing easier. Next, let's take a closer look at some of them.
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Convenient Tools for Yahoo Mail

Convenient tools for Yahoo Mail like keyboard shortcuts can save time and make this e-mail system easier to use.
Yahoo Contacts update contact information quickly, and spam screening and mail filters help with security. Other
Yahoo Mail tools let you add a personalized signature to messages or send a vacation response when you're away.
Keyboard Shortcuts
With keyboard shortcuts, you can do what you want more quickly. To create a new message, for instance, press the
"n" key. To print, press "p." For a list of keyboard shortcuts, go to Yahoo Help.
Yahoo Contacts
Yahoo Contacts work like an address book
http://cms.howstuffworks.com/images/skins/hsw/button_savechanges.png Save Changeswith more functions. You
can store all of your contact information about people and companies -- and access it anywhere via the Web or print
it out. You can also access that information to send single or group e-mails or to add to contacts from e-mails.

Image courtesy of Yahoo

Signing into your Yahoo Mail account lets you access other Yahoo services including Yahoo Messenger.
To add contacts and their information, click on "Add" next to the Contacts icon. Enter the information, and click
"Save." To add information later, click twice on the contact's name or click "Edit." Once you've added a name, you
can use Address AutoComplete in sending messages. When you're composing a message, type just the first couple
of letters of the person's name after "To:" to access possible names. Click the one you want, and the correct address
will be filled in.
To add a contact from e-mail, click "Add Contact" next to the sender's name in an open e-mail message. A window
will show the person's name and e-mail address. Add whatever information you want, click "Save" and the person
is added to your contacts.
Spam and Security
Yahoo Mail defines spam as any message sent to more than one person who didn't specifically request it. Usually
spam advertises unwanted goods or services. Yahoo Mail automatically places questionable incoming e-mails in
your Spam folder. Some of these may be legitimate but not from a recognized contact. You can review the folder to
make sure none of the e-mails are ones you want. If they are, you can move them to your Inbox or other folders. If
they're not, you can delete them or wait for them to be deleted automatically.
You also can use mail filters to block images or specific addresses. To do either, go to "Options," then "Mail
Options" and then the Spam option. You can choose to show images except in the Spam folder, show only those
from contacts and certified senders, or block all images. You can block an individual address or all from a specific
domain.
Personalized Signature and Vacation Response
Mail options let you personalize your messages. With this option, you can create a signature with a saying or
contact information to appear at the bottom of each message you send. You also can send a vacation response
automatically to anyone who e-mails you while you're away.
For either option, start by clicking "Options" at the upper right of the home page and then selecting "Mail Options."
You'll see a menu to the left.
 Click on "Signature" to open a space where you can write your signature for outgoing messages. Type it in,
and click "Save Changes."
 Click on "Vacation Response" for auto-response while you're gone. Check "Enable auto-response," and
select the start and stop dates for the service. Type your message in the box, and click "Save Changes."
Innovations for Yahoo Mail go beyond e-mailing to add chat, text messaging and mobile access. Go to the next
page to learn more about these options.
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New Innovations for Yahoo Mail

Innovations for Yahoo Mail take you beyond e-mail. You can choose how you want to communicate a message --
by e-mail, chat or text message -- or have mobile access to messages, your contact list and other folders. You can
use RSS feeds to receive content from Web sites with constantly changing information. Let's take a closer look at
these Yahoo Mail innovations.
Chat and Text Messaging
When you send an e-mail, you have to wait for the person to receive it, read it and respond. Chat lets you exchange
messages in real time for instant response. If you see a friend is online, for example, you can convert an e-mail
message to chat and get an immediate answer. Your contact will need to have a Yahoo ID or Windows Live
Messenger ID and be signed into Yahoo Mail, Yahoo Messenger or a compatible instant-messaging program.

Image courtesy of Yahoo

Yahoo Mail users can conduct instant messaging with contacts.
Your chat status is shown in the header to your mail page. Change your status to "Available," and you'll see which
of your contacts are also available online. They'll have an orange circle in front of their names on your contact list.
To chat with someone, click on his name, and a chat window will open.
Text messaging lets you talk to Yahoo contacts on their mobile devices. To send a text message, choose "Text
Message (SMS)" from the "New" menu. A message window will open where you can type the person's name or
mobile number and a message of up to 158 characters. Then click "Enter" or "Send." Their response will appear in
the same area.
Mobile Access
With Yahoo Mail for Mobile, you can send and receive e-mail, as well as access your e-mail messages, attachments
and contact list. You also can be notified instantly when a new e-mail message arrives. For more about mobile
services, go to http://mobile.yahoo.com/mail.
RSS Feeds
RSS technology lets you subscribe to content from Web sites -- such as news, weather, sports or stock reports --
through RSS feeds. The content comes automatically as a series of article summaries.
You'll see an "All RSS" folder at the left of your mail page. Click this to see the list of feeds to which you're
subscribed. Some came automatically with Yahoo Mail. Click on a feed to see its summaries in the window to the
right. You can click on any summary to read the full article. An orange icon next to the feed indicates that you have
new, unread information in the feed.
To add a feed, you can click the "Add" link next to All Feeds and then click the "Add" button next to one of the
RSS feeds on the list. Or you can search for feeds and add them, using the search feature in "Add Content." Click a
feed's "Add" button to add it to your list. To unsubscribe, select a feed on the list and click "Remove."
There's plenty more to Yahoo Mail -- and Yahoo continues to add features as new technology evolves. For more
than we've provided here, the Yahoo Mail Help section offers tutorials, answers to frequently asked questions and
other advice to make Yahoo Mail easier to use. For lots more information about Yahoo Mail and related topics,
follow the links on the next page.
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 Gmail Basics
Since its early beginnings which date all the way back to 2004, Gmail has offered users innovative
features such as a gigabyte of free storage, built-in search functions and message groupings.
These features have ensured Gmail's place as a top-rated e-mail provider. In October 2007, Gmail
was estimated to be the third largest free e-mail service with 87 million users worldwide, based on
data from comScore Media Metrix. Yahoo Mail led the way with approximately 262 million users
followed by about 256 million users for second-place MSN Hotmail (now Windows Live e-mail)
[source: TechNewsWorld].
While AOL and Yahoo have offered Web-based mail since the 1990s, Gmail started as an internal e-
mail service at Google Inc. Originally the service was offered by invitation to Google members in
April 2004. In February 2007, Google offered Gmail to everyone [source: Google history].

Image courtesy of Google

Gmail is a popular free e-mail service powered by Google.
Since then, Google has expanded the e-mail service's features to include group chat with AIM (AOL
Instant Messenger) users, Gmail for mobile devices, access to e-mail from other services like AOL
or Yahoo Mail, virus scanning, spam control, shortcuts and more. Gmail also provides messaging in
40 languages and allows attachments up to 20 megabytes in size [source: Google history].
In this HowStuffWorks article, we'll take a closer look at these and other Gmail features. First, let's
see how easy it is to set up an account and go through Gmail sign in.
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Getting started with Gmail is simple, beginning with signing up for a Google account. Once you
have that, you can complete the Gmail login and send your first e-mail. Here are some steps to take
you to Gmail sign in.

Image courtesy of Google

 Setting up an account with Gmail is easy.
1. Go to Google, and click on "Sign up for Gmail" at the lower right.
2. If you already have a Google account, click on "Sign In Here" on the next screen. If you
don't have an account, you can sign up for one. You'll be asked to give your name and
country and to choose a login name and password to use each time you access your Gmail.
You'll also be asked to select and answer a security question (like your first phone number)
to use for identification if you forget your password. Click acceptance of the terms of service
and privacy policy, and your account will be set up.
3. Now, you're ready to sign in. Go to Google from most browsers to connect to the sign-in
screen page. Enter your user name (with "@gmail.com" at the end) and password at the
right, click "Sign In," and you'll be signed in at your mail home page.
4. Below the Sign In area is a box you can click to remain signed in. For security, don't check
this if you're working on a shared computer.
5. Forgot your ID or password? If so, click "I cannot access my account" below the Sign In
button. After answering questions to verify your identity, you'll be contacted by e-mail with
instructions.
6. To sign out when you're done, just click on the words "Sign Out" at the far upper right of the
screen page.
By going to "Settings" at the upper right, you can make personalized changes for Gmail. For
instance, click "Settings" and then "General." On this screen, you can select the language you want
to use, personalize e-mails with your picture and add a signature -- such as your name, address and
phone numbers -- that'll appear on every e-mail you send. You also can set up a vacation responder,
a response that'll be sent automatically to anyone who e-mails while you're gone. Be sure to click
"Save Changes" after you make any changes to settings.
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Gmail basics start with learning to use e-mail -- in other words, sending a message or receiving a
message. After that, you'll want to send e-mail attachments, archive messages and use Google
search to find information in e-mails.
Sending a Message
To send a message, click "Compose Mail" at the top left. Then type the receiver's address after "To."
If you've added addresses to your contact list, you can type the first letter or two of the name for
auto-complete, which lets you pick the name you want.

Image courtesy of Google

 Gmail's left panel shows new messages and folders, the middle pane shows e-mails received.
Click on "Add Cc" to add addresses for people whose responses are welcome but not required.
Click on "Bcc" to add recipients whose names and addresses will be hidden.

Next, enter your topic after "Subject," and type your message in the large box. Using the symbols
above the box, you can change the formatting, font and color of the text. You can also check
spelling, add links and attach files. (You'll learn more about attachments later on this page.)

Gmail automatically saves your message in draft every few minutes while you're writing. When
your message is complete, click "Send." A confirmation above the window will show your message
was sent. If you don't want to save the draft message, delete it from the Draft folder.
Receiving a Message and Responding
Check the tally number next to your Inbox to see if you have new messages. Gmail checks for new
messages every two minutes and updates the tally.
Gmail saves a "conversation" of each original message and all replies. When you open a message,
the newest in the conversation is on top with the rest stacked below. To read all the messages in the
conversation, click "Expand All."
To print a message, click the down arrow next to "Reply" and select "Print." To print the whole
conversation, click "Print all."
To forward an individual message, open it and click "Forward" from below the message area. Enter
recipients' addresses and add any notes to the message. Click "Send."
Using Attachments
With Gmail, attachments like documents, photos or video are easy to add and read. To attach a file
to a message, click "Attach a file" under the Subject field. Find the file you want to attach, and click
"Open." "Attach another file" lets you repeat the process. To remove an attached file, click
"Remove."
To view an attachment, open the message, click "Download" at the message's bottom and then
"Open" or "Save." To view an attachment without downloading, click "View as HTML" after you
open the message. You also can open Microsoft Excel files as Google spreadsheets and Microsoft
Word files as Google docs.
Message Archives
Archiving lets you move messages from the inbox to All Mail for storage. You can find information
in these e-mails later by using the search tool. To archive a message, check the box next to the
sender's name and click "Archive." If someone responds to a message you've archived, the whole
conversation reappears in your inbox.
Gmail has plenty of features beyond the basics. Next, let's look at some of them, such as security
filters, Gmail Notifier to announce new mail, and "retrieve and respond" to access messages from
other e-mail services.
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Gmail features make e-mail easier and more convenient. Let's take a closer look at some like Gmail
Notifier, which can alert you when you have a new message, and Mail Fetcher, which allows you to
retrieve e-mail from other services, like Yahoo Mail or AOL.
 Image courtesy of Google
Gmail users can create their filters for
sending and receiving e-mails.
Gmail Notifier
This downloadable application lets you know when you have new Gmail messages -- without
opening your browser. The Notifier automatically checks for new messages every two minutes.
With it, you can see a brief section of text from up to 30 messages and select a sound to indicate
you have new mail.
Running Gmail Notifier requires Windows 2000, Windows XP or a newer version of Windows.
Mac users need OS X 10.3.8 or later to run the Notifier, which can also alert them of upcoming
events recorded on Google Calendar.
Mail Fetcher
This feature lets you fetch and download messages from up to five other e-mail accounts. Mail
Fetcher will check all of the accounts regularly so that mail from them appears automatically in
Gmail. Accounts that you want to access must be POP (Post Office Protocol) access enabled. POP
allows users to download messages from Gmail's servers so e-mail can be accessed without an
Internet connection.
Contact Groups
By creating a contact group, you can quickly send e-mails to everyone in the group. To create a
group, click "Contacts" at the left and then "New Group" in the top left corner. Enter the name of
the group and click "OK."
To fill the group with contacts, select the contacts you want in the Contacts list. Then open the
Groups menu, and under "Add to . . .," select the group you want.
For later additions, enter the contact's name or e-mail address in the "Add this to group" box below
the contact list.
To send a message to the group, go to the Compose window. After "To:" enter the first few letters of
the contact group's name. Choose from the list that auto-complete suggests and write and send your
message.
Security and Spam
Gmail is security conscious, starting with virus scans of every attachment you send. Every
attachment you receive is scanned twice, when it's delivered and when you open the message.
Questionable e-mails go directly into the spam folder. To remove spam from your inbox, select the
unwanted message and click "Report Spam."
You also can send unwanted mail from specific addresses or domains directly to the trash by setting
up a filter. Click "Create a filter" under the search box. Fill in fields with your criteria for the filter,
and click "Next Step." Choose how you want the e-mails handled by checking a box such as
"Delete it." Then click "Create Filter."
Parental Controls
Children under age 13 need parental permission to create a Gmail account. Parents also can use
mail filters to block unwanted mail from reaching their children.
Gmail also recommends that parents:
• Keep their child's computer in a public area of the house so they can monitor online activity.
• Download parental control software or use browser settings that can block unwanted visits
to inappropriate sites.
• Discuss appropriate e-mail communication and behavior.
• Advise children not to download attachments from unknown senders -- and to check with an
adult if they're unsure.
• Tell children not to give identifiable photos or information over e-mail or in chats,
particularly to strangers.
Gmail continues to look at new ways to send and receive e-mail. Keep reading to learn how you can
use Gmail for chat, instant messaging with AIM users, e-mailing from mobile devices and mail with
voice.
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Gmail innovations go beyond simply handling e-mail on your personal computer. With Gmail from
Google, you can chat with a friend or in groups, instant message (IM) with other AIM users, take
advantage of mail with voice and use Gmail for Mobile from your BlackBerry, iPhone or other
mobile device.
Mail with Voice
If you're also signed into downloadable Google Talk while using Gmail's chat features, you can
make and receive voice calls. A "Call" button will appear next to your contacts' profiles. Unless that
button appears gray, the person is available to talk.
Your contacts also can leave you voice messages using Google Talk's voicemail. These will appear
as special messages in your inbox. They have the subject "Voicemail from ContactName (x
seconds)" and appear with a telephone icon. To hear voicemail, click "Play" in the conversation
view.
 Image courtesy of Google
Gmail lets users chat with friends directly from their inbox.
Gmail Chat
Like Google Talk, Gmail allows you to chat with just one person or with a group. You can chat with
anyone on your chat list who has a colored ball next to his or her name. Go to "Chat" and find and
click on the name of the person you want. That will open a chat window, so enter your message and
press "Enter."
You also can search for a contact by entering the name you want in the box at the top of Chat. Or
you can search for the person you want from your Contacts list and then click the Chat link. When
you're finished chatting, click the x in the top right corner of the chat window. Chat works with
Internet Explorer 6.0+ or Firefox 1.0+ but not with Safari or other browsers. Chats are saved and
can be searched.
Group chat lets you talk with an unlimited number of contacts at once. Here's how to set it up:
1. Start a chat with one person in your Contacts list.
2. Click "Options" at the bottom left of the chat window, and select "Group Chat."
3. Enter the names of contacts you want to add in "Add a person to this chat."
4. To end the chat, click the x in the corner of the chat window. The group chat continues until
everyone has left.
Chat/IM with AIM Users
With Gmail chat, you can sign into your AIM account from Gmail to chat with AIM buddies.
They're listed among your contacts, and you can search for them. To chat, you just click on a name
on your chat list and type a message.
Gmail for Mobile
Gmail for mobile can be accessed through a smartphone's Web browser or from an application
downloaded to the phone. To access by browser, point your phone's browser to Gmail. The interface
makes it appear as if you're using Gmail on your computer.
Downloadable Gmail for mobile also keeps your actions in sync with your Gmail account, but it's
faster and uses less data than the browser version. To try downloadable Gmail for mobile, point the
phone's browser to Gmail applications.
Either version provides Gmail functions like search and conversation view. And both have
automatic synching so anything you do in Gmail from your phone is also shown in your regular
Gmail account.
This article gives an overiew of Gmail services, but Google keeps upgrading and adding to its
offerings.
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Gmail Labels and Filters

I've heard some people complain
about having no folders in Gmail. I
say hooray, because Gmail has
something better: labels. When you
view an email, you can label it,
which is a lot like moving it to a
folder. Only it's more powerful
because your emails don't actually
move. You can have an email with
multiple labels, and it can still sit in
your inbox. Labels you've created are listed on the left hand side of your Gmail window, and when
you click on a label, Gmail will search through ALL your emails and find the ones tagged with that
label. You can create as many labels as you need and when a new email comes in, select a label that
is appropriate for that email. Gmail Labels can be renamed or deleted if desired. Just remember that
deleting a label does NOT remove any emails that were tagged with that label.
In addition, Google has a "star" feature, so you can flag
conversations that are important to you. It makes those emails easier
to see in your inbox, and easier to find later. Just hit the "Starred"
link on the left side of the Gmail window, and all of your starred
conversations will be displayed. You can even use labels and stars
together, if needed.
like most email programs, Gmail has filters and rules for
automatically taking certain actions when new emails arrive. If you
get regular emails from Aunt Betty, you can have a filter tag them all
with a Family label. Or you can automatically archive, forward or delete certain emails, based on
any combination of the sender, subject, message text, or the presense of an attachment. I use Gmail
filters to control spam, label or star certain messages, and even forward specific emails to my cell
phone. Just click on Create a filter near the top of the Gmail window to add email filters or manage
your existing filters.

Spam and Junk Mail Handling With Gmail

Gmail automatically recognizes many spam messages you get, and like other systems, moves them
from your inbox to a Spam bin. Although Gmail seems to to a very good job of filtering out the bad
and keeping the good, you should occasionally peruse the Spam bucket to see if anything slipped
through. If you think something really is junk mail, and Gmail didn't flag it as such, just select it
and then click the Report Spam button. This not only banishes it from your Inbox, it will help Gmail
do a better job of filtering in the future. It's also a good idea to add friends, relatives and colleagues
to your Contacts list, to prevent their emails from being accidentally labeled as spam.
I've never seen it documented, but I think Gmail uses a collaborative spam filtering system, in
which the spam/not-spam decisions made by ALL Gmail users are taken into account in order to
make the filters more effective and dynamic. I've come to believe this is true because I see more
spam slip through in the early morning hours (when not many people are online) than I do in the
afternoon when usage is highest. It seems that if lots of people get the same spam message, and
report it as Spam, then the filters are tweaked and copies of that spam that come in later are
automatically blocked.
Some people even use Gmail as a spam filter for other email systems. Because Gmail allows you to
access messages via POP3 or IMAP, you can direct your email to a Gmail address, and pull it into a
traditional email client such as Outlook, Eudora or Apple Mail -- minus the spam.

Gmail Keyboard Shortcuts

Gmail has some handy keyboard shortcuts to eliminate lots of pointing and clicking with your
mouse. Using these will save you time and may even reduce your changes of getting carpal tunnel
syndrome. Here are some of the keyboard shortcuts that I use often:
c Compose
/ Search
k Move cursor to next item
j Move cursor to previous item
Enter Open the highlighted message
u Return to Inbox
y Archive message
x Select a message
s Star a message
! Report spam
r Reply
a Reply all
f Forward
# Delete

Advanced Searching in Gmail

Gmail makes it super easy to find anything you've
sent or received. You don't have to go poking
through each and every folder one by one, or
search on any specific field, such as sender,
subject or keyword. Just enter your search words
in the search box at the top of the Gmail window
and whack that big Search Mail button. Gmail
will display all the messages that match, if your
keywords appear in the sender's name, the subject
line, or the message text. I find this incredibly
powerful, because it's like doing a Google search
across all your emails.
Let's say I want to find an email that my friend
Dave sent me a few months ago, asking about that
new Panda Calc spreadsheet. I just enter dave
panda in the search box, and Gmail finds it for
me. If Gmail finds too many messages, you can narrow down your search by typing from:dave
subject:panda or similar. Sometimes I search with a label and a keyword like this: Label:TODO
johnson to narrow things down. If you know the date range of the message(s) you're after, you can
specify it like this: after:2007/01/15 or before:2007/03/30.
For complex searches, you can also throw in boolean search operators such as OR (must be in
CAPS), the minus (-) sign, or parentheses. I should mention that you never need to specify AND in
your searches, it always implied when you give more than one search term. Oh, and you don't have
to remember all those search modifiers. Just click on Show search options near the top of the
Gmail windows and you can enter you search terms in a convenient form.

Tweaking Advanced Gmail Settings

If you click the Settings link at the top of the Gmail window,
you can customize many options that control the way Gmail
works. For example, I like run with a big screen, so I
changed the Maximum page size setting to show the
maximum of 100 conversations per page. You can also
customize your signature for outgoing emails, or use the built-in vacation autoresponder to send
an automatic reply message when you're away. Only one auto-reply will be sent to a given sender
within a 4 day period.
Click the Accounts tab to access even more settings. I
find it very handy to be able to change my From:
address so that outgoing mails are sent as
"bob@rankin.org" instead of my default
"bobrankin@gmail.com" address. This allows you to
use Gmail and still send messages "from" a business
address. Nobody need ever know that you're using
Gmail and not your own email server. The
Forwarding tab lets you forward a copy of incoming
mail to any email address and optionall keep a copy in
your Gmail inbox.
You can also use this page to configure Gmail to get mail from other email accounts via POP3 or
IMAP, reset your password, or change your security question. And if you really like Gmail, you can
provide a private label, industrial strength version to your employees. For $50 a year (per account),
the Premier Edition gives you 25 GB of storage, a 99.9% uptime guarantee for email, the option to
turn off all ads, policy management tools, access to an application progamming interface and 24/7
phone support.
Gmail's ease of use and generous storage space for emails makes it an ideal web-based email
service for work or personal use. With the advanced Gmail features, it becomes easier to organize,
find and filter your messages. Explore the Settings and customize Gmail to suit your own special
needs.
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Gmail Basics – ©By Lynda Ward 2008

Compose Mail – Click to create an email.

Inbox – This shows if you have any new emails. Gmail checks every 2 minutes.
Starred – If you have starred any important emails, they will show up here as well as in the Inbox
Chats – You can chat with your contacts.
Sent Mail – Copies of any emails you send will appear here.
Drafts – If you have saved an email but not sent it yet, it will appear here.
All Mail – Shows every email you have, inc starred.
Spam – If you receive an email from an unknown sender or someone not in your contacts, it will appear here.
Trash – Emails that you have deleted will appear here. You still need to completely delete them from trash.
Contacts – Where you input new email addresses for family and friends etc.

Lynda Ward – This always states your name. Also the green circle represents your current status online.
Search, add .... - This is where you can chat with others using Gmail, or those in your contacts list.
Label – Gmail uses labels to identify particular emails. You can set up as many as you like.
Invite a friend – Gmail used to be by invite only. You will always have many invites that you can give to friends etc.
 Gmail Basics – ©By Lynda Ward 2008

Web clips

New email

Starred email
Older emails – These have been read

Labels

Usage so far

Archive Report Delete – This

important Spam – puts emails
emails This will into your
put emails Trash
in your
Spam
 Gmail Basics – ©By Lynda Ward 2008

Spam – Dodgy emails i.e. Not from your contacts/unsolicited/no subject

Trash – Emails that have been deleted will appear here

Add Contact/Add Group

Contact info
Groups

Contacts
 Gmail Basics – ©By Lynda Ward 2008

Labels – Use these to identify certain types of email

Chat – Use this to chat with those in your contact list

Docs – Word Processor and Spreadsheet www.

Top Left/Right –
of screen

Settings – Allows you to create filters/signature etc

Your email address in full

 Gmail Basics – ©By Lynda Ward 2008

Documents

File structure is the same – Create folders for multiple files etc

Google Docs – To create a new WP/Spreadsheet document, just click on drop down menu arrow next to 'New'. Select appropriate document type.
Gmail Basics – ©By Lynda Ward 2008

General Settings – Here you can create a signature etc

After making any alterations you will need to click 'Save Changes' for those changes to take affect

Filters – You can set filters for particular types of email

 Gmail Basics – ©By Lynda Ward 2008

In Settings – You can create a signature. This is text that appears at the bottom of every email you send out. Most
web based emails allow you to have a signature, except Tiscali. After filling this in you will need to 'Save Changes'.
How to Use Gmail
Writing an email in Gmail is simple. Click “Compose Mail” and an email screen will appear in
front of you. Gmail has recently added features that allow you to format your text, and enable you
to add hyperlinks to your emails.
Emails are arranged in conversations and not by individual messages. This allows you to view a
message and all the replies to that message on a single screen. However, this does not always work,
especially if the subject of the email changes.
Organizing and Finding Emails in Gmail
Gmail does not allow for folders in your email account. However, it allows you to assign labels to
an email, which allows you to categorize emails. Clicking on a certain label will show you all
emails with that label.
Gmail also allows you to search your email. You can search by subject, title, and date. You can
also search for words that appear in an email. Gmail also allows you to search deleted messages
that are in your trash folder.

No point in deleting
With Google Mail, or “Gmail” if you want to sound savvy, you are offered an amount of cyber-
space storage that is constantly increasing. Literally. Once you sign up, you can watch the counter
increase. Don’t ask me how hey do it, but what this means is that you never have to worry about
whether an email might be important to have at some vague point in the future, because you don’t
have to delete anything. Instead, you clear it from your inbox by adding it to your “archive”. It
makes you a virtual pack rat with no draw backs. You might wonder how you keep your archive
organized, but remember: this is Google. Finding stuff is their bread and butter. You simply search
for any number of key words from whichever email you want to find, and in less time than it takes
to double click, there it is, the subject line staring you in the face.

Say goodbye to words you hate

The other great feature Gmail gives you is the use of labels. A label is a filter you assign which
automatically places emails with the designated word or phrase in their subject line in a folder
safely separated from your inbox. Adding labels for words like “dear subscriber,” “free money,” and
“enlargement” have worked wonders for the state of countless inboxes.

But what is spam?

One word of caution. Everyone’s Gmail account comes with an already functioning spam filter. For
the most part this is fantastic. But Google’s method of identifying spam is not flawless.
Occasionally, a potentially useful email from an organization that you legitimately belong to will
get identified as spam and end up never seeing the light of your inbox. But then again if you feel
like you’re missing out you can always just do a search for it.

Flooded Inbox? What You Can Do About Spam

Walks to the mailbox can often be marred by pulling out piles of unwanted mail. Letters from credit
card companies and other envelopes carrying offers that can’t be refused seem to proliferate in the
dark shadows of your mailbox. Fortunately, your ire against such junk mail can be easily resolved
as you rip the letters to pieces or feed them to your paper shredder. Ah, the therapeutic benefits.
But where are those benefits when it comes to the electronic world? Everyday, you open your email
inbox to discover a plethora of unwanted messages offering everything under the sun, from Viagra
to Antivirus software and beyond. Unfortunately, the click of a button does little to relieve the
agitation of receiving such mass emailings. What adds to the frustration is that we often receive the
very same offer multiple times, filling up our inboxes, confiscating memory space, occupying
bandwidth time, and wasting our time as we try—often vainly—to get the messages to stop.
So what can be done to stop the ever insidious spam?

What Is Spam?
There’s a difference between legitimate email and spam. At the core of the difference is this: one
you want to receive, the other you don’t. When fighting the spam battle, this distinction is very
important.
Chances are that some of the messages that clutter your inbox are messages you opted to receive—
even if you don’t remember saying that you wanted them. Many legitimate businesses offer to send
you promotions and updates when you register on their web sites. Such messages should not be
reported as spam—you did, after all, ask for them to be sent to you. In such cases, legitimate
businesses will have an opt-out procedure that will terminate the messages. These messages are also
easily identified. The sender will be a familiar name, on that you recognize.
It’s the messages that come from senders that you don’t recognize that are the problem. These are
the emails that you did not ask to receive; the ones that you would like to get rid of, but cannot.
Unfortunately, spam is a reality of online life. With the growth of technology and the spread of
information, spamming is incredibly easy to perpetrate. Your email address can be gleaned from any
number of sources, and can even be produced at random by some programs. No matter what you
do, you will receive some spam. But there are things you can do to cut back on the amount that you
are receiving.

Preventing Spam
When it comes to stopping the spread of spam, the key is to protect your information. If spammers
cannot find your email address, they can’t send you spam. So how do you protect your information?
Try these five preventative steps.
1. Never post your email address on the web. Try this activity: search Google for your email
address. If you find it in a search, then so can a spammer. Even if you don’t, be aware that
posting your email address on the web—in chatrooms, usenets, newsgroups, discussion or
bulletin boards, or on web pages—makes that email address available to anyone, anywhere.
2. Read the privacy policies when registering with a website. Check to see if the privacy policy
states whether they do or do not sell your contact information to list subscribers. Most
companies do not sell your information, but some do. Watch carefully and consider the risks.
Even if the policy states that lists are only available to subscribers doesn’t mean that a
spammer isn’t subscribed. If you are on a legitimate email publisher list, check to see if you
can gain access to that list. If you can, so can a spammer.
3. Be extremely careful when forwarding messages. If you forward a message, then someone
else might as well—and then the next person, and the next, and the next.…Eventually, that
message could end up in a spammer’s inbox, and, lucky day, look at all those legitimate
email addresses in the message. If you are going to forward a message, delete the email
addresses that are already displayed there and make sure that those you are forwarding to do
the same. Don’t make a spammer’s job easier.
4. Never click on anything in a spam message. This includes any unsubscribe or opt-out
buttons. More often than not, clickable options in spam are just a means of verifying email
 addresses. Certain programs used by spammers create random email addresses and then send
out messages to those addresses, whether they are real or not. By clicking on a link in the
message, you are effectively telling the spammer that not only is this a legitimate email
address, but you also read your messages—a prime candidate for spam. Even if the spammer
does remove you from their lists, they now know that your email address is valid, and thus
worth much more when they decide to sell their emailing lists.
5. Turn off the “fetch” option. Many email programs have a “fetch” option that tells the
computer to go out and fetch any images that appear in the message. These images are often
a means of once again verifying legitimate email addresses. When your computer goes out
in search of the images, it tells the sender to send the messages to your address—giving the
spammer a valid email address. While it may not be visually appealing to not have images
retrieved automatically into email messages, it will hamper the efforts of spammers. A
simple right-click will retrieve the images from legitimate messages if you want them.

Stopping Spam
Great strides are being made in creating programs that can stop spam from reaching you. At the
same time, spammers are taking great strides to circumvent these programs. Again, you’ll probably
never be free of spam, but there are a few things you can do to stem the rush.

Create Two Email Addresses

One of the simplest actions you can take to prevent spam is to create two email addresses—one for
personal email and the other for junk. Use your junk email address for anything that might result in
receiving spam, such as websites that require your email to register but don’t state that they won’t
sell your contact information in their privacy policy. Limit the use of your private email address for
friends and family—just the people you trust. And protect that address. Ask people that receive
email from your private address to protect that information as well (such as deleting it when
forwarding messages you sent).

Spam Filters
Spam filters rely on keywords to determine if a message is spam or not. These filters can be reliable
and effective. Check with your email provider to see if they have a built-in filter. If they don’t, you
can purchase one.
Keyword filters, however, have their drawbacks. Because they rely on keywords to identify spam,
they can erroneously mark a legitimate message as spam. Take, for instance, the word “breast.”
Many keyword filters will mark this word as a keyword for spam offering pornography. But what if
that message was a newsletter from the National Breast Cancer Society? Keyword filters can be a
two-edged sword in this regard.
Additionally, spammers can work around keyword filters by not including keywords in the text of
their messages. The next time you get a message about Viagra, look to see if “Viagra” is actually in
the text of the message. Remember, the text of the message does not include the gif or jpeg that is
downloaded with the message. Keyword filters only “read” the text of a message, not the image.
Often times, spammers use incoherent text, or horribly misspelled text, in their spam all with the
hopes of fooling a keyword filter.
So, while spam filters can stop some spam, it won’t catch all of it. Or it may catch things you don’t
want caught. If you have signed up to receive an internet publication, find out what your service
provider is doing to block spam. If their efforts would block the emails you want to receive, fill out
a request that they be allowed to pass through the blocks.
Never Purchase Spam-Made Offers
More often than not, offers made through spam messages are not legitimate. They are really just an
attempt to get your information—especially your purchasing information. Before you decide to
purchase something from any message, consider the source and the offer. Would Norton Antivirus
actually offer their product at drastically reduced prices through 3edcid39r@ghurmeno.com?
Even if the offer is legitimate, purchasing the product through spammers only encourages more
spamming. That’s why people still send out spam—somewhere, someone is buying what they’re
selling. If no one ever bought anything offered in spam, spam would soon die out.

If You’re Going to Complain, Make Sure the Complaint Is Heard

If you think about it, sending a complaint to the source of a spam message really does little good.
First, the sender address is probably completely fabricated. Most likely your message will bounce
back with an error message. Second, think about who you’re sending your complaint to in the first
place. Spammers don’t care how much they may be bothering you; if they did, they wouldn’t have
sent the message without your permission in the first place. Sending a complaint only tells the
spammer that your email is a valid one. Additionally, many spammers hide their tracks so well that
the originator of the message cannot be found. Or, worse, they don someone else’s identity to send
out the message, thus directing your wrath on an innocent bystander.
Rather than sending complaints to the spammer, send them to their service providers. Many service
providers take complaints of this nature very seriously—especially if they receive large quantities
of them. Once you have the ISP (Internet Service Provider), forward the spam to them with a
message stating that you no longer wish to receive mass emailings like the one you’re reporting.
Most ISP’s use a ABUSE@[domain name] email address for such complaints. You may have to go
to the individual ISP pages to find the specific email if this doesn’t work.
Many ISPs also offer an automated complaint program. You can use these, but it is advisable to
send a manually entered complaint. Manually entering a complaint makes it harder to ignore, and
shows how adamantly you feel about not receiving mass emailings anymore.
To find out who the ISP is, you’ll need to learn how to “reveal full headers” on your email. Just
because a message says that it came from joeschmoe@AOL.com doesn’t mean that it actually came
from AOL. Revealing full or extended headers will show which servers a message was routed
through. Pick the first servers on the list and send the message to them.
If revealing the full headers doesn’t work, and if the spam prompts you to go to a webpage, you can
always try complaining to the webpage host. Hosts, even free ones like Geocities, will shut down
web pages if enough complaints are registered against them. This is something akin to the paper
shredder with paper letters. Having a spammer’s web page shut down gives you a nice feeling of
retribution.

Getting Off Spam Lists

Unfortunately, once your email is on a spammer’s email list, there’s no real way to get it off. Even
with legislation being passed, there’s no real legal recourse available. Your best option is to start
over and guard your email address like you would a family heirloom.

Legality Issues of Spam

While current legislation may not be able to stop spam, there are some messages that can and
should be reported to government officials.
• Fraud. If you receive a spam that is proffering obviously fraudulent offers, you can report
 them to the U.S. Federal Trade Commission. The FTC has gone after spammers in the past.
But a word of caution, the FTC has enough to do without having to investigate spurious or
spiteful claims. If you truly feel that you have a legitimate example of fraud, forward the
message to uce@ftc.gov. The FBI also has an Internet Fraud Center (www.ifccfbi.gov).
Stock fraud is another reportable offense. Spam messages that laud the qualities of certain stocks in
the hopes of driving up the price are forms of the Pump and Dump scam. Spammers will drive up
the price of stocks, and, when the prices rise, they will sell—or “dump”—their shares, leaving you
with stock that you lose money on. You can report such incidences to enforcement@sec.gov.
• The Nigerian Scam. You’ve probably received the message before. A politician or his
family in Nigeria, or some other unstable foreign country, needs your help to bring his
millions to the States after being ousted from his country. If you give him your bank account
numbers he’ll be able to transfer the money and, as a way to thank you for your help, he’ll
cut you in. Whatever the variation, the story is basically the same, and so is the purpose
behind it: someone needs your bank account numbers.
If you think it through, you’ll surely see how foolish it would be to send anyone your bank account
numbers. Why would someone contact John Doe living in North Dakota instead of a reputable
international currency trader? Forward these spams with the subject “NO LOSS” to
419.fcd@usss.treas.gov. If you have been taken in by such a scam, you can contact the U.S. Secret
Service and they may be able to help.

Not Spam, but Still Pesky

It may not be spam, but some messages are just as bothersome. And some may inadvertently
contribute to the spread of spam.
• Pass This On. Many emails prompt you to pass this message on to other people.
Superstition set aside, doing so can provide spammers with long lists of real email
addresses. If you have to pass on a message, do everyone the courtesy of deleting their email
addresses from the message.
Additionally, some of these messages are just hoaxes. Over 10 years ago, a message was circulated
that a young boy, Craig Shergold, was dying of terminal brain cancer. His dying wish was to get
into the Guinness Book of World Records for receiving the most cards. In 1990, the first year of the
effort, Craig received some 16 million cards. Craig has since went through a successful operation to
remove the tumor and is now a grown man. Unfortunately, he’s still being inundated by cards. Even
worse, somewhere along the line the Make-A-Wish foundation was roped into the story, despite
having nothing to do with the effort. They have lost countless man hours to this effort and have
even set up a special 800 number and a website to try and stop these cards.
While you may have altruistic intentions, always greet these messages with skepticism. Research
them first, and, once you’ve verified their validity, act as you see fit. There are many efforts that are
worthwhile and need help. There are some that should be ignored. Here are a few web sites that can
help you determine the validity of these messages:
• http://www.nonprofit.net/hoax/
• http://hoaxbusters.ciac.org.
• http://thefolklorist.com
• Phishing. Pronounced “fishing”, these emails are blatant attempts to get your bank account
information. Clicking on the links proves that the email address the message was sent to—
yours—is real and will cause you to receive more spam. But that’s not all. If you do go to
their website and provide the requested information, you’re setting yourself up for identity
theft. Your bank or Credit Card Company will never ask you to “verify” your account
numbers. They already know what they are! If you do receive a message like this, delete it.
 If you’re concerned that it may have actually come from your bank or Credit Card
Company-who will usually rely on registered mail for important correspondence-call the
bank first. Before you provide any verification, verify that the message is legitimate.

Die, Spam, Die!

In a perfect world, we would be able to get rid of spam—in an even more perfect world, we would
never have seen spam to begin with! But, the facts are that spam is here and likely to stay. You’ll
have to grit your teeth and tolerate some spam, but that doesn’t mean you have to suffer through an
inundation of mass e-mailings. Use these tips and you’ll be able to cut back on the amount of spam
you receive. Good luck!
 Social Networks Explained
Social Networks have become some of the most popular websites in the world in the past few years, but they can
still be very difficult to understand for someone new to them. The open-ended nature of social networks can add to
this. Once signed onto a social network, having answered a few basic profile questions, it is easy to sit back and
wonder what you are supposed to do next.
The easiest way to understand social networking is to think of it like high school. You had friends in school, and
you knew quite a few people even if you weren't friends with all of them, but it's likely that you didn't know
everyone.
If you ever moved to a new school -- or if you can imagine moving to a new school -- you start out with no friends.
After attending classes, you start meeting people, and as you meet them, you begin associating with those that have
similar interests.
Getting started with social networking is much the same as starting at a new school.

Social Networking Architecture

Social networks are based on a certain structure that allow people to both express their individuality and meet
people with similar interests. This structure includes profiles, friends, blog posts, widgets, and usually something
unique to that particular social network -- such as the ability to 'poke' people on Facebook or high-five someone on
Hi5.
Profile. This is where you tell the world about yourself. Profiles contain basic information, like where you live and
how old you are, and personality questions, like who's your favorite actor and what's your favorite book. Social
networks dedicated to a special theme like music or movies might ask questions related to that theme.
Friends. Friends are trusted members of the site that are allowed to post comments on your profile or send you
private messages. You can also keep tabs on what your friends are doing on the social network -- such as when they
post a new picture or update their profile. Friends are the heart and soul of social networking. It should be noted
that not all social networks refer to them as 'friends' -- LinkedIn refers to them as 'connections -- but all social
networks have a way to designate members as trusted.
Groups. Most social networks use groups to help you find people with similar interests or engage in discussions on
certain topics. A group can be anything from "Johnson High Class of '98" to "People Who Like Books" to "Doors
Fans". They are both a way to connect with like-minded people and a way to identify your interests. Sometimes,
groups are called by other names, such as the 'networks' on Facebook.
Discussions. A primary focus of groups is to create interaction between users in the form of discussions. Most
social networks support discussion boards for the groups, and many also allow members of the group to post
pictures, music, video clips, and other tidbits related to the group.
Blogs. Another feature of some social networks is the ability to create your own blog entries. While not as feature-
rich as blog hosts like Wordpress or Blogger, blogging through a social network is perfect for keeping people
informed on what you are up to.
Widgets. A popular way of letting your personality shine through is by gracing your social networking profile with
web widgets. Many social networks allow a variety of widgets, and you can usually find interesting widgets located
on widget galleries.

Why Start Social Networking?

Social Networking is a nice form of entertainment, great for meeting people with similar interests, and can be a
very effective business technique for entrepreneurs, writers, actors, musicians or artists.
Most of us have hobbies, or things that we are keenly interested in such as books, television, video games or
movies. Social networks allow us to reach out to others that have the same interests.
For example, if you like movies, Flixster can help you decide if you might like a new movie just out at the theaters.
If you like music, Last.FM can help you find new artists that are similar to your favorite bands.
 Am I Too Old To Start Social Networking?
You are never too old to get involved in a social network! There are plenty of social networks to choose from
including niche social networks that focus on a specific theme like TakePart, a network for social activism, and 43
Things, a social network dedicated to goal setting.

Social Networking For General, Niche and International Interest

Social networking websites have been around since the mid-90's, but in recent years, social networking has
exploded across the web. The Web 2.0 initiative has made modern social networking sites increasingly popular and
easier to use than the initial wave of sites that launched in the 90's.
The top social networking websites is divided into three categories: General purpose, niche sites with a specific
theme, and international sites.

Top Social Networking Sites of General Interest

• MySpace: Started in 2003, MySpace was a driving force in popularizing social networking and still
maintains the largest userbase.

• Facebook: Founded by Mark Zuckerberg, Facebook was designed as a social networking site for Harvard
students. After spreading from Harvard through the university ranks and down into high school, Facebook
was opened to the public in 2006.

• Hi5: A fast-growing social network with a strong base in Central America, Hi5 has over fifty million users
worldwide.

• Ning: A social network for creating social networks, Ning takes the idea of groups to a whole new level.
More social networking sites of general interest

Top Niche Social Networking Sites

• Flixter: With a tagline of "stop watching bad movies," Flixter combines social networking with movie
reviews.
• Last.fm: Billing itself as a social music site, Last.fm allows members to create their own radio station that
learns what the person likes and suggests new music based on those interests. In addition to this, you can
listen to the radio stations of friends and other Last.fm members.
• LinkedIn: A business-oriented social network, members invite people to be "connections" instead of
"friends." Linkedin is a contact management system as well as a social network, and has a question-and-
answer section similar to Yahoo! Answers.
• Xanga: A social blogging site that combines social networking elements with blogging. Members earn
credits for participating in the site and can spend credits on various things such as buying mini-pictures to
post in the comments of a friend's blog.
More niche social networking sites

Pros and Cons

Facebook.com is a great way to meet friends and keep up on what they are doing. Once you add a friend to your
Facebook.com friends list you will always know when they are adding to their notes (blog) or updating their
profile. Join Facebook.com groups to meet people like you or browse the profiles to find other new friends.
Facebook.com's classmates and co-worker search is good for finding friends too.

Pros
• Keep Track Of Friends: Facebook.com tells you when your friends are updating their profile's, adding to
their blogs or have some other news on their Web site.
• Photo Album: Add photos and photo albums to your Facebook.com profile.
 • Blog Merge: Use the notes feature to create your own simple blog or you can merge your existing blog
right into Facebook.com notes.
• Excellent Search and Browse: Search and browse for people on Facebook.com using just about anything.

Cons
• No Music: You can not add music to your Facebook.com profile.
• No Video: You also can not add video to your Facebook.com profile.
• No Chatroom: I really would have thought that a site like Facebook.com would have a chatroom or general
forum so people can get together online and just chat and say "hi". They don't. There was no chatroom or
IM to be found on Facebook.com.

Getting Started

MySpace Add Photo

MySpace allows you to sign up and create a profile for yourself so your friends can find you online and so you
have a starting place for your online presence. If you would like to have a MySpace account here is what you need
to do.
First you will need to sign up. Just click on the "Sign Up" link on the MySpace homepage and fill out the sign up
form.
After you sign up you will be asked to post a photo of youself. If you want to add a photo of youself to your profile
click on the "Browse" button, find your photo on your computer and click the "Upload" button. If you don't want to
add a photo to your MySpace account click the link underneath that says "Skip for now". You can always add your
photo later if you want to.
The next page allows you to sent emails to all your friends so they can sign up for MySpace too.
If they already have a MySpace account they will be added to your friends list. If you don't want to sign up any
friends right now click on the "Skip for now" link.

Sign Up With Facebook

Join Facebook

Facebook is an online site that lets you find people. Find people you used to know with Facebook or find out who's
living around you. Create groups and events with Facebook too.
There are three sections on Facebook; high school, college and work. To register for the high school section of
Facebook you need to be in high school. To register for the college section of Facebook you need to be in a
participating college. To register for the work section of Facebook you need to use your work email address and
work for a company that is recognized by Facebook.
Signing up for Facebook is easy, just follow these steps. Start by going to the Facebook Web site and clicking on
the "Register" button.
 How to change your Windows XP Wallpaper
Wallpapers are images that appear in the background on your Desktop, behind all your icons. To change your
Desktop wallpaper, do the following:
• Click anywhere on the Desktop that is not an icon, but click once with your right hand mouse button
• A menu pops up. The one below

• Click on Properties, once with your Left mouse button

• The following dialogue box pops up

This is the Display Properties dialogue box. As you can see, there are tab strips for Themes, Desktop, Screensaver,
Appearance, and Settings. Click on the Background tab strip and the dialogue box will change to this one:
There is a list of wallpapers we can use. Click on one, and you get a preview of what it will look like. Scroll down
to see more wallpapers. If you're satisfied, click the OK button to set your wallpaper.
You can use your own images. You are not limited to the ones on the list. If you have an image somewhere on your
computer, and you want to use that instead of the ones on the list, you can click the Browse button, in the image
above. Doing so will bring up the Browse Dialogue box:

In the image above, no background files are showing. You can click one of the folders on the left to search for a
picture, or use the "Look In" drop down box at the top. When some background image are showing, click on one to
select it. The name of the file you have selected will then appear in the File name text box.
Click the "Open" button to return to the Display Properties dialogue box. A preview of your image will be
displayed. If you're happy with your selection, click the "Apply" button then OK. Your desktop will change to your
selected image.

How do I change my Windows screen saver?

To change your screensaver in Microsoft Windows follow these steps:

• On and empty area of your desktop click with your right mouse button
• On the small menu that pops up, select Properties. The Display Properties window will appear
• Select the Screen Saver tab to view the screensaver settings
From the screen saver settings page you can select a different screen saver, adjust the settings of the current
screensaver and set the time required before your screensaver will activate. You also have the option of requiring a
password to be entered before you can use the computer after the screensaver has been activated.
You can also adjust your computer screen power settings by pressing the Power button.
After choosing a screensaver, and pressing the settings button to make adjustments to the screensaver you can
preview how it will look by pressing the Screensaver Preview button.
When you are happy with the screen saver settings you've selected, press OK to save your settings.

Don't confuse your screensaver with your wallpaper

The screensaver is what comes on when your computer is idle for a predetermined amount of time. Screen savers
were originally designed to prevent 'burn in' on old style computer screens by having the same image showing for
hours at a time. Today, a whole industry has grown around screensavers, even though with today's modern LCD
screens, they aren't even necessary!

Windows Wallpaper
The Windows Wallpaper is the image that is displayed in the background, on your desktop. If you have a new
computer, the Windows wallpaper may show the manufacturers logo, or it may simply be the default Windows
wallpaper.
 How to change your Windows XP Wallpaper
• On an unused area of your screen, click with the right mouse button
• On the small menu that pops up, click Properties
• On the Display Properties window, click the Desktop tab
From the Desktop Properties window, scroll through the Background list until you find a image you like, and press
OK.

How to set your Windows desktop wallpaper background to a picture on

the internet
Follow these steps to set your Windows background wallpaper to an image from the internet.
• When you find the image you want as your Windows wallpaper on the internet while using Microsoft
Internet Explorer or Firefox, click on the image with your right mouse button.
• From the small menu that pops up, select Set as desktop background

Warning about free screensavers

So-called Free screensavers you find on the internet very often have spyware or adware hidden within them. You
should never download or install any free screensavers or free cursors from the internet unless you are absolutly
certain that they are spyware and virus free. Because it is usually impossible to determine if free Windows screen
savers or free cursors contain spyware or adware until after you install them on your PC, you should never install
them. If you want screensavers that are safe to install on your PC, you may have to spend a few dollars.
 Uploading/Downloading

Definitions:
Uploading - The process of putting any data [text, audio, video] online.

Downloading - Importing data into your computer for further usage. In the case of downloading audio, it means
that one saves the audio file on their hard drive in order to manipulate it [play, edit, broadcast].

Download - To transfer programs or data from a computer to a connected device, usually from a server to your
personal computer.

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Upload and Download are often used together. One is just the opposite of the other.

Upload/Download covers a vast variety of things that you can do on the Internet.

Upload:
1. You can upload HTML to domain names control panel – To create websites.
2. You can use an online file storage site, to store files for later retrieval (i.e. www.filecrunch.com)
3. You can upload images etc onto blogs.
4. AND MUCH MORE.
Download:
1. You can download software off the Internet.
2. You can use an online file storage site, to download files (i.e. www.filecrunch.com)
3. You can download BitTorrents, these can be tv episodes or movies etc.
4. AND MUCH MORE.

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Knowing how to upload and download really opens up what you can do with the Internet. To see what you can do,
you could just type into www.google.co.uk something like uploading and downloading. See what comes up.

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Online File Storage Websites:

www.filecrunch.com
www.box.net
www.xdrive.com
www.mediafire.com
www.4shared.com
www.mediamax.com
www.badongo.com
www.dropboks.com
www.megaupload.com
www.driveway.com
www.ripway.com
www.adrive.com

+ many more – Type 'free online file storage' into www.google.co.uk

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For FREE guides/handouts etc – ANYONE can go here – Trying to learn PC's? Etc, visit:

My 4shared.com account:
http://lwpcqueries.4shared.com
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 For Practice:
Register free for an account at: www.filecrunch.com/newuser

They only require the following:

Once you have an account, click on 'Upload Files' tab. This is where you would upload your files to your
filecrunch account.

(With filecrunch you can only upload one file at a time, making this a good practice site to use. Other sites do
allow multiple uploads. It's always best to start on a site like this though.)
Step by step:
1. Click on 'Browse'.
2. Locate your file and doubleclick (Left mouse button). Quite quickly.
3. Type in a brief 'File description'.
4. Type in the appropriate 'Security Code'.
5. Click in the checkbox to show that you agree with the 'Terms of service'.
6. Click on 'Upload File', it will let you know when upload is complete.

To access your uploaded files:

1. Log In.
2. Click on 'My Files'

3. This will bring up a list of all your uploaded files. From here you can delete/download files.
4. If you make your files 'Public', then ANYONE can access those files and download them.

'Public' – ANYONE in theory can access your files and download as often as they like.
'Private' – Only YOU can access your files, unless you give someone the link.

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For Practice(Cont...):

Now that you know how to upload files, practice downloading them to your folder. With filecrunch website, access
your files as above (To access your uploaded files).

Step by step:
1. Click on one of your files.
2. This will bring up another webpage, this will include the download link somewhere.

3. Click on this link, find your folder on the hard drive (Learning on boostr). And save file.

That's It, You Can Now Upload And Download :-)

------------------------------------------------------------------------------------------------------------------------------------------
 How to Mail Merge

1. In Excel, prepare the following datafile:

2. Save this as ‘DATA1’.

3. Close down this file.

1. In Word, prepare the following form letter (exactly as shown):

2. You get the telephone symbol in the document by:

1. Go to the INSERT menu and select SYMBOL.

2. In the FONT box, select WINGDINGS.
3. Locate the telephone (top line somewhere). Click once on this.
4. Click on INSERT, then CLOSE.

* You might have to double check the FONT in Word. Make sure it’s not still on WINGDINGS
before typing in the telephone number.
___________________________________________________________________________________

3. Save this as ‘FORM1’.

4. Keep this file open.
With your FORM1 file open:
1. Go to ‘TOOLS’.
2. Select ‘MAILMERGE’.
3. Click on ‘CREATE’ (Section 1).
4. Select ‘FORM LETTERS’.
5. Select ‘ACTIVE WINDOW’.
6. Select ‘GET DATA’.
7. Select ‘OPEN DATA SOURCE’.
8. From the file type box, select ‘All Files’.
9. Locate, and double click the ‘DATA1’ file. Then wait a few seconds for next bit to pop up.
10. Select ‘OK’ for entire worksheet.
11. You will then be prompted to ‘EDIT MAIN DOCUMENT’. Do this.
12. In your form letter you will now need to highlight i.e. [Title] etc. Do these bits one by one.
13. When highlighted, select ‘INSERT MERGE FIELD’ (upper left of the window).
14. Select Title.
15. Do this for every merge field.
16. When you’ve done that, go back to ‘TOOLS’ then ‘MAILMERGE’.
17. Select ‘MERGE’ (Section 3).
18. Select ‘MERGE’ again.

That’s it. Well done. You should now have a merged document ☺

PRACTICE:
Now make up your own Datafile(s) and Form Letter(s).
 Print Screen

Overview of job:
Using the Print Scrn key, show how to save, print, open etc.

-------------------------------------------------------------------------------------------------------------------------------------------
You can use Print Screen at any time, to show anything. Print Screen can prove to be very useful, just keep
practising. I used ‘Print Screen’, ‘Cropping’ and ‘Resizing’ for the ‘Toolbar’ diagram in this guide.
-------------------------------------------------------------------------------------------------------------------------------------------

To do this:
1. Go into Word/Excel/Access and select SAVE / PRINT / OPEN etc.
2. When the SAVE / PRINT / OPEN etc dialogue box appears, press PRINT SCRN, just once.
3. In Word, start a new document.
4. Press CTRL+V to paste.
5. The screen shot should now appear.

To alter size of image:

1. When the screen print is in a Word document, click once on image.
2. You will see the HANDLES.
3. Click and drag on these to alter size.

To show portions of screen print i.e. crop:

1. When the screen print is in a Word document, click once on image.
2. You will see the HANDLES.
3. An extra ‘toolbar’ should always appear, see below

4. Use this tool.

5. Click and drag on the HANDLES, until the desired result is obtained.
6. Click once more on the crop tool to disable.
7. Click outside of the image and press ENTER.
8. Here you can type in extra text for more detail about what image shows.
 How to use Character Map
You can use below method for inserting various characters into a spreadsheet

It is not unusual to use an Excel worksheet to create different types of checklists and forms that are used by other
people. When you are developing your checklist, you may want to actually put a check mark into a cell. There are
several ways you can go about doing this. Both methods involve changing the font applied to a cell and then typing
the character you want in the cell.
For instance, try these steps:
1. Select the cell that you want to contain the check mark.
2. Using the Font drop-down list, select Wingdings. The cell is now formatted to use the Wingdings font.
3. Start the Character Map accessory included with most versions of Word. Click on Start, then Programs, then
Accessories to find the program..
4. In the Character Map, select the Wingdings font.
5. Scroll though the available characters until you find the check mark you like.
6. Copy the character to the Clipboard. (The controls in the Character Map accessory allow you to do this,
although the controls differ from one version of Word to another.)
7. Close the Character Map accessory.
8. In Excel, press Ctrl+V to paste the character into the cell.

This is quite a few steps to put in a simple check mark. There is a simpler way, however, if you simply remember
that you need to pick a font that contains check marks, and then put in the character to produce that check mark.
When it comes to fonts containing check marks, there are quite a few. The appearance of the check mark will
depend on the font you use. The following information shows what you would type (on the keyboard) in various
fonts to achieve a check mark:

Character to Type Font to Use

a Marlett
a Webdings
b Marlett
C Erilogo
P Wingdings 2
Alt+129 Wingdings
Alt+0214 Symbol
Alt+0252 Wingdings

For those instances where an Alt combination is mentioned, you simply need to hold down the Alt key as you type
the three or four numbers on the keypad.
There are undoubtedly numberless other character/font combinations that will result in a check mark in a cell. If
you want to do your own exploring, you can use the Character Map accessory to look around through different
fonts to find out what is available.

© Lynda Ward 2008 Boost Training Services

Examples
When you need to insert a special character, i.e. : 
In Word:-

1. Go to the 'Insert' menu.

2. Select 'Symbol'.
3. This will bring up something similar to the character map.
4. Now under the 'Font Type', select 'Wingdings'.
5. Double click on desired symbol.
6. It will appear in the text box at the bottom left of that dialogue box.
7. Highlight it, press CTRL+C to Copy.
8. Go into your document, press CTRL+V to Paste.
9. Before you type in anything else, make sure the font is back to 'Arial' or 'Times New Roman'.
In Excel:-

1. You don't have the Insert Symbol option. Therefore you have to load 'Character Map' from the 'Start Menu'.
2. Click once on the 'Start Menu', go to 'Programs', go to 'Accessories', go to 'System Tools' and select
'Character Map'.

3. Select 'Wingdings' from the 'Font' drop down menu.

4. Find symbol that you want to insert.
5. Double click, it will then appear in the text box.
6. Highlight this symbol, Copy then Paste into your document. Change font back to previous, otherwise it
will remain in 'Font Style Wingdings'.
Character Map – Set to Wingdings (as in pic below):

Font Type

Text Box – Easier from here to Highlight,

then Copy & Paste into your document.

© Lynda Ward 2008 Boost Training Services

To illustrate the use of these four simple Windows commands, we are going to learn by doing. And here's
what we are going to do... We are going to create two new folders on your Windows desktop called
"Folder 1" and "Folder 2" and then copy a .jpg (JPEG) picture file into "Folder 1." Then we are going to copy
the picture located in "Folder 1" into "Folder 2" using the copy and paste commands and then rename the
picture in "Folder 2" with a new name. So before we continue, please print this page now and work from
the printed page as you will need to close your web browser now in order to continue with our little copy and
paste exercise...

Ready? Here we go! If you haven't done so already, close your web browser and all other programs that
may be running until you are looking at your Windows desktop. You will know when you are on your desktop
when you can see the "Start" button in the lower left-hand corner of your screen along with all your desktop
icons. Are you looking at your Windows desktop? Good. Now position your mouse cursor on a blank area
somewhere in the middle of your desktop and right-click. Notice the menu that appears. Highlight the
command "New" and then highlight "Folder." Now, left-click on the word "Folder" and presto! The menu
disappears, and a new folder called "New Folder" appears highlighted in blue; appropriately called "New
Folder." Now begin typing the letters... "Folder 1" (without the quotes) then press the Enter key. You have
just created a new folder called "Folder 1." If this isn't what you see, then right-click on the folder and
select "Rename" with a left-click." Then type "Folder 1" (without the quotes) then hit the Enter key. Be
sure to get this right before you continue.

Again position your mouse cursor on another blank area somewhere in the middle of your desktop and right-
click. Notice the same menu appeared as before. Again highlight the command "New" and then highlight
"Folder." Now, left-click on the word "Folder" and begin typing the letters... "Folder 2" then press the Enter
key. You have just created another new folder called "Folder 2." Once your two folders have been created,
we're ready to continue...

Locate a digital .jpg (JPEG) picture of your choice from anywhere on your computer and right-click on the
file name. Notice that a different right-click menu appears! Next, highlight "Copy" and left-click. The
menu disappears but indeed, the file has been placed on your Windows clipboard and it's now ready to be
pasted somewhere. We'll paste it into "Folder 1." Here's how... First close all open windows by clicking on
the "X" in the upper right-hand corner of each window and then position your mouse pointer over "Folder 1"
and right-click. Highlight "Paste" and left-click. Presto again! A copy of your picture file has been placed
into "Folder 1"! Double-click on "Folder 1" to open the folder and you will see the copy of your picture file
in there where it should be! Do it now.

Now let's copy the picture file from "Folder 1" into "Folder 2." Here's how... First, open the "Folder 1" window
with a double-click (it should already be open from the previous step) and then right-click on your picture
file to highlight it. Select "Copy" from the menu and then close the "Folder 1" window. Next, position your
mouse cursor over "Folder 2" and right-click then select "Paste" with a left-click. You now have another
copy of your picture file in "Folder 2." The original copy of your picture file in "Folder 1" is still there and will
always be there until you delete it. Let's delete it now.

Double-click on "Folder 1" then right-click on your picture file and select "Delete" with a left-click.
Confirm with "Yes" to the "Confirm File Delete" message and the file disappears to the recycle bin. Close the
"Folder 1" window and now let's delete "Folder 1" in the same way... Right-click on "Folder 1" then select
"Delete." Confirm with "Yes" and "Folder 1" is gone it's way to the Recycle Bin. All that is now left is
"Folder 2" containing a copy of your original picture file.

Let's rename the picture file in "Folder 2." Here's how... Double-click on "Folder 2" to open the folder then
right-click on your picture file and select "Rename" with a left-click. Begin typing "pic1" (without the
quotes) then hit the Enter key. Done. Your picture file has just been renamed "pic1." Finally, close the
"Folder 2" window to get back to your Windows desktop and delete "Folder 2" in the same manner as you
deleted "Folder 1."

Congratulations! You are now a veteran "copy and paster!" And with just a little practice, using these
common Windows commands will become second nature to you. Knowing how to use these common
Windows commands will also help you with all your computing tasks. In fact, it's virtually impossible to use
a computer without knowing how to copy and paste files and folders. Ask any experienced computer user...
He or she will tell you that learning how to copy and paste files and folders is a must with most computer
applications.
 Test and improve your PC knowledge with this
guide

By Lynda Ward (Trekkie)

“You may send this e-book along to a friend or loved one

at anytime as long as you don’t alter the contents in any
way ... Enjoy!” - Lynda Ward

Any Comments:
E-Mail me at: lynda@wardworks.org.uk
 Contents

Front Cover

Chapter 1 .............. Multiple choice quiz of IT Principles

Chapter 2 .............. General shortcuts

Chapter 3 .............. General information ie Abbreviations

Chapter 4 .............. Glossary

Chapter 5 .............. Byte information

Chapter 6 .............. Quiz answers

©Copyright: Lynda Ward 2006

 IT Principles
Multiple Choice Questions

Which of the following is used to enter text into a word processing programme?
a) Scanner
b) Plotter
c) Touch Screen
d) Mouse

Which database type is capable of handling text?

a) Real
b) Integer
c) Currency
d) String

Spreadsheet formula can perform –

a) Operations on text
b) Text enhancement
c) Font changes
d) File Management

Which file type is used by Vector based drawing applications?

a) BMP
b) WMF
c) TIF
d) GIF

Integrated software easily moves between different –

a) Applications
b) Different computers
c) Different storage media
d) Different workstations

If a business purchases 2 copies of Application Software package that is protected by Copyright legally; they can –
a) Install as many copies as they like
b) Make copies and give away
c) Install 2 copies
d) Make copies and sell them

The term Overwrite refers to –

a) Replacing a file with new data
b) Copy a file to a floppy disk
c) Saving a new file onto a blank disk
d) Deleting a file from the hard disk

The main purpose of mail merge is –

a) One letter personalised to several people
b) Multiple letters to several people
c) Multiple letters to multiple addresses
d) Several letters to the same address

Which 2 are needed to make up dial up connection?

a) Modem
b) Network card
c) Browser
d) Dialler software

Which application is used to open and use Rich Text Format (RTF)?
a) Basic text editor
b) Databases
c) Graphics
d) Operating system
A disk that has “write protection” –
a) Can be written to
b) Overwritten
c) Not readable
d) Cannot be written to

Which method is best for protecting data over the network?

a) Encryption software
b) Password protection

Which password provides the least protection?

a) One day time intervals
b) Indefinite intervals
c) Random intervals
d) Fixed intervals

RSI is caused by (Repetitive Strain Injury) –

a) Not using a wrist rest
b) Badly adjusted VDU
c) Pressing the same keys over a period of time
d) Repeatedly using the same muscles to perform the same action

Which of the following is a non-essential item on a standard chair for a computer Workstation?
a) Arm rests
b) Adjustable back
c) Five feet
d) Height adjustable seat

Which is a potential hazard when using a computer?

a) Securing cables around walls
b) Overloading of power points
c) Fitting cables into wall mountings
d) Putting cables under floor ducting

A data type of Integer mainly only contains –

a) Currency
b) A whole number
c) Text
d) Logical

Does A1 in a spreadsheet refer to –

a) Cell reference
b) Cell formatting
c) Column identification
d) Row and Column identification

The main purpose of database software is to –

a) Create Vector drawings
b) Manipulate and Analyse numbers
c) Sort and search records
d) Format text

The term “User Friendly” refers to –

a) Clipboard
b) Software
c) Operating System
d) Hardware

Which file type can be opened in Word Processing, but must be edited in another application?
a) .doc
b) .txt
c) .gif
d) .wpd
A directory structure is effective because –
a) Data files can be backed up
b) Directory name is all in capitals
c) Programme files are separate from data files
d) It makes good use of the large capacity on the hard disk

What are the correct set of properties in a field in databases?

a) Character, Name, Identification
b) Name, Character, Identification
c) Name, Type, Length
d) Number, Identification, Length

Which of the following provide graphic interface to the Internet?

a) Browser
b) Editor
c) Animator
d) Window

What is the relationship of D to A, B and C?

Computer A Computer B Computer C

Computer D
a) Client / Server
b) P2P
c) ISP
d) LAN

Which has a capacity greater than 1GB?

a) CD-ROM
b) Zip disks
c) Floppy disks
d) Internal hard drive

Which is unable to work in a mail merge?

a) Spreadsheet
b) Database
c) Document
d) Multimedia

Which cannot be used for RTF files?

a) Presentation
b) Databases
c) Word Processing
d) Graphics

Low refresh rate causes the screen to –

a) Jump
b) Distort
c) Flicker

Which of the following holds instructions and data for processing?

a) CPU
b) Slot
c) RAM
d) Microprocessor

Which of the following is storage technology that uses laser beams?

a) Optical tape
b) Magnetic disk
c) Magnetic tape
d) Optical disk
Which of the following is another name for programmes?
a) Software
b) RAM
c) Data
d) Storage

Storage and retrieval of data is a key function of:

a) Desktop publishing
b) Database management
c) Graphics
d) Documentation

Which of the following software prints high quality combined text and graphics?
a) Spreadsheets
b) Desktop publishing
c) Word processing
d) Graphics

Which of the following is a “Computer on a chip”?

a) RAM
b) Microprocessor
c) Optical disk
d) Primary storage

What is the Zebra-Striped identifier on a store product?

a) Key
b) Magnetic tape
c) Bar code
d) Word

Which is one type of secondary storage?

a) RAM
b) Mouse
c) Word reader
d) Optical disk

The computer commits raw data into which format?

a) Input
b) Processor
c) Custom software
d) Information

What is another name for memory?

a) Primary storage
b) Hard disk
c) Diskette
d) Secondary storage

Which one of the following is an input device?

a) Scanner
b) Printer
c) Loudspeaker
d) Plotter

Which one of the following parts of a computer is necessary to enable it to play music?
a) Sound card
b) CD-ROM
c) MIDI interface
d) Serial interface

Which one of the following printers is suitable for printing sprocket fed carbon copies?
a) Laser
b) Dot matrix
c) Ink-jet
d) Drum
Which of the following is twice the size of A4 paper?
a) A2
b) A3
c) A5
d) A6

A Spreadsheet is the BEST application for

a) Handling simple accounts
b) Writing a report which includes tables
c) Producing a grid referenced map
d) Keeping an inventory of equipment used

To be effective a virus checker should be

a) Replaced regularly
b) Never updated
c) Updated regularly
d) Updated once a year

Passwords enable users to

a) Get into the system quickly
b) Make efficient use of time
c) Retain confidentiality of files
d) Simplify file structures

Back up of the data files will help to prevent

a) Loss of confidentiality
b) Duplication of data
c) Virus infection
d) Loss of data

It is important that fire exits are

a) Obstructed
b) Unobstructed
c) Unmarked
d) Hidden

A gigabyte is equal to
a) 1024 bytes
b) A million megabytes
c) A thousand kilobytes
d) 1024 megabytes

Which is NOT an output device?

a) Monitor
b) Scanner
c) Modem
d) Printer

RAM is
a) Temporary storage / workspace
b) Backup storage
c) Disk storage
d) Read Only Memory

The first hard drive is named

a) A:
b) B:
c) C:
d) D:

The largest chip on the motherboard is the ...

A) 80486
b) 80686
c) Pentium
d) CPU
The part of ROM that controls basic processing of input and output is
a) RAM
b) BIOS
c) CPU
d) I-O

Where does the computer store information when it’s turned off?
a) RAM
b) Monitor
c) Disks
d) Scanner

Which holds data that the user changes in normal operations?

a) CD-ROM
b) ROM
c) RAM
d) BIOS

Chips, slots, buses, cards and circuits are housed on the

a) Box
b) Computer
c) Motherboard
d) Ports

What does the term bit come from?

a) Kilobyte
b) BIOS Input
c) Megabyte
d) Binary digit

How many bits are made to make one character?

a) 2
b) 1
c) 8
d) 1024

The term A:\ refers to

a) A file name
b) A subdirectory
c) The root directory
d) The hard drive

A package, which can be used for a short period before purchasing is termed
a) Try and buy
b) Freeware
c) Shareware
d) Borrow-ware

The MAIN problem associated with leaving screens on is that

a) The monitor gets hot
b) The power goes off
c) An image burns in
d) Screen savers can be timed

Protecting files from view by others is BEST achieved by

a) Copyright
b) Backup
c) Read only
d) Passwords

Which one of the following is a source of danger in a PC suite?

a) Unobstructed fire doors
b) Ducted cables
c) Fire extinguishers
d) Trailing cables
What is the main feature of GUI?
An employee identifies a potential hazard, they must always –
Disadvantages of using a screen saver –
Which prohibitive action is used when muti-tasking?
A file, with an attribute of read only allows –
Potential disadvantage of networking computers together –
Disadvantages to peer-to-peer connection –
Shareware is software that –
What does the abbreviation URL stand for?
Touch screen is used to –
The abbreviation LAN stands for –
What is the best output device to create a large A1 scale paper based drawing?
Maximum resolutions of a VGA monitor?
What has the most effect on the overall speed of a computer?
What is the best data source to store permanent archiving data?
Which environment corrupts data stored on a floppy disk?
What is the capacity of a floppy disk after it has been formatted?
Which software application would you use for performing numerical and statistical calculations?
The usual directory and folder structure on a computer is known as what?
After data is input but just before it is processed, where is it held?
The Input, Output and Secondary storage devices attached to a computer are called what?
What is another name for a laptop computer?
What is another name for personal digital assistants?
What is Software called, which help people compare data and spot trends at a glance?
Computers linked together are said to be part of what?
Software that is easy to use, is said to be, what?
What is Software, which is created for a specific user, called?
The planned Step-by-Step instructions required to turn data into information are called, what?
The most powerful computers are called, what?
Which major piece of equipment has the highest residual charge?
What is not a network topology?
How many bytes do 4 KB represent?
What is the best fire extinguisher for IT equipment?
How would you prevent eye strain?
What is system's software?
1 Mb is approximately..?
What does OCR stand for?
What is primary storage?
What is secondary storage?
Which type of printer is usually used to print high quality line drawings such as building plans?
Automated transactions for the purchase of goods over the Internet is called what?
Output which is made up of pictures, sound and video is known as what?
The speed of a printer can be measured in what?
What is the most common Internet protocol?
The speed of a PC can be measured in what?
What is a common shortcut used to switch between programs?

True / False
The processor is also called the Central Processing Unit, or CPU.
Secondary storage units contain the instructions and data to be used immediately by the processor.
Desktop publishing software is used primarily to Store and Retrieve information.
Processed data that is organized, meaningful and useful is called information.
“User-Friendly” refers to a special kind of terminal.
To use a computer, you need to know its internal functions.
PDA’s are also called mainframes.
Mainframes are also called notebook computers.
Computers can be classified, smallest to largest, as mainframes, microcomputers or mini computers.
Custom software may be purchased off the shelf.
 General keyboard shortcuts

CTRL+C Copy

CTRL+X Cut

CTRL+V Paste

CTRL+Z Undo

DELETE Delete

SHIFT+DELETE Delete selected item permanently without placing the item in the
Recycle Bin

CTRL While dragging an item Copy selected item

CTRL+SHIFT While dragging an item Create shortcut to selected item

F2 Rename selected item

CTRL+RIGHT ARROW Move the insertion point to the beginning of the next word

CTRL+LEFT ARROW Move the insertion point to the beginning of the previous word

CTRL+DOWN ARROW Move the insertion point to the beginning of the next paragraph

CTRL+UP ARROW Move the insertion point to the beginning of the previous
paragraph

CTRL+SHIFT With any of the arrow keys Highlight a block of text

SHIFT With any of the arrow keys Select more than one item in a
window or on the desktop, or select text within a document

CTRL+A Select all

F3 Search for a file or folder

ALT+ENTER View properties for the selected item

ALT+F4 Close the active item, or quit the active program

ALT+Enter Displays the properties of the selected object

ALT+SPACEBAR Opens the shortcut menu for the active window

CTRL+F4 Close the active document in programs that allow you to have
multiple documents open simultaneously

ALT+TAB Switch between open items

ALT+ESC Cycle through items in the order they were opened

F6 Cycle through screen elements in a window or on the desktop

F4 Display the Address bar list in My Computer or Windows

Explorer

SHIFT+F10 Display the shortcut menu for the selected item

ALT+SPACEBAR Display the System menu for the active window

CTRL+ESC Display the Start menu

F10 Activate the menu bar in the active program

RIGHT ARROW Open the next menu to the right, or open a submenu

LEFT ARROW Open the next menu to the left, or close a submenu

F5 Refresh the active window

BACKSPACE View the folder one level up in My Computer or Windows Explorer

ESC Cancel the current task

SHIFT When you insert a CD into the CD-ROM drive Prevent the CD

from automatically playing

CTRL+ Shows formulas in spreadsheets

Dialog box keyboard shortcuts

CTRL+TAB Move forward through tabs

CTRL+SHIFT+TAB Move backward through tabs

TAB Move forward through options

SHIFT+TAB Move backward through options

ENTER Carry out the command for the active option or button

SPACEBAR Select or clear the check box if the active option is a check box

Arrow keys Select a button if the active option is a group of option buttons

F1 Display Help

F4 Display the items in the active list

 Natural keyboard shortcuts

CTRL+ALT+DELETE Ends current task or is used if computer crashes

Accessibility keyboard shortcuts

SHIFT Five times Switch StickyKeys on and off

NUM LOCK For five seconds Switch ToggleKeys on and off

Windows Explorer keyboard shortcuts

END Display the bottom of the active window

HOME Display the top of the active window

NUM LOCK+ASTERISK On numeric keypad (*) Display all subfolders under the selected
folder

NUM LOCK+PLUS SIGN On numeric keypad (+) Display the contents of the selected folder

NUM LOCK+MINUS SIGN On numeric keypad (-) Collapse the selected folder

LEFT ARROW Collapse current selection if it's expanded, or select parent

folder

RIGHT ARROW Display current selection if it's collapsed, or select first

subfolder

Notes

Some keyboard shortcuts may not work if StickyKeys is turned on in Accessibility Options. If you
are connected to Windows through Microsoft Terminal Services Client, some shortcuts have changed.
For more information, see the online documentation for Terminal Services Client.
 GENERAL INFORMATION

WYSIWYG WHAT YOU SEE IS WHAT YOU GET

JPEG/JPG JOINT PHOTOGRAPHIC EXPERTS GROUP - GRAPHIC FORMAT
BMP BITMAP IMAGE – GRAPHIC FORMAT
WMF WINDOWS METAFILE FORMAT – GRAPHIC FORMAT
CPU CENTRAL PROCESSING UNIT
UPS UNINTERUPTABLE POWER SUPPLY
FTP FILE TRANSFER PROTOCOL
ISP INTERNET SERVICE PROVIDER
IP INTERNET PROTOCOL
P2P PEER TO PEER
DPI DOTS PER INCH
DTP DESK TOP PUBLISHING
HTTP HYPERTEXT TRANSFER PROTOCOL
HTML HYPERTEXT MARKUP LANGUAGE
VDU VISUAL DISPLAY UNIT
URL UNIFORM RESOURCE LOCATOR
GUI GRAPHICAL USER INTERFACE – MAIN FEATURE IS ICONS
LAN LOCAL AREA NETWORK
WAN WIDE AREA NETWORK
RTF RICH TEXT FORMAT – TEXT FORMAT
RSI REPETITIVE STRAIN INJURY
RAM RANDOM ACCESS MEMORY
ROM READ ONLY MEMORY
CD-R CD RECORDABLE
CD-RW CD REWRITABLE
GIF GRAPHIC INTERCHANGE FORMAT – GRAPHIC FORMAT
CAD COMPUTER AIDED DESIGN
PDF PORTABLE DOCUMENT FORMAT
KB KILOBYTE – 1024 BYTES
MB MEGABYTE
GB GIGABYTE – 1024 MEGABYTES
BYTE 8 BITS IN A BYTE

FILE EXTENSIONS

DOC WORD DOCUMENT

TXT TEXT DOCUMENT
XLS EXCEL DOCUMENT
MDB ACCESS DOCUMENT

DRIVER FILE ENABLES A SPECIFIC DEVICE TO WORK

JAZ DRIVE REMOVABLE STORAGE
MEGA PIXELS ASSOCIATED WITH DIGITAL CAMERAS
BESPOKE SOFTWARE THAT IS CUSTOMIZED FOR A SPECIFIC USER
4 GRAPHIC FORMATS WMF BMP JPEG/JPG GIF
 Glossary

American Standard Code for Information Interchange (ASCII)

A standard single-byte character encoding scheme used for text-based data. ASCII uses designated 7-bit or
8-bit number combinations to represent either 128 or 256 possible characters. Standard ASCII uses 7 bits to
represent all uppercase and lowercase letters, the numbers 0 through 9, punctuation marks, and special control
characters used in U.S. English. Most current x86-based systems support the use of extended (or "high") ASCII.
Extended ASCII allows the eighth bit of each character to identify an additional 128 special symbol characters,
foreign-language letters, and graphic symbols.

basic input/output system (BIOS)

On x86-based computers, the set of essential software routines that test hardware at startup, start the oper-
ating system, and support the transfer of data among hardware devices. The BIOS is stored in read-only mem-
ory (ROM) so that it can be executed when you turn on the computer. Although critical to performance, the BIOS
is usually invisible to computer users.

binary

A base-2 number system in which values are expressed as combinations of two digits, 0 and 1.

bit (binary digit)

The smallest unit of information handled by a computer. One bit expresses a 1 or a 0 in a binary numeral, or
a true or false logical condition. A group of 8 bits makes up a byte, which can represent many types of informa-
tion, such as a letter of the alphabet, a decimal digit, or other character. Bit is also called binary digit.

bits per second (bps)

The number of bits transmitted every second, used as a measure of the speed at which a device, such as a
modem, can transfer data.

boot

The process of starting or resetting a computer. When first turned on (cold boot) or reset (warm boot), the
computer runs the software that loads and starts the computer's operating system, which prepares it for use.

boot files

The system files needed to start Windows. The boot files include Ntldr and Ntdetect.com.

broadband

Of or relating to communications systems in which the medium of transmission (such as a wire or fiber-optic
cable) carries multiple messages at a time, each message modulated on its own carrier frequency by a modem.

bus

A communication line used for data transfer among the components of a computer system. A bus essentially
allows different parts of the system to share data. For example, a bus connects the disk-drive controller, memo-
ry, and input/output ports to the microprocessor.

bytes

A unit of data that typically holds a single character, such as a letter, a digit, or a punctuation mark. Some
single characters can take up more than one byte.
cable modem

A device that enables a broadband connection to the Internet by using cable television infrastructure. Access
speeds vary greatly, with a maximum throughput of 10 megabits per second (Mbps).

cache

For DNS and WINS, a local information store of resource records for recently resolved names of remote
hosts. Typically, the cache is built dynamically as the computer queries and resolves names. It also helps opti-
mize the time required to resolve queried names.

cache file

A file used by the Domain Name System (DNS) server to preload its names cache when service is started.
Also known as the root hints file because DNS uses resource records stored in this file to help locate root serv-
ers that provide referral to authoritative servers for remote names. For Windows DNS servers, the cache file is
named Cache.dns and is located in the %SystemRoot%\System32\Dns folder.

CD-R

Recordable compact disc. Data can be copied to the CD on more than one occasion; however, data cannot
be erased from the CD.

CD-RW

Rewritable compact disc. Data can be copied to the CD on more than one occasion and can be erased.

client

Any computer or program connecting to, or requesting the services of, another computer or program. Client
can also refer to the software that enables the computer or program to establish the connection.
For a local area network (LAN) or the Internet, a computer that uses shared network resources provided by
another computer (called a server).

CMYK color space

Multidimensional color space consisting of the cyan, magenta, yellow, and black intensities that make up a
given color. Commercial color printing devices generally use this system of four-color process inks.

default printer

The printer to which a computer sends documents if you select the Print command without first specifying
which printer you want to use with a program. You can have only one default printer; it should be the printer you
use most often.

defragmentation

The process of rewriting parts of a file to contiguous sectors on a hard disk to increase the speed of access
and retrieval. When files are updated, the computer tends to save these updates on the largest continuous
space on the hard disk, which is often on a different sector than the other parts of the file. When files are thus
fragmented, the computer must search the hard disk each time the file is opened to find all of the file's parts,
which slows down response time.

desktop

The on-screen work area on which windows, icons, menus, and dialog boxes appear.

desktop pattern

A design that appears across your desktop. You can create your own pattern or select a pattern provided by
Windows.
device

Any piece of equipment that can be attached to a network or computer; for example, a computer, printer, joy-
stick, adapter, or modem card, or any other peripheral equipment. Devices normally require a device driver to
function with Windows.

dial-up connection

The connection to your network if you are using a device that uses the telephone network. This includes mo-
dems with a standard phone line, ISDN cards with high-speed ISDN lines, or X.25 networks.
If you are a typical user, you may have one or two dial-up connections, for example, to the Internet and to
your corporate network. In a more complex server situation, multiple network modem connections might be used
to implement advanced routing.

digital video disc (DVD)

A type of optical disc storage technology. A digital video disc (DVD) looks like a CD-ROM disc, but it can
store greater amounts of data. DVDs are often used to store full-length movies and other multimedia content that
requires large amounts of storage space.

disk

A storage device that is attached to a computer.

document

Any self-contained piece of work created with an application program and, if saved on disk, given a unique
file name by which it can be retrieved.

dots per inch (DPI)

The standard used to measure screen and printer resolution, expressed as the number of dots that a device
can display or print per linear inch. The greater the number of dots per inch, the better the resolution.

downloadable fonts

A set of characters stored on disk and sent (downloaded) to a printer's memory when needed for printing a
document. Downloadable fonts are most commonly used with laser printers and other page printers, although
many dot-matrix printers can accept some of them. Downloadable fonts are also called soft fonts.

drag

To move an item on the screen by selecting the item and then pressing and holding down the mouse button
while moving the mouse. For example, you can move a window to another location on the screen by dragging its
title bar.

drive

An area of storage that is formatted with a file system and has a drive letter. The storage can be a floppy
disk, a CD, a hard disk, or another type of disk. You can view the contents of a drive by clicking its icon in Win-
dows Explorer or My Computer.

drive letter

The naming convention for disk drives on IBM and compatible computers. Drives are named by letter, begin-
ning with A, followed by a colon.

DVD decoder

A hardware or software component that allows a digital video disc (DVD) drive to display movies on your
computer screen.
DVD drive

A disk storage device that uses digital video disc (DVD) technology. A DVD drive reads both CD-ROM and
DVDs; however, you must have a DVD decoder to display DVD movies on your computer screen.

encrypted password

A password that is scrambled. Encrypted passwords are more secure than plaintext passwords, which are
susceptible to network sniffers.

Encrypting File System (EFS)

A feature in this version of Windows that enables users to encrypt files and folders on an NTFS volume disk
to keep them safe from access by intruders.

encryption

The process of disguising a message or data in such a way as to hide its substance.

file system

In an operating system, the overall structure in which files are named, stored, and organized. NTFS, FAT,
and FAT32 are types of file systems.

File Transfer Protocol (FTP)

A member of the TCP/IP suite of protocols, used to copy files between two computers on the Internet. Both
computers must support their respective FTP roles: one must be an FTP client and the other an FTP server.

file type

In the Windows environment, a designation of the operational or structural characteristics of a file. The file
type identifies the program, such as Microsoft Word, that is used to open the file. File types are associated with
a file name extension. For example, files that have the .txt or .log extension are of the Text Document type and
can be opened using any text editor.
In the Macintosh environment, a four-character sequence that identifies the type of a Macintosh file. The Ma-
cintosh Finder uses the file type and file creator to determine the appropriate desktop icon for that file.

firewall

A combination of hardware and software that provides a security system, usually to prevent unauthorized
access from outside to an internal network or intranet. A firewall prevents direct communication between net-
work and external computers by routing communication through a proxy server outside of the network. The
proxy server determines whether it is safe to let a file pass through to the network. A firewall is also called a se-
curity-edge gateway.

folder

A container for programs and files in graphical user interfaces, symbolized on the screen by a graphical im-
age (icon) of a file folder. A folder is a means of organizing programs and documents on a disk and can hold
both files and additional folders.

font

A graphic design applied to a collection of numbers, symbols, and characters. A font describes a certain
typeface, along with other qualities such as size, spacing, and pitch.
font cartridge

A plug-in unit available for some printers that contains fonts in several styles and sizes. As with download-
able fonts, printers using font cartridges can produce characters in sizes and styles other than those created by
the fonts built into it.

format

The structure of a file that defines the way it is stored and laid out on the screen or in print. The format of a
file is usually indicated by its extension. For example, .txt after a file name indicates the file is a text document,
and .doc after a file name indicates it is a Word document.

fragmentation

The scattering of parts of the same disk file over different areas of the disk. Fragmentation occurs as files on
a disk are deleted and new files are added. It slows disk access and degrades the overall performance of disk
operations, although usually not severely.

free space

Available space that you use to create logical drives within an extended partition.

gigabyte (GB)

1,024 megabytes, though often interpreted as approximately one billion bytes.

handle

In the user interface, an interface added to an object that facilitates moving, sizing, reshaping, or other func-
tions pertaining to an object. In programming, a pointer to a pointer, that is, a token that lets a program access
an identified resource.

handwriting input device

A tool, such as a digital pen and tablet, used to enter text by writing instead of typing. Along with writing tab-
lets, you can use 3-D drawing or Computer Aided Drafting (CAD) tablets, or a tablet-PC. You can also write by
moving your mouse on the mouse pad.

handwriting recognition

The ability to interpret handwritten text and convert it into computer-readable text. Handwriting recognition
programs allow you to enter text using a pen stylus or other handwriting input device, rather than a keyboard.

hard disk

A device, also called hard disk drive, that contains one or more inflexible platters coated with material in
which data can be recorded magnetically with read/write heads. The hard disk exists in a sealed case that pro-
tects it and allows the head to fly 10 millionths to 25 millionths of an inch above the surface of a platter. Data can
both be stored and accessed much more quickly than on a floppy disk.

hardware

The physical components of a computer system, including any peripheral equipment such as printers, mo-
dems, and mouse devices.

hexadecimal

A base-16 number system represented by the digits 0 through 9 and the uppercase or lowercase letters A
(equivalent to decimal 10) through F (equivalent to decimal 15).
hyperlink

Colored and underlined text or a graphic that you click to go to a file, a location in a file, an HTML page on
the World Wide Web, or an HTML page on an intranet. Hyperlinks can also go to newsgroups and to Gopher,
Telnet, and FTP sites.
In Windows folders, hyperlinks are text links that appear in the folder's left pane. You can click these links to
perform tasks, such as moving or copying a file, or to go to other places on your computer, such as the My Doc-
uments folder or Control Panel.

Hypertext Markup Language (HTML)

A simple markup language used to create hypertext documents that are portable from one platform to anoth-
er. HTML files are simple ASCII text files with codes embedded (indicated by markup tags) to denote formatting
and hypertext links.

Hypertext Transfer Protocol (HTTP)

The protocol used to transfer information on the World Wide Web. An HTTP address (one kind of Uniform
Resource Locator [URL]) takes the form: http://www.microsoft.com.

icon

A small image displayed on the screen to represent an object that can be manipulated by the user. Icons
serve as visual mnemonics and allow the user to control certain computer actions without having to remember
commands or type them at the keyboard.

input/output (I/O) port

A channel through which data is transferred between a device and the microprocessor. The port appears to
the microprocessor as one or more memory addresses that it can use to send or receive data.

insertion point

The place where text will be inserted when typed. The insertion point usually appears as a flashing vertical
bar in an application's window or in a dialog box.

install

When referring to software, to add program files and folders to your hard disk and related data to your regis-
try so that the software runs properly. Installing contrasts with upgrading, where existing program files, folders,
and registry entries are updated to a more recent version.
When referring to hardware, to physically connect the device to your computer, to load device drivers onto
your computer, and to configure device properties and settings.

internet

internet. Two or more network segments connected by routers. Another term for internetwork.
Internet. A worldwide network of computers. If you have access to the Internet, you can retrieve information
from millions of sources, including schools, governments, businesses, and individuals.

Internet address

An address for a resource on the Internet that is used by Web browsers to locate Internet resources. An In-
ternet address typically starts with a protocol name, followed by the name of the organization that maintains the
site; the suffix identifies the kind of organization it is. For example, the address http://www.yale.edu/ provides the
following information:
http: This Web server uses the Hypertext Transfer Protocol.
www: This site is on the World Wide Web.
edu: This is an educational institution.
 Internet address is also called Uniform Resource Locator (URL).

Internet Protocol (IP)

A routable protocol in the TCP/IP protocol suite that is responsible for IP addressing, routing, and the frag-
mentation and reassembly of IP packets.

Internet service provider (ISP)

A company that provides individuals or companies access to the Internet and the World Wide Web. An ISP
provides a telephone number, a user name, a password, and other connection information so users can connect
their computers to the ISP's computers. An ISP typically charges a monthly or hourly connection fee.

IP address

A 32-bit address used to identify a node on an IP internetwork. Each node on the IP internetwork must be
assigned a unique IP address, which is made up of the network ID, plus a unique host ID. This address is typi-
cally represented with the decimal value of each octet separated by a period (for example, 192.168.7.27). In this
version of Windows, you can configure the IP address statically or dynamically through DHCP.

ISDN (Integrated Services Digital Network)

A high-speed digital telephone service that can dramatically increase the speed at which you connect to the
Internet or to your corporate LAN (local area network). ISDN can operate at 128 kilobytes per second (Kbps),
which is five or more times faster than many analog modems.

keyboard layout

The arrangement that accommodates the special characters and symbols used in different languages. Key-
board layouts affect which characters appear when you press the keys on your keyboard. After you change your
keyboard layout, the characters that appear on your screen may no longer correspond to the characters that are
printed on your keyboard keys.

liquid crystal display (LCD)

A type of display used in digital watches and many portable computers. LCD displays utilize two sheets of
polarizing material with a liquid crystal solution between them. An electric current passed through the liquid
causes the crystals to align so that light cannot pass through them. Each crystal, therefore, is like a shutter, ei-
ther allowing light to pass through or blocking the light.

local area network (LAN)

A communications network connecting a group of computers, printers, and other devices located within a
relatively limited area (for example, a building). A LAN allows any connected device to interact with any other on
the network.

log on

To begin using a network by providing a user name and password that identifies a user to the network.

maximize

To enlarge a window to its largest size by clicking the Maximize button (at the right of the title bar), or by
pressing ALT+SPACEBAR and then pressing X.

minimize

To reduce a window to a button on the taskbar by clicking the Minimize button (at the right of the title bar), or
by pressing ALT+SPACEBAR and then pressing N.
modem (modulator/demodulator)

A device that allows computer information to be transmitted and received over a telephone line. The trans-
mitting modem translates digital computer data into analog signals that can be carried over a phone line. The
receiving modem translates the analog signals back to digital form.

MouseKeys

A keyboard feature that enables you to use the numeric keypad to move the mouse pointer and to click, dou-
ble-click, and drag.

MS-DOS (Microsoft Disk Operating System)

An operating system used on all personal computers and compatibles. As with other operating systems,
such as OS/2, it translates user keyboard input into operations the computer can perform. MS-DOS can be eas-
ily accessed by using the command prompt, while MS-DOS-based programs can be accessed through the use
of shortcuts on the desktop.

MS-DOS-based program

A program that is designed to run with MS-DOS and therefore may not be able to take full advantage of all
Windows features.

My Documents

A folder that provides you with a convenient place to store documents, graphics, or other files you want to
access quickly. When you save a file in a program such as WordPad or Paint, the file is automatically saved in
My Documents, unless you choose a different folder.

network

A group of computers and other devices, such as printers and scanners, connected by a communications
link, enabling all the devices to interact with each other. Networks can be small or large, permanently connected
through wires or cables, or temporarily connected through phone lines or wireless transmissions. The largest
network is the Internet, which is a worldwide group of networks.

non-Plug and Play

A device, such as a printer, modem, or game controller, that requires manual configuration of hardware set-
tings before it can be used. Non-Plug and Play devices are becoming increasingly rare as manufacturers stop
producing them in favor of Plug and Play devices. Non-Plug and Play typically applies to older pieces of equip-
ment.

normal backup

A backup that copies all selected files and marks each file as having been backed up (in other words, the
archive attribute is cleared). With normal backups, you need only the most recent copy of the backup file or tape
to restore all of the files. You usually perform a normal backup the first time you create a backup set.

offline

A state that marks a component in a cluster as unavailable. A node in an offline state is either inactive or not
running. Resources and groups also have an offline state.

online

A state that marks a component in a cluster as available. When a node is online, it is an active member of
the cluster and can own and run groups as well as honor cluster database updates, contribute votes to the quo-
rum algorithm, and maintain heartbeats. Resources and groups also have an online state.
operator

In mathematics and in programming and computer applications, a symbol or other character indicating an
operation that acts on one or more elements. You can use the following four operators in standard calculations:
/ divide
* multiply
- subtract
+ add
For Indexing Service, a word or character that specifies a relationship in a query.

orphan

A member of a mirrored volume or a RAID-5 volume that has failed due to a severe cause, such as a loss of
power or a complete hard-disk head failure. When this happens, the fault-tolerant driver determines that it can
no longer use the orphaned member and directs all new reads and writes to the remaining members of the fault-
tolerant volume.

orphan file

A file that is stored inside My Briefcase and not linked to any file outside My Briefcase. When you update
files, the orphan file is not synchronized with any other file.

package

An icon that represents embedded or linked information. That information may consist of a complete file,
such as a Paint bitmap, or part of a file, such as a spreadsheet cell. When you choose the package, the applica-
tion used to create the object either plays the object (for example, a sound file) or opens and displays the object.
If you change the original information, linked information is automatically updated. However, you must manually
update embedded information.

peripheral

A device, such as a disk drive, printer, modem, or joystick, that is connected to a computer and is controlled
by the computer's microprocessor.

pixel

Short for picture element, one spot in a rectilinear grid of thousands of such spots that form an image pro-
duced on the screen by a computer or on paper by a printer. A pixel is the smallest element that display or print
hardware and software can manipulate to create letters, numbers, or graphics. A pixel is also called a pel.

plotter

Any device used to draw charts, diagrams, and other line-based graphics.

plotter font

A font created by a series of dots connected by lines. Plotter fonts can be scaled to any size and are most
often printed on plotters. Some dot-matrix printers also support plotter fonts.

Plug and Play

A set of specifications developed by Intel that allows a computer to automatically detect and configure a de-
vice and install the appropriate device drivers.

Point-to-Point Protocol (PPP)

An industry standard suite of protocols for the use of point-to-point links to transport multiprotocol data-
grams. PPP is documented in RFC 1661.
Primary disk

The hard disk drive that contains the system and boot partitions used to start Windows.

primary mouse button

The button you use most often for clicking and double-clicking. The primary mouse button is the left button
on most mice and trackball devices, and the lower button on some trackball devices, but you can switch the
function of the buttons by using the Mouse Properties dialog box in Control Panel.

printer

A device that puts text or images on paper or other print media. Examples are laser printers or dot-matrix
printers.

printer driver

A program designed to allow other programs to work with a particular printer without concerning themselves
with the specifics of the printer's hardware and internal language. By using printer drivers that handle the subtle-
ties of each printer, programs can communicate properly with a variety of printers.

Printer window

Also called the queue view, the Printer window shows information about any pending print jobs for the print-
er. For each printer you have installed or to which you are connected, you can such information as see how
many documents are waiting to be printed, who owns them, and how large they are.

Printers and Faxes

The folder in Control Panel that contains the Add Printer Wizard and icons for all the printers installed on
your computer.

private network

A cluster network that supports only node-to-node communication.

program

A complete, self-contained set of computer instructions that you use to perform a specific task, such as word
processing, accounting, or data management. Program is also called application.

protocol

A set of rules and conventions for sending information over a network. These rules govern the content, for-
mat, timing, sequencing, and error control of messages exchanged among network devices.

public network

A cluster network that supports client-to-cluster communication (either with or without supporting node-to-
node communication).

query

For Indexing Service, a structured statement that specifies the documents you want to find. The simplest
query is a single word.

random access memory (RAM)

Memory that can be read from or written to by a computer or other devices. Information stored in RAM is lost
when the computer is turned off.
read-only memory (ROM)

A semiconductor circuit that contains information that cannot be modified.

Recycle Bin

The place in which Windows stores deleted files. You can retrieve files you deleted in error, or you can
empty the Recycle Bin to create more disk space.

refresh

To update displayed information with current data.

refresh interval

An interval of time used by secondary masters of a zone to determine how often to check if their zone data
needs to be refreshed. When the refresh interval expires, the secondary master checks with its source for the
zone to see if its zone data is still current or if it needs to be updated using a zone transfer. This interval is set in
the SOA (start-of-authority) resource record for each zone.

refresh rate

The frequency with which the video screen is retraced to prevent the image from flickering. The entire image
area of most monitors is refreshed approximately 60 times per second.

registry

A database repository for information about a computer's configuration. The registry contains information
that Windows continually references during operation, such as:
Profiles for each user.
The programs installed on the computer and the types of documents each can create.
Property settings for folders and program icons.
What hardware exists on the system.
Which ports are being used.
The registry is organized hierarchically as a tree and is made up of keys and their subkeys, hives, and value
entries.

Removable Storage

A service used for managing removable media (such as tapes and discs) and storage devices (libraries).
Removable Storage allows applications to access and share the same media resources.

right-click

To position the mouse over an object, and then press and release the secondary (right) mouse button.
Right-clicking opens a shortcut menu that contains useful commands, which change depending on where you
click.

ROM

An acronym for Read-Only Memory, a semiconductor circuit into which code or data is permanently installed
by the manufacturing process. ROM contains instructions or data that can be read but not modified.

screen resolution

The setting that determines the amount of information that appears on your screen, measured in pixels. Low
resolution, such as 640 x 480, makes items on the screen appear large, although the screen area is small. High
resolution, such as 1024 x 768, makes the overall screen area large, although individual items appear small.
screen saver

A moving picture or pattern that appears on your screen when you have not used the mouse or keyboard for
a specified period of time.

secondary mouse button

The button that you use to display shortcut menus or other program-specific features. The secondary mouse
button is the right button on most mice and trackball devices, and the upper button on other trackball devices,
but you can switch the function of the buttons in the Mouse Control Panel.

serial port

An interface on the computer that allows asynchronous transmission of data characters one bit at a time.
Also called a communication or COM port.

server

In general, a computer that provides shared resources to network users.

shared folder

A folder on another computer that has been made available for other people to use on the network.

shortcut

A link to any item accessible on your computer or on a network, such as a program, file, folder, disk drive,
Web page, printer, or another computer. You can put shortcuts in various areas, such as on the desktop, on the
Start menu, or in specific folders.

speech recognition

The ability to interpret spoken words and convert them into computer-readable text. Speech recognition pro-
grams allow you to enter text by speaking into a microphone, rather than using a keyboard.

spooling

A process on a server in which print documents are stored on a disk until a printer is ready to process them.
A spooler accepts each document from each client, stores it, then sends it to a printer when the printer is ready.

standby

A state in which your computer consumes less power when it is idle, but remains available for immediate
use. While your computer is on standby, information in computer memory is not saved on your hard disk. If there
is an interruption in power, the information in memory is lost.

startup environment

In dual-boot or multiple-boot systems, the configuration settings that specify which system to start and how
each system should be started.

status bar

A line of information related to the current program. The status bar is usually located at the bottom of a win-
dow. Not all windows have a status bar.

StickyKeys

A keyboard feature that enables you to press a modifier key (CTRL, ALT, or SHIFT), or the Windows logo
key, and have it remain active until a non-modifier key is pressed. This is useful for people who have difficulty
pressing two keys simultaneously.
Stop error

A serious error that affects the operating system and that could place data at risk. The operating system
generates an obvious message, a screen with the Stop error, rather than continuing on and possibly corrupting
data. Stop error is also called a fatal system error.

string

A group of characters or character bytes handled as a single entity. Computer programs use strings to store
and transmit data and commands. Most programming languages consider strings (such as 2674:gstmn) as dis-
tinct from numeric values (such as 470924).

system disk

A disk that contains the MS-DOS system files necessary to start MS-DOS.

system files

Files used by Windows to load, configure, and run the operating system. Generally, system files must never
be deleted or moved.

System menu

A menu that contains commands you can use to manipulate a window or close a program. You click the pro-
gram icon at the left of the title bar to open the System menu.

taskbar

The bar that contains the Start button and appears by default at the bottom of the desktop. You can click the
taskbar buttons to switch between programs. You can also hide the taskbar, move it to the sides or top of the
desktop, and customize it in other ways.

taskbar button

A button that appears on the taskbar and corresponds to a running application.

TCP

Transmission Control Protocol.

text box

In a dialog box, a box in which you type information needed to carry out a command. The text box may be
blank or may contain text when the dialog box opens.

thumbnail

A miniature version of an image that is often used for quick browsing through multiple images.

title bar

The horizontal bar at the top of a window that contains the name of the window. On many windows, the title
bar also contains the program icon, the Maximize, Minimize, and Close buttons, and the optional ? button for
context-sensitive Help. To display a menu with commands such as Restore and Move, right-click the title bar.

toolbar

In a program in a graphical user interface, a row, column, or block of on-screen buttons or icons. When
clicked, these buttons or icons activate certain functions, or tasks, of the program. For example, the toolbar in
Microsoft Word contains buttons for, among other actions, changing text to italic or boldface, and for saving or
opening a document. Users can often customize toolbars and move them around on the screen.
topology

In Windows, the relationships among a set of network components. In the context of Active Directory replica-
tion, topology refers to the set of connections that domain controllers use to replicate information among them-
selves.

transaction

For Message Queuing, the pairing of two or more actions that are performed together as a single action; the
action succeeds or fails as a whole. Using Microsoft Distributed Transaction Coordinator (MS DTC) ensures that
either both actions succeed or neither is executed.

Transmission Control Protocol/Internet Protocol (TCP/IP)

A set of networking protocols widely used on the Internet that provides communications across intercon-
nected networks of computers with diverse hardware architectures and various operating systems. TCP/IP in-
cludes standards for how computers communicate and conventions for connecting networks and routing traffic.

tree view

A hierarchical representation of the folders, files, disk drives, and other resources connected to a computer
or network. For example, Windows Explorer uses a tree view to display the resources that are attached to a
computer or a network.

TrueType fonts

Fonts that are scalable and sometimes generated as bitmaps or soft fonts, depending on the capabilities of
your printer. TrueType fonts are device-independent fonts that are stored as outlines. They can be sized to any
height, and they can be printed exactly as they appear on the screen.

Uniform Resource Locator (URL)

An address that uniquely identifies a location on the Internet. A URL for a World Wide Web site is preceded
with http://, as in the fictitious URL http://www.example.microsoft.com/. A URL can contain more detail, such as
the name of a page of hypertext, usually identified by the file name extension .html or .htm.

uninstall

When referring to software, the act of removing program files and folders from your hard disk and removing
related data from your registry so the software is no longer available.
When referring to a device, the act of removing the corresponding device drivers from your hard disk and
physically removing the device from your computer.

uninterruptible power supply (UPS)

A device connected between a computer and a power source to ensure that electrical flow is not interrupted.
UPS devices use batteries to keep the computer running for a period of time after a power failure. UPS devices
usually provide protection against power surges and brownouts as well.

universal serial bus (USB)

An external bus that supports Plug and Play installation. Using USB, you can connect and disconnect de-
vices without shutting down or restarting your computer. You can use a single USB port to connect up to 127
peripheral devices, including speakers, telephones, CD-ROM drives, joysticks, tape drives, keyboards, scan-
ners, and cameras. A USB port is usually located on the back of your computer near the serial port or parallel
port.

UPS service

A service that manages an uninterruptible power supply (UPS) connected to a computer.

USB port

An interface on the computer that enables you to connect a Universal Serial Bus (USB) device. USB is an
external bus standard that enables data transfer rates of 12 Mbps (12 million bits per second). USB ports sup-
port a plug that is approximately 7 mm x 1 mm.

user

A person who uses a computer. If the computer is connected to a network, a user can access the programs
and files on the computer, as well as programs and files located on the network (depending on account restric-
tions determined by the network administrator).

user account

A record that consists of all the information that defines a user to Windows. This includes the user name and
password required for the user to log on, the groups in which the user account has membership, and the rights
and permissions the user has for using the computer and network, and accessing their resources. For Windows
XP Professional and member servers, user accounts are managed with Local Users and Groups. For Windows
Server domain controllers, user accounts are managed with Microsoft Active Directory Users and Computers.

user name

A unique name identifying a user account to Windows. An account's user name must be unique among the
other group names and user names within its own domain or workgroup.

user password

The password stored in each user's account. Each user generally has a unique user password and must
type that password when logging on or accessing a server.

user profile

A file that contains configuration information for a specific user, such as desktop settings, persistent network
connections, and application settings. Each user's preferences are saved to a user profile that Windows uses to
configure the desktop each time a user logs on.

user rights

Tasks that a user is permitted to perform on a computer system or domain. There are two types of user
rights: privileges and logon rights. An example of a privilege is the right to shut down the system. An example of
a logon right is the right to log on to a computer locally. Both types are assigned by administrators to individual
users or groups as part of the security settings for the computer.

Users

A special group that contains all users who have user permissions on the server. When a Macintosh user
assigns permissions to everyone, those permissions are given to the group's users and guests.

vector

For Indexing Service, an ordered series of words or numbers used in a query. For example, a single docu-
ment can have (Scott Cooper; Don Hall; Amy Egert) as a vector of coauthors.

vector font

A font rendered from a mathematical model, in which each character is defined as a set of lines drawn be-
tween points. Vector fonts can be cleanly scaled to any size or aspect ratio.
virus

A program that attempts to spread from computer to computer and either cause damage (by erasing or cor-
rupting data) or annoy users (by printing messages or altering what is displayed on the screen).

volume

An area of storage on a hard disk. A volume is formatted by using a file system, such as FAT or NTFS, and
has a drive letter assigned to it. You can view the contents of a volume by clicking its icon in Windows Explorer
or in My Computer. A single hard disk can have multiple volumes, and volumes can also span multiple disks.

Web server

A computer that is maintained by a system administrator or Internet service provider (ISP) and that responds
to requests from a user's browser.

wide area network (WAN)

A communications network connecting geographically separated computers, printers, and other devices. A
WAN allows any connected device to interact with any other on the network.

wildcard character

A keyboard character that can be used to represent one or many characters when conducting a query. The
question mark (?) represents a single character, and the asterisk (*) represents one or more characters.

wildcarding

In DNS, the supported use of wildcard characters such as the asterisk (*) in domain names for DNS queries
that resolve to multiple names. When wildcarding is used, DNS servers must support resolving name queries
that use wildcard characters, and resolvers must be able to parse multiple records from any resource record
sets (RRsets) issued in wildcard query responses.

window

A portion of the screen where programs and processes can be run. You can open several windows at the
same time. For example, you can open your e-mail in one window, work on a budget in a spreadsheet in anoth-
er, download pictures from your digital camera in another window, and order your weekly groceries on the Web
in another window. Windows can be closed, resized, moved, minimized to a button on the taskbar, or maximized
to take up the whole screen.

World Wide Web

A system for exploring the Internet by using hyperlinks. When you use a Web browser, the Web appears as
a collection of text, pictures, sounds, and digital movies.

writable CD

Recordable compact disc (CD-R) or rewritable compact disc (CD-RW). Data can be copied to the CD on
more than one occasion. Rewritable compact discs can also be erased.
 Byte – binary term

8 bits = Byte
1,000,000 bits = Gb (Gigabit)
8,796,093,022,208 bits = TB (Terrabyte)
9,007,199,254,740,992 bits = PB (Pettabyte)
9,223,372,036,854,775,808 bits = EB (Exabyte)
9,444,732,965,739,290,427,392 bits = ZB (Zettabyte)
9,671,406,556,917,033,397,649,408 bits = YB (Yottabyte)

1,024 bytes = KB (Kilobyte)

1,048,576 bytes = MB (Megabyte)
1,073,741,824 bytes = GB (Gigabyte)
1,099,511,627,776 bytes = TB (Terrabyte)
1,125,899,906,842,624 bytes = PB (Pettabyte)
1,152,921,504,606,846,976 bytes = EB (Exabyte)
1,180,591,620,717,411,303,424 bytes = ZB (Zettabyte)
1,208,925,819,614,629,174,706,176 bytes = YB (Yottabyte)

8,388,608 kilobytes = TB (Terrabyte)

1,099,511,627,776 kilobytes = PB (Pettabyte)
1,125,899,906,842,624 kilobytes = EB (Exabyte)
1,152,921,504,606,846,976 kilobytes = ZB (Zettabyte)
1,180,591,620,717,411,303,424 kilobytes = YB (Yottabyte)

1,048,576 megabytes = TB (Terrabyte)

1,073,741,824 megabytes = PB (Pettabyte)
1,125,899,906,842,624 megabytes = ZB (Zettabyte)
1,152,921,504,606,846,976 megabytes = YB (Yottabyte)

1024 gigabits = TB (Terrabyte)

1,048,576 gigabytes = PB (Pettabyte)

1,073,741,824 gigabytes = EB (Exabyte)
1,099,511,627,776 gigabytes = ZB (Zettabyte)
1,125,899,906,842,624 gigabytes = YB (Yottabyte)

1024 terrabytes = PB (Pettabyte)

1,048,576 terrabytes = EB (Exabyte)
1,073,741,824 terrabytes = ZB (Zettabyte)
1,099,511,627,776 terrabytes = YB (Yottabyte)

1024 pettabytes = EB (Exabyte)

1,048,576 pettabytes = ZB (Zettabyte)
1,073,741,824 pettabytes = YB (Yottabyte)

1024 exabytes = ZB (Zettabyte)

1,048,576 exabytes = YB (Yottabyte)

1024 zettabytes = YB (Yottabyte)

 IT Principles
Multiple Choice Questions (Answer section)

Which of the following is used to enter text into a word processing programme?
a) Scanner
b) Plotter
c) Touch Screen
d) Mouse

Which database type is capable of handling text?

a) Real
b) Integer
c) Currency
d) String

Spreadsheet formula can perform –

a) Operations on text
b) Text enhancement
c) Font changes
d) File Management

Which file type is used by Vector based drawing applications?

a) BMP
b) WMF
c) TIF
d) GIF

Integrated software easily moves between different –

a) Applications
b) Different computers
c) Different storage media
d) Different workstations

If a business purchases 2 copies of Application Software package that is protected by Copyright legally; they can –
a) Install as many copies as they like
b) Make copies and give away
c) Install 2 copies
d) Make copies and sell them

The term Overwrite refers to –

a) Replacing a file with new data
b) Copy a file to a floppy disk
c) Saving a new file onto a blank disk
d) Deleting a file from the hard disk

The main purpose of mail merge is –

a) One letter personalised to several people
b) Multiple letters to several people
c) Multiple letters to multiple addresses
d) Several letters to the same address

Which 2 are needed to make up dial up connection?

a) Modem
b) Network card
c) Browser
d) Dialler software

Which application is used to open and use Rich Text Format (RTF)?
a) Basic text editor
b) Databases
c) Graphics
d) Operating system
A disk that has “write protection” –
a) Can be written to
b) Overwritten
c) Not readable
d) Cannot be written to

Which method is best for protecting data over the network?

a) Encryption software
b) Password protection

Which password provides the least protection?

a) One day time intervals
b) Indefinite intervals
c) Random intervals
d) Fixed intervals

RSI is caused by (Repetitive Strain Injury) –

a) Not using a wrist rest
b) Badly adjusted VDU
c) Pressing the same keys over a period of time
d) Repeatedly using the same muscles to perform the same action

Which of the following is a non-essential item on a standard chair for a computer Workstation?
a) Arm rests
b) Adjustable back
c) Five feet
d) Height adjustable seat

Which is a potential hazard when using a computer?

a) Securing cables around walls
b) Overloading of power points
c) Fitting cables into wall mountings
d) Putting cables under floor ducting

A data type of Integer mainly only contains –

a) Currency
b) A whole number
c) Text
d) Logical

Does A1 in a spreadsheet refer to –

a) Cell reference
b) Cell formatting
c) Column identification
d) Row and Column identification

The main purpose of database software is to –

a) Create Vector drawings
b) Manipulate and Analyse numbers
c) Sort and search records
d) Format text

The term “User Friendly” refers to –

a) Clipboard
b) Software
c) Operating System
d) Hardware

Which file type can be opened in Word Processing, but must be edited in another application?
a) .doc
b) .txt
c) .gif
d) .wpd
A directory structure is effective because –
a) Data files can be backed up
b) Directory name is all in capitals
c) Programme files are separate from data files
d) It makes good use of the large capacity on the hard disk

What are the correct set of properties in a field in databases?

a) Character, Name, Identification
b) Name, Character, Identification
c) Name, Type, Length
d) Number, Identification, Length

Which of the following provide graphic interface to the Internet?

a) Browser
b) Editor
c) Animator
d) Window

What is the relationship of D to A, B and C?

Computer A Computer B Computer C

Computer D
a) Client / Server
b) P2P
c) ISP
d) LAN

Which has a capacity greater than 1GB?

a) CD-ROM
b) Zip disks
c) Floppy disks
d) Internal hard drive

Which is unable to work in a mail merge?

a) Spreadsheet
b) Database
c) Document
d) Multimedia

Which cannot be used for RTF files?

a) Presentation
b) Databases
c) Word Processing
d) Graphics

Low refresh rate causes the screen to –

a) Jump
b) Distort
c) Flicker

Which of the following holds instructions and data for processing?

a) CPU
b) Slot
c) RAM
d) Microprocessor

Which of the following is storage technology that uses laser beams?

a) Optical tape
b) Magnetic disk
c) Magnetic tape
d) Optical disk
Which of the following is another name for programmes?
a) Software
b) RAM
c) Data
d) Storage

Storage and retrieval of data is a key function of:

a) Desktop publishing
b) Database management
c) Graphics
d) Documentation

Which of the following software prints high quality combined text and graphics?
a) Spreadsheets
b) Desktop publishing
c) Word processing
d) Graphics

Which of the following is a “Computer on a chip”?

a) RAM
b) Microprocessor
c) Optical disk
d) Primary storage

What is the Zebra-Striped identifier on a store product?

a) Key
b) Magnetic tape
c) Bar code
d) Word

Which is one type of secondary storage?

a) RAM
b) Mouse
c) Word reader
d) Optical disk

The computer commits raw data into which format?

a) Input
b) Processor
c) Custom software
d) Information

What is another name for memory?

a) Primary storage
b) Hard disk
c) Diskette
d) Secondary storage

Which one of the following is an input device?

a) Scanner
b) Printer
c) Loudspeaker
d) Plotter

Which one of the following parts of a computer is necessary to enable it to play music?
a) Sound card
b) CD-ROM
c) MIDI interface
d) Serial interface

Which one of the following printers is suitable for printing sprocket fed carbon copies?
a) Laser
b) Dot matrix
c) Ink-jet
d) Drum
Which of the following is twice the size of A4 paper?
a) A2
b) A3
c) A5
d) A6

A Spreadsheet is the BEST application for

a) Handling simple accounts
b) Writing a report which includes tables
c) Producing a grid referenced map
d) Keeping an inventory of equipment used

To be effective a virus checker should be

a) Replaced regularly
b) Never updated
c) Updated regularly
d) Updated once a year

Passwords enable users to

a) Get into the system quickly
b) Make efficient use of time
c) Retain confidentiality of files
d) Simplify file structures

Back up of the data files will help to prevent

a) Loss of confidentiality
b) Duplication of data
c) Virus infection
d) Loss of data

It is important that fire exits are

a) Obstructed
b) Unobstructed
c) Unmarked
d) Hidden

A gigabyte is equal to
a) 1024 bytes
b) A million megabytes
c) A thousand kilobytes
d) 1024 megabytes

Which is NOT an output device?

a) Monitor
b) Scanner
c) Modem
d) Printer

RAM is
a) Temporary storage / workspace
b) Backup storage
c) Disk storage
d) Read Only Memory

The first hard drive is named

a) A:
b) B:
c) C:
d) D:

The largest chip on the motherboard is the ...

A) 80486
b) 80686
c) Pentium
d) CPU
The part of ROM that controls basic processing of input and output is
a) RAM
b) BIOS
c) CPU
d) I-O

Where does the computer store information when it’s turned off?
a) RAM
b) Monitor
c) Disks
d) Scanner

Which holds data that the user changes in normal operations?

a) CD-ROM
b) ROM
c) RAM
d) BIOS

Chips, slots, buses, cards and circuits are housed on the

a) Box
b) Computer
c) Motherboard
d) Ports

What does the term bit come from?

a) Kilobyte
b) BIOS Input
c) Megabyte
d) Binary digit

How many bits are made to make one character?

a) 2
b) 1
c) 8
d) 1024

The term A:\ refers to

a) A file name
b) A subdirectory
c) The root directory
d) The hard drive

A package, which can be used for a short period before purchasing is termed
a) Try and buy
b) Freeware
c) Shareware
d) Borrow-ware

The MAIN problem associated with leaving screens on is that

a) The monitor gets hot
b) The power goes off
c) An image burns in
d) Screen savers can be timed

Protecting files from view by others is BEST achieved by

a) Copyright
b) Backup
c) Read only
d) Passwords

Which one of the following is a source of danger in a PC suite?

a) Unobstructed fire doors
b) Ducted cables
c) Fire extinguishers
d) Trailing cables
What is the main feature of GUI? Icons
An employee identifies a potential hazard, they must always – Report to supervisor
Disadvantages of using a screen saver – Password protected
Which prohibitive action is used when muti-tasking? Can’t copy
A file, with an attribute of read only allows – To read only, not alter
Potential disadvantage of networking computers together – Viruses can spread
Disadvantages to peer-to-peer connection – Viruses can spread
Shareware is software that – Try and buy later
What does the abbreviation URL stand for? Uniform Resource Locator
Touch screen is used to – Interact with a computer by touching the screen
The abbreviation LAN stands for – Local Area Network
What is the best output device to create a large A1 scale paper based drawing? Plotters
Maximum resolutions of a VGA monitor? 640*480 colour
What has the most effect on the overall speed of a computer? CPU
What is the best data source to store permanent archiving data? CD-RW
Which environment corrupts data stored on a floppy disk? Anything magnetic
What is the capacity of a floppy disk after it has been formatted? 1.44 Mb
Which software application would you use for performing numerical and statistical calculations? Spreadsheets
The usual directory and folder structure on a computer is known as what? Tree
After data is input but just before it is processed, where is it held? Memory
The Input, Output and Secondary storage devices attached to a computer are called what? Peripheral equipment
What is another name for a laptop computer? Notebook
What is another name for personal digital assistants? Pen-based computers
What is Software called, which help people compare data and spot trends at a glance? Graphics
Computers linked together are said to be part of what? Network
Software that is easy to use, is said to be, what? User Friendly
What is Software, which is created for a specific user, called? Custom
The planned Step-by-Step instructions required to turn data into information are called, what? Software / Programe
The most powerful computers are called, what? Super computers
Which major piece of equipment has the highest residual charge? Monitor
What is not a network topology? Linear
How many bytes do 4 KB represent? 4096
What is the best fire extinguisher for IT equipment? Red with a yellow label / Co2
How would you prevent eye strain? Frequent short breaks
What is system's software? File management
1 Mb is approximately..? 1024 bytes
What does OCR stand for? Optical Character Recognition
What is primary storage? RAM
What is secondary storage? Floppy's or CD's (Optical disks)
Which type of printer is usually used to print high quality line drawings such as building plans? Plotter
Automated transactions for the purchase of goods over the Internet is called what? E-Commerce
Output which is made up of pictures, sound and video is known as what? Multimedia
The speed of a printer can be measured in what? PPM
What is the most common Internet protocol? TCP/IP
The speed of a PC can be measured in what? Megahertz
What is a common shortcut used to switch between programs? Alt + Tab

True / False
The processor is also called the Central Processing Unit, or CPU. T
Secondary storage units contain the instructions and data to be used immediately by the processor. F
Desktop publishing software is used primarily to Store and Retrieve information. F
Processed data that is organized, meaningful and useful is called information. T
“User-Friendly” refers to a special kind of terminal. F
To use a computer, you need to know its internal functions. F
PDA’s are also called mainframes. F
Mainframes are also called notebook computers. F
Computers can be classified, smallest to largest, as mainframes, microcomputers or mini computers. F
Custom software may be purchased off the shelf. F
 How to Attach Files to Email

Have you ever needed to send a computer file to someone? Perhaps it was a word processing doc or an
image of your family. You can attach files to your email and—attach, click, zap!—your file is delivered.

What is an email attachment?

An email attachment is any computer file you link, or attach, to an email message. When you send the message, the
file goes along for the “ride” and arrives with the email.

What kinds of files can you attach to an email?

Nearly any computer file can be attached to an email message. However, you need to consider two things when
attaching files:

 The file type of the attachment

 The size of the attachment

_______________________________________________________________________________________

With a googlemail (Gmail) account, you would follow the following steps:
1. Compose your email as normal.

2. Click on attach a file, as in picture below.

3. Locate appropriate file that you want to send.

* Gmail doesn't allow you to send exe files as an attachment. If you do want to send an exe file, you will need to
rename file first.

** For example: setup.exe could be renamed to setup.exe.removeme

4. Wait for the file to be attached to the email. When it's attached you will see a checkbox for each
individual file attached. Unchecking a checkbox removes the attached file from your email.

5. Then when you are happy with the context of the email etc, you can just click on SEND.

That's it, you now just have to hope the recipient can open the file.

____________________________________________________________________________________________

The above is the standard for all email clients and all web based email. If there isn't an Attach a file link, then you
may just have Attach or just a paper clip.

____________________________________________________________________________________________

If you receive an email with an attachment, you will see a paper clip in the subject field. With Gmail, you would
click on the subject to open up the email. Scroll down to the bottom of the email. Click on the link to download all
attachments. Find a suitable folder on your PC to save the file to and Save.
 Email & Attachments

Email Basics – Email Addresses:

The format for all email addresses is username@domain.general and breaks down as follows:

"Username" is the ID of the person who has the address, whether real or an alias.

The "@" symbol attaches the user to their email box location.

Note: If an address doesn't have the @ sign attached, it's not an email address!

The "domain" refers to the provider of the email box.

"General" refers to a three-letter extension signifying the type of email provider.

Note: ".com" refers to a commercial entity, ".org" to an organization, ".net" to a network provider, and ".edu" to an
educational institution. These are the most common extensions.
 How to use Memory Sticks

Using a memory stick has become very popular nowadays. It has basically replaced floppy disks.
Memory sticks can contain a lot more than floppy disks. Memory sticks are also very hard to wreck.

Floppy disks: 1.44MB (Must be kept away from magnets and direct sunlight etc, as this could wipe the
data)

Memory Sticks: 128MB to 16GB+

Memory sticks also have the benefit of being easier to carry around than floppies. You can have them
around your neck, on a lanyard.

A memory stick of 1GB is ample for a beginner.

You can use the memory stick in the same way as a floppy. Memory sticks also have the benefit of being
connected to a PC via the USB port. Every PC nowadays has at least 2 USB ports. Laptops also have
USB ports. You could also buy USB hubs. These are great if you need multiple USB ports. This would
connect to your PC by a USB port.

Most laptops now don't have a floppy drive, although you could buy an external one.

USB Port pics below:

USB Hub pics below:

To use a memory stick:

1. When you go to save a document, select 'Removable Disk' from the drop down menu.
2. Save your file as normal, decide on a filename and click on 'Save'.

That's it. It's really that easy :-)

© Lynda Ward 2008 Boost Training Services Ltd

Definition: Window
A Window, in PC terms is what you see when you double-click on a folder. As in pic below.

Window

____________________________________________________________________________________________
To create a New Folder
On the Desktop:-

PC Desktop

1. Minimize/Close any, and all windows, so that you can see the desktop (as above).
2. Right Click once – Anywhere in a blank part of the Desktop. Select 'New' and then move your mouse into sub
menu and select 'Folder'.

© Lynda Ward 2008 Boost Training Services Ltd

3. Name this folder, then press 'Enter'. For this example I will be naming folder 'TEST'.
You can't use characters such as /*+ etc in the folder name.

4. See picture below for 'TEST' folder.

That's all there is to creating a new folder. You can also repeat steps 2-4 whichever Window you are in.

© Lynda Ward 2008 Boost Training Services Ltd

 Using MWSnap to capture images / icons etc

1. Double click MWSnap icon

2. Right click once on icon in tray bar, select any area

3. Click and drag around icon / image etc that you want to copy, click twice
4. Save file
5. Open separate bmp image file

6. As it’s in Paint, it’s easier to press Ctrl+A to select all

7. Press Ctrl+C to copy
8. Go into the document you are working on and press Ctrl+V to paste