Transcript IT Update
IT Update Sudbury Chamber of Commerce The Basics Computers are like everything else: Use improves with practice Some users spend the odd 5 minutes investigating options &c – about 30 minutes a month Others spend 3 hours a month fighting problems The Basics It’s not the computer, it’s a program – Carries out a function – Word processing, email, spreadsheet Is supplied by a “maker” – (application, package) Microsoft, Sage, McMillan Technology Has a name – Word, Excel, Outlook Express The Basics If you call a help desk, check which program you are running – – – “I want a wiper blade” “What car is it, sir?” “It’s a hatchback” The Basics Every program runs in a window – – – A rectangular area of the screen Might fill the screen, might not Windows can run several programs at once The screen “behind” the program windows is called the desktop The bit at the bottom is the task bar The Basics A window has several components – Title Bar – – – – Tells you the name of the program Allows you to move the window Menu Toolbars Main data area Scroll bars Basics - Menus Follow a prescribed layout – – – – – – File is on the left Edit, View Other Tools, Options Window Help is on the right Basics - Menus Don’t need a mouse – There should be an underlined letter – – File Press [Alt] and the key for that letter Or [F10] and arrows On open menus – – Press the key for the underlined letter Or arrows and [Enter] Basics – Scroll Bars To move through the document / list Click on the arrows to move up and down a row Click on the slider and drag – Many modern mice have a wheel to do this Click on the white space above / below the arrows to move a screenful Email Depends on the program – You can create folders – Usually Outlook or Outlook Express Organise storage of emails Outlook and Outlook Express also manage lists of contacts, actions and a diary Email - Folders I have a set of folders where I store emails – – – – – Chamber Sales calls Working projects Admin Etc Drag emails from Inbox & Outbox into my folder Email - Spam Most spam filters move spam into a defined folder Spam filters cannot be 100% accurate – – Spam gets missed Genuine emails get binned Report spam and not spam! – If you don’t. your filter won’t work well Email - Spam Open the spam folder Peruse Move out / rescue / report genuine items Hit [Ctrl] + [A] to select all items Hit [Shift] + [Del] to Delete – [Del] just moves them to the Deleted Items folder Email Lists Build a list of contacts – Use a separate folder Put somebody in the “To” field Click on the “To” or “CC” button Locate your list of contacts Select them all Click on the “BCC” button Mail Lists – To, Cc and Bcc The mail will go to everybody in To, Cc and Bcc The names in To and Cc will be sent to everybody, Bcc won’t Always use BCC – – – Reduces the size of the incoming mail Reduces spam risk Do you want to give out your mailing list? Mailing Lists and Bcc Spam generators use viruses – – Infect an unprotected computer Send the spam to everybody in the Outlook Database Contacts Recipients and Senders of emails Everybody in CC lists They then impersonate an address Email Lists Avoid attachments – – – Many email servers block emails with attachments All the advice is “Don’t open an attachment if you don’t recognise and trust the sender” It’s more work for the recipient and makes it much less likely he’ll read it Email – Presentation Cut and paste Pictures Signatures Web pages Email Presentation Simplest way is to write the message in Word – – Hit [Ctrl] + [A] to select the document Edit > Copy from the menu Switch to Outlook, & the new document – Edit > Paste Email – Pictures From the Menu – Insert > Picture Email - Links Can do in Word and Outlook Menu: Insert > Hyperlink Type in the text you want to show, and type in the email address Can also link to a web page – – Outlook and Word only let you pick a page Have to be able to navigate to it Email Signatures Can create with Word Save as Web Page (*.htm, *.html) In Outlook menu, Tools > Options – – Mail Format > Signatures New, then find it Then, when you create an email, from menu: Insert > Signature Email - Presentation An email is actually a web page For maximum impact, use a web page generator and copy into the email – – Microsoft Front Page Adobe Dream Weaver or Fireworks